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WHY INTEGRATE a Sustainable Energy
Action Plan with an ENERGY
MANAGEMENT SYSTEM?
provincia di genova
Dario MiroglioCoordinator of the Energy for Mayors projectProvince of Genova, Italy
The “energy for Mayors“ (e4M) project supported the attainment of eU climate and energy goals by promoting the covenant of Mayors initiative with particular focus on Territorial coordinators and Supporters. We supported more than 80 selected municipalities in the process of developing and implementing local Seaps in their territories, as well as in the participation process involving citizens and local stakeholders in the definition of the Seap itself. in particular, we are proud of outstanding examples such as the first Joint Seap in europe with a shared reduction objective and the pilot municipalities which developed an Energy Management System (EnMS – compliant with ISO 50001:2011) together with their SEAP, in order 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 several tools that can be found online in the Toolbox of the project (www.energyformayors.eu) to help covenant coordinators and Supporters to move forward with the coM. of the above, the E4M guidelines will help provide a better understanding of the process of integrating a SEAP with an EnMS; this was developed by SogeSca s.r.l., one of the project partners.
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publication directed by SogeSca s.r.l.published in March 2013.graphic design: Lorenzo Bertoli / [email protected]
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More testimonials from page 13…
Romano SelvaSOGESCA s.r.l.Italy
“Leading the technical work on this pioneering action was a great experience. i believe that this booklet will give initial inspiration to both politicians and technicians, and i hope that our guidelines will provide good technical support for those Municipalities that decide to integrate their Seap with an energy Management System.”
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Dimitris FokianosMayor of Likovrisi-PefkiGreece
“The obvious economic benefits of rationalizing our energy consumption have been clearly proven.”
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Claudio MagroMayor of MonegliaItaly
“it was a great opportunity to upgrade our environmental Management System to include more in-depth energy measures and improve the quality of monitoring indicators.”
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Maria StankiewiczExecutive Director of Polish Network “Energie Cités” Poland
“in order to support the municipality of dzierzoniów in the implementation of the enMS, pnec obtained additional co-financing from the polish national Fund for environmental protection and Water Management.”
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Overview of the guidelines for the integration of an EnMS and a SEAPiSo 50001 standard forces organizations to establish criteria to control and evaluate results of planned activities in advance, to define shared suitable indicators, and to take decisions on measured results and quantified expected results. accordingly iSo 50001 can provide crucial support to the commission in obtaining a quantitative assessment of the reduction of co2 equivalent emissions achieved thanks to the approved Seaps.
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 application inside the organization (in this case, the public authority) but also for managing a Seap. The aim of this document is to explain how the simultaneous implementation of enMS and Seap could be useful in achieving the goals of co2 emissions reduction for public authorities wishing to implement a Seap in the best way.
Continual Improvement
Energy policy
Planning
Implementation and operation
Corrective and preventive action
Internal Audit Monitoring and measurement
Management review
Checking
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The main topics will be the following:
• UnderstandingISO50001:2011,EnMSandSEAP
• EnMSaccordingtoISO50001
• SEAPaccordingtotheCovenantofMayorsguidebook
• ImplementationofISO50001requirementsbyaPublicAuthorityintandemwitha Seap
Sustainable Energy Action Plans according to the Covenant of Mayors guidebook
The Sustainable energy action plan (Seap) is a key document that outlines how the covenant signatory will reach its commitment by 2020. The covenant’s commitments cover the whole geographical area of the local authority (town, city, region) in order to reduce gHg emission by at least 20% of the emission level calculated in a specific past year, which is the “baseline year”. Therefore the Seap should include actions concerning both the public and private sectors.
Energy Management Systems according to ISO 50001:2011
The general aim of the Standard is to help organizations to establish and maintain:
• Energyreviewandbaseline,knowledgeofenergyuses;
• Improvementsinenergyperformance;• Energyperformanceindicators(EnPI);• Asoundmonitoringplantomeasureperformanceand
improvements.
These entail cost reduction, improved competitiveness and consequently reductions in gHg emissions.
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WHY IS ISO 50001 USEFUL FROM THIS STANDPOINT?
4.2 Management responsibility4.2.1 General
Top management shall demonstrate its commitment and support to the enMS and to improve its effectiveness continually by:
a) establishing, implementing, and maintaining the energy policy;b) … approving the formation of an energy management team;c) providing resources ….d) identifying scope and boundaries …e) communicating the importance of energy management …f) ensuring energy performance objectives and targets are established;g) ensuring enpis are appropriate to the organization;h) considering energy performance in long-term planningi) ensuring that results are measured and reported at determined intervals;j) conducting management reviews.
Implementation of ISO 50001 requirements by a Public Authority in tandem with a SEAP
it’s clear that this standard helps public authorities to implement their the Seap over the years using a systematic approach, whilst at the same time avoiding the typical public authority obstacles such as frequent “management turnover”.
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FROM ISO 50001 STANDARD - Scope
“This international Standard specifies requirements for establishing, implementing, maintaining and improving an energy management system, whose purpose is to enable an organization to follow a systematic approach in achieving continual improvement of energy performance, including energy efficiency, energy use and consumption...”
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.
energy performance targets and Seap requirements can be managed under the same energY poLicY, but with new boundaries of action of the enMS
Energy policy
Energy consumption
Energy efficiency
Energy intensity
Energy use
Energy performance
SEAPrequirements
CO2 reduction
targets
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Legal requirements and other requirements
When planning a Seap in “tandem” with an enMS in accordance with iSo 50001, a public authority should be able to document the legal requirements - and any voluntary subscribed agreements – applicable both to its energy-related aspects and to the Seap actions.
The figure below represents the general concept of energy planning based on iSo 50001 standard’s vision.
Planning
if we consider these input examples, it is apparent that they can only be obtained by organizations (which is the official target of the eMS) but not by the community, where the level of information is more general and ambiguous. The good news, however, is that in this second case planning output will be the same, but must be adapted to a new (and more complex) environment.
PLANNING OUTPUT
• Baseline• EnPI• Objectives• Targets• Actions• Plans
OPERATIONS
•Training
•Communication/EngageStakeholders
•Operationalcontrol
•Procurement
•Design
AAnalyzeEnergy
Use&Othervariables
BSignificantEnergy
Uses&Personnel
COpportunities
forimprovement
ExamplesofinputEnergybills Organisationcharts Operation/financial
information
Submeterdata Previousenergyassessmentsresults
Legalandotherrequirements
Othervariables:production,weather,etc.
Equipmentlist O&M
Processflowdiagrams Energysources Other
Energypolicy
Graphs Energyassessments ReviewofBAT
Charts Preventive/predictivemaintenance
Energyrequirementsanalysis
Tables PinchAnalysis LCCAnalysis
Spreadsheets RootCauseAnalysis Assessingcompetence
ProcessMaps Benchmarks Other
SankeyDiagrams ParetoAnalysis Energymodels
Examplesoftools/techniques
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Energy review and Energy baseline
The energy review and energy baseline are the basis of the energy planning, as they make it possible to create an energy assessment of the boundaries of enMS application.
WHY IS ISO 50001 USEFUL FROM THIS STANDPOINT?
From the ISO 50001 standard:
4.4.2 Legal requirements and other requirements“…The organization shall identify, implement and have access to the applicable legal requirements and other requirements to which the organization subscribes related to its energy use, consumption and efficiency…”ISO 50001 helps the organization to develop ongoing updates on legal and other requirements; this is an important issue for ensuring awareness, for example regarding financial benefit, new efficiency standards, etc.
The three cyclical steps which ensure a correct overview of energy performance in the boundaries of enMS include energy analysis, identifying significant energy use, and identifying and prioritizing opportunities.
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Energy Performance Indicators (EnPI)
if you wish to apply the iSo 50001 Standard in Seap management, you are obliged to develop appropriate enpis. With regard to Seap activities, this aspect is crucial as it is necessary to define enpis for all the actions implemented in the Seap. Moreover, they are useful as “indicators of 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). Some examples help outline this concept:
Internal Action: building school refurbishmentenpi appropriate? Why?
annual consumption of natural gas no it doesn’t take in account other parameters like external
temperature
annual consumption of natural gas/degree days
YeS it takes into account external temperature, and it recognizes energy consumption drops due to higher external temperature from another one due to energy
efficiency improvement
External Action: sustainable mobility planenpi appropriate? Why?
annual fuel consumption data obtained from petrol station sales
volumes
no it doesn’t take into account other parameters like fuel price
variations, vehicle stock variations
Monitoring of number of vehicle and bicycle transits in certain
strategic transition points
YeS it gives a direct measure of transit changes, and possible evaluation
of shift from car to bike use
WHY IS ISO 50001 USEFUL FROM THIS STANDPOINT?
4.4.3 Energy review“ ..The energy review shall be updated at defined intervals and in response to major changes in facilities, equipment, systems, or processes…”
4.4.4 Energy baseline“ …The energy baseline shall be maintained and recorded.”
ISO 50001 helps the organization to develop an efficient planning and monitoring strategy
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iSo 50001 and Seap objectives are detected on different time scales. in fact, while iSo 50001 generally focuses on the continuous energy performance improvement of an organization, Seap’s action comprises 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.generally speaking, the objectives according to the iSo 50001 standard must be specific and measurable. This is a very difficult issue if applied to the community context.energy targets are interpreted in different ways depending on whether they are goals within the organization (e.g. efficiency of public buildings) or external (efficiency of the private building sector). Setting energy targets ensures that the organization has defined success criteria so that progress towards improved energy efficiency can be measured.an action plan ensures the organization’s objectives and relevant targets are successfully achieved. By producing precise definitions of:
• Responsibility• The budget and timeframe within which
individual targets are to be reached• Details of the method by which individual
targets are to be reached the organization is likely to reach these target within the foreseen schedule.
needless to say, the level of commitment and responsibility of the personnel involved in the action plan is linked to the type of objective and relevant target:
• Iftheobjectiveisrelatedtoanactionwhichisexternal to the public authority organization, its achievement will involve stakeholders which are not obliged to follow the authority’s instructions. accordingly, the results are not guaranteed
• If the objective is linked to anactionwhich isinternal to the public authority organization, its achievement is only down to the correct application of the enMS.
Energy objectives, targets and action plan
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Monitoring aspects are very important for both iSo 50001 and Seap. Key characteristics that need to be measured, analyzed and monitored include:
• Significantenergyusesandotheroutputsoftheenergyreview• Relevantvariablesrelatedtosignificantenergyuses• EnergyPerformanceIndicators(EnPIs)• Theeffectivenessoftheactionplansinachievingobjectiveandtargets• Evaluationofactualversusexpectedenergyconsumption
each of these points is of great importance for carrying out proper monitoring, because they allow you to establish:
• Whatthevariableswhichinfluenceyourenergyperformanceare• IfyourEnPIsarereliableinordertoevaluateyourobjectiveandtargets• Ifyourbudgetissufficient,andifit’susedtobesteffectintermsofefficiency
and profitability• InSEAPactivity, if yourmoney (which isgeneralpublicmoney) isused inan
efficient way in order to reduce your gHg emissions
all the results obtained by monitoring these key characteristics need to be recorded. The complexity of the measurement plan must be in line with the size of the organization. This is an important issue for Seap implementation as well, because a large city needs a measured plan (if we bear in mind district heating, mobility, public buildings, different building types, for example) which will be more complex than small town with small buildings and a simple road structure.
The figure below attempts to provide an example. energy consumption in building stock is not only linked to energy efficiency, but also to external temperature. This means that if you want to obtain useful information about private building stock efficiency, monitoring it becomes unavoidable.
MonitoringW
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a S
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nerg
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Pla
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The Municipality of Moneglia, Italy (in. 2735)
From an Environmental Management System to a EnMS
OUR EXPERIENCE
The Mayor
during 2011, the sunny seaside resort Municipality of Moneglia (near the renowned cinque Terre area) prepared and developed a Seap and implemented an enMS within its organization in accordance with iSo 50001:2011. The new enMS was combined with the existing environmental Management System (according to iSo 14001:2004), which has been applied since 2005. The enMS was certified in december 2011.
Having worked with the support of SogeSca’s technical team, Mr. claudio Magro, the Mayor of Moneglia, summarises the Municipality’s experience as follows:
1. The objectives of the SEAP and EnMS are similar, but they have a different action range; the Seap is a plan which develops and applies to the whole municipal territory, involving all the stakeholders in it: institutions, citizens, tourists, economical operators, associations... part of the actions of the Seap deal directly with activities of the public administration and its objectives to improve energy management and usage. The implementation of these actions is planned by the Municipality of Moneglia through a management system whose procedures are defined according the iSo50001:2011 standard.
2. The actions of the SEAP which involve the Public Administration directly fall within the objectives of the EnMS and are therefore planned, implemented and monitored. This allows the Municipality to work towards consumption reductions and energy efficiency improvements more efficiently.
3. The territory’s involvement with the SEAP and the implementation of specific actions affecting energy usage and consumption make it possible to increase the range and influence of the Energy Policy and the EnMS of the Municipality which, through the Seap itself, not only improves its energy performance
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The technical experts
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according to the experience of the Municipality of Moneglia, the implementation of an enMS supporting the Seap made for better internalization of the objectives and higher awareness of uses and management of energy and scope for improvement. Furthermore, discussion with the local territory got underway with the drafting of the Seap, allowing the administration to improve its understanding of collective energy needs and to implement attentive communication regarding the environment and energy efficiency.“One of the main benefits of having an EnMS to support a SEAP is the development of procedures to monitor the SEAP long-term targets. So the Municipality can control the progress made, and revise the planned actions”, said Ms. valentina raviolo and Ms. claudia Fiori of SogeSca.
but also achieves higher scale and more significant objectives across the whole territory.
4. Thanks to the enMS of the Municipality, a process of systematic monitoring has been implemented on the performance indicators defined in the SEAP, so that the action plan can be implemented and respect the deadlines.
5. needless to say, having an environmental Management System in place helped the internal organization of our work a great deal, although it was not in any case easy.
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The integration of the Environmental and Energy management systems
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The integration between the existing environmental Management System and the new energy Management System has also improved and increased the capacity for management and surveillance of environmental data inside the public administration, through which specific and precise energy performance indicators have been implemented. These are fundamental for verifying the objectives stipulated in the Municipal energy policy.The environmental Management System has been integrated with specific procedures so that each party involved in implementing the system can act in compliance with the objectives of the system itself. “in this case, the existence of a familiar environmental Management System already applied in all its aspects by those working in the administration in this field (including suppliers and service managers) has proven crucial”, said Ms. Mara Barbieri, head of the integrated management system.
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The Municipality of Banite, Bulgaria (in. 4890)
Starting from a quality management system
From 2012 to 2013, the mountain Municipality of Banite, located in the very heart of Bulgaria, prepared and developed an Seap and an enMS, integrating it with its previously implemented iSo 9001:2008 quality management system.
The Mayor
Mr. raycho danailov, Mayor of Banite, stated that: “The implementation of an enMS supporting the Seap allowed the Municipality to take the quality management structure of the administration and use it for better management of energy issues.Starting with the energy policy, the setting of targets and the actions included in the Seap regarding the administration’s properties benefited greatly from a management system approach.”
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The Technician
“integrating the enMS with the Quality MS is quite profitable. on the one hand it involves less implementation work because most of the enMS procedures are already in place, since iSo 50001 and iSo 9001 have many common requirements. on the other hand, this approach will contribute to a more efficient use of resources, to reduce/eliminate system redundancies and provide a better understanding and reduce confusion. in addition, the enMS procedures are quite useful as an effective monitoring tool,” said Ms. Marta Stoilova of ecQ-Bulgaria ltd., a technical partner which worked with the Municipal staff on the development of the Seap and enMS.
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The experience of the Municipality of Likovrisi-Pefki, Greece (in. 28.000)
Starting from scratch…
From 2012 to 2013, the Municipality of Likovrisi-pefki prepared and developed a Seap and implemented an energy Management System (enMS) in accordance with iSo 50001:2011 standard.in line with the experience of technicians from the Municipality of Likovrisi-pefki, the implementation of an EnMS supporting the SEAP made it possible to obtain highly reliable energy data and define realistic SEAP actions, taking into account all existing organizational barriers. The enMS was considered the best tool for the Seap, and the Municipality felt very confident about Seap implementation. This experience will also help them in defining the best approach for collecting more reliable data for the whole territory, following a series of long-term promotional activities.The data collection for the Seap was conducted in order to coincide with the data required for the enMS. Bei data collection and the Seap were slightly delayed for this reason, but this was greatly outweighed in the long run. Managerial interventions following the enMS are being further developed with new task allocations.
The Mayor
“our experience to date of the enMS as a tool for our Seap”, said Mayor dimitris Fokianos, “can be summarized as follows:1. We have grasped a very clear understanding of the problem
of energy efficiency in our municipality at the present time. 2. The Seap, thanks to the enMS, features significant potential
for reducing energy wasted due to lack of knowledge. Knowing is the key.
3. We were very surprised by the first data we gathered, and by the number of things (expenditure, consumption, variations, etc) we have been unaware of until now.
4. We have significantly increased our capacity to contribute to the 2020 goals, not only at a local but also at a national level.
5. The obvious economic benefit of rationalizing our energy consumption has been clearly demonstrated.
6. The obvious benefits, including environmental advantages, need to be further communicated to the public.
7. a change in behaviour and mentality is needed, and now we have a more practical tool for working in this direction both within the Municipal institution as well as with the citizens.”
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The technical expertSo
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Ms. vicky amenta, Municipal energy Manager, Technical department, says:“The main benefit of enMS and Seap integration is the understanding and recording of energy consumption as a significant parameter. Until now, the Municipality had only kept record of the expenditures and not consumption. Now energy consumption is not just an economic figure, but a technical parameter with many characteristics.This fact makes the iSo 50001 more difficult to apply than other iSos of a more organizational character. With the enMS we have set a new municipal measuring system. now we have a clear view of the municipal fleet and municipal building stock, what they consume and how they operate.in order to apply the enMS, all municipal sub-divisions and people in charge need to be informed with respect to what additional data they need to collect, how this will affect or even increase their daily work, what behavioural changes are needed, and what the benefits will be.another benefit is the reliable data and the systematic approach used for the Seap.during the enMS and Seap data gathering, we realized that many utilities do not provide data with the detail and accuracy required. For example, the electricity provider measures at intervals in excess of 4 months, and it is impossible to record the seasonal/monthly or other variations in consumption. This has resulted in the realisation that the Municipality needs to establish its own electricity consumption measuring system in order to be able to respond directly to any problems that occur. one particular difficulty we encountered due to the greek municipal reform is that there have been significant organizational shifts, several departments have been moved from one building to another, buildings have changed use, etc. The ongoing organizational instability also needs to incorporate the new structures set by both the Seap and the enMS.it has been a very tedious, difficult but rewarding task.The EnMS has been the best of tools for our BEI and our SEAP, we are very confident about what to expect and measures we need to take. We would like to be able to apply this type of data recording for domestic and other sectors of the territory. This will be a task for the future.”
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The Covenant CoordinatorSo
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Ms. evi Tzanakaki, energY For MaYorS project manager for creS and covenant coordinator contact says:“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 with through the enMS. it is essential to promote it to as many municipalities as possible, and even establish it as a practice.The initial effort is greatly paid back in the long run.a small amount of financial support is required in order to help municipalities develop the enMS, as the economic situation in most municipalities in greece does not allow for much additional effort. it would be very beneficial if the required consultancy was provided. The benefits on a regional and country scale would be enormous.”
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WEBSITEYou can download the full version of the enMS-Seap guidelines in english and find out more about the project partners and activities.www.energyformayors.eu
CONTACTThe energy for Mayors consortium is coordinated by:
Mr. dario Miroglio, province of genova, [email protected] Ms. Miriam Badino, province of genova, [email protected]
The technical partner responsible for the development and continuous improvement of the enMS-Seap guidelines is:
Mr. Marco devetta, SogeSca s.r.l., [email protected]
if you would like to find out more about “our experiences” described in this publication:
Ms. Marta Stoilova, ecq-Bulgaria ltd., [email protected]. evi Tsanakaki, creS, [email protected]. patrycja płonka, pnec, [email protected]
discalimer: The sole responsibility for the content of this presentation lies with the authors. it does not necessarily reflect the opinion of the european Union. neither the eaci nor the european commission are responsible for any use that may be made of the information contained therein.
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