In today's market, energy has positioned itself as a critical component for the company's competitiveness, and it can be a very significant asset for the business as long as the management manages to control its management. It has been proven that improving energy performance with an Energy Management System ISO 50001 helps the company to maximize its energy assets, thus reducing energy costs and consumption.
For this reason, large energy consumers are already putting in place measures that go beyond mere savings. A company cannot, individually, control the price of energy, government policies or the global economy, but it can manage its energy here and now. A reasonable approach to securing and improving a company's energy performance is to implement a systematic process based on the company's own energy management structure. In this regard, Energy Management Systems ISO 50001 (EMS) are enabling companies that implement them to reduce energy consumption, improve energy efficiency and optimize productivity and profitability.
In this context, the appearance of the standard ISO 50001 standardized worldwide the requirements for Energy Management Systems, so that companies with a sound energy management could be recognized from an objective and neutral point of view. As explained above, the benefits of applying the ISO 50001 policy are many, but the main motivation for companies to decide to implement an Energy Management System ISO 50001 is the significant cost savings obtained (source: Verdantix). However, the advantages directly and indirectly obtained by all the departments involved in the decision making process go beyond mere economic and energy savings.
What are the benefits of implementing an Energy Management System ISO 50001?
For each of the departments involved in the decision process, the most important ones are listed below:
- In the management department: it improves competitiveness, allows energy analysis and management by reducing its use through the Energy Management System ISO 50001, thus reducing costs and increasing productivity, competitiveness, customer satisfaction and brand image.
- In the financial department: reduces energy costs, facilitates access to financing and documents, quantifies and demonstrates energy use through the Energy Management System ISO 50001.
- In the operations department and supply chain: it achieves lower maintenance and supply chain costs, also reducing the carbon footprint.
- In the environment and HR department: it improves the company's corporate social responsibility and attracts more talent, also improving workers' conditions and fostering a greater energy culture within the organization thanks to the Energy Management System ISO 50001.
- In the department of marketingThe image of the company, the brand and the final quality of the product are improved.
- In the legal department: compliance with political regulations is facilitated by the methodical use of the Energy Management System ISO 50001 and, therefore, the risk of fines is reduced.
In short, an EMS covers all stages of the implementation and operation of the process, providing a specific framework for the company to take short- and long-term measures that will have a positive impact on all stakeholders of the organization.
And now that you have discovered its benefits, you will probably want to know how to implement an Energy Management System ISO 50001. These are the 7 phases that you will have to carry out:
1. First phase to implement an Energy Management System ISO 50001: ENERGY POLICY
In order to implement an EMS, it is essential to establish an energy policy, the success of which will depend on the prior fulfillment of the following requirements:
- Demonstrate leadership and firm commitment to the Energy Management System ISO 50001, transmitting it to employees and partners.
- Set a goal and communicate it.
- Create a multidisciplinary Energy Management team within the organization's staff.
- Provide personnel, financial and technological resources.
However, to ensure its proper functioning, what must the energy policy comply with and contain?
- Consistency with the nature and scope of the company's energy use.
- Commitment to comply with legal and other requirements.
- Commitment to continuous improvement of energy efficiency.
- Support for the acquisition of energy efficiency products and services.
- Framework for setting and reviewing energy targets.
- Commitment to ensure the availability of information and resources necessary to meet these objectives.
- Ensure documentation, communication and understanding within the organization.
- Review it periodically and update it if necessary.
- Ensure that it is signed by senior management.
2. Second phase to implement an Energy Management System ISO 50001: ENERGY PLANNING
It is a critical phase for the overall success of the implementation of the Energy Management System ISO 50001 as understanding the present and past energy use helps the organization to identify opportunities to improve its energy performance and thus obtain financial benefits.
Energy planning involves a process similar to that of an audit, and therefore requires considerable expertise and technical knowledge on the part of those involved (energy fundamentals, energy optimization techniques, data analysis, energy performance metrics, etc.).
"The energy planning phase is critical to the success of the EMS. It helps the organization identify opportunities for improvement and thus realize financial benefits."
This phase consists of the following steps:
2.1 Identify the scope of the Energy Management System ISO 50001 and understand the legal and other requirements.
The team should have knowledge of current legislation (local and international) on energy efficiency, permits required to operate, as well as barriers imposed and opportunities attainable.
Other commitments made to third parties, e.g. business associations, suppliers, carriers, etc., must also be considered.
2.2 Energy review
The keys to ensure the success of the Energy Review according to ISO 50001 are summarized as follows:
- Identify the sources of energy being used and collect as much data on use and consumption (past and present) as possible.
- Identify the areas that significantly affect energy use: from facilities, equipment, systems and personnel to all those variables that affect the process.
- Determine and analyze the current energy performance of these significant use areas.
- Estimate future energy use and consumption.
- Identify and propose opportunities for improvement.
The frequency and depth of the energy review should reflect all the relevant factors that at first sight may seem secondary, such as the age of the installations, previous reviews, opportunities of the structure, etc.
2.3 Energy performance indicators
Identifying, selecting and communicating key performance indicators helps to understand how the EMS is performing, which helps to ensure that the company is aligned with the efforts made in the Energy Management System ISO 50001 and facilitates the way forward to make the necessary adjustments and improvements.
To ensure that indicators are defined correctly, they should be defined as precisely as possible, highlighting the scope and limits of each one and, although it may sound obvious, specifying the metric on which it is measured. In addition, it is ideal to select indicators that will provide more information during management reviews and help them make decisions regarding the Energy Management System ISO 50001.
2.4 Energy baseline
As a result of the energy review we will be able to define the energy baseline, which will serve as a (quantitative) reference to measure energy performance, as it reflects the real scope of the activities we are reviewing.
At this point it is convenient to differentiate between a baseline established exclusively with the consumption history, or a baseline that determines, by means of a regression analysis, the relationship between energy consumption and the different external variables that condition it (Temperature, Production, Occupancy, etc.).
Although the scope and scale of the action plan may vary from one organization to another, the starting point is always common to all of them: define the process and technical objectives, including the most appropriate monitoring system, and determine internal and external roles and resources.
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3. Third phase to implement an Energy Management System ISO 50001: IMPLEMENTATION AND OPERATION
As a result of the energy planning we have obtained the consumption baseline, the energy KPIs, the expected objectives and the action plan to achieve them. Now we have to implement these actions and all the projects necessary for the success of the Energy Management System ISO 50001.
In the implementation and operation phase, the most decisive role is played by the people themselves. Whether or not the objectives set are achieved often depends on the awareness, commitment and capacity of the team that will implement the projects defined in the action plan.
Let us now see what the implications are and what the most relevant tasks are:
3.1. COMPETENCIES, TRAINING AND REPUTATION
As we saw in the energy policy phase, the Energy Management System ISO 50001 will be managed by a team that has been composed specifically for this task. Leading the group is the RSGE (Responsible for the Energy Management System), who will be in charge of defining the necessary positions and roles, assessing the competencies of each one and identifying their training needs.
On this basis, and to ensure that everyone involved in the process has the necessary knowledge to execute the project, the most appropriate training activities are planned, developed and recorded. The two main areas of knowledge that the organization needs to focus on are management and energy.
3.2. COMMUNICATION
As a continuation of the awareness and involvement of those involved in the process, the company will establish a continuous method of internal communication on the evolution of the Energy Management System ISO 50001 and performance. In this way, valuable opinions and proposals for the improvement of the system can be obtained, while motivating (and even incentivizing) the staff to try to achieve the best performance and maximum energy savings.
3.3. DOCUMENTATION
The documentation is prepared by an energy manager and approved by authorized personnel before being published. To avoid wasting time, it is recommended that it be organized, easily located and constantly updated.
In any case, the information usually demanded is:
- Internal: equipment maintenance, energy statistics, energy factor recording forms, internal reviews, training, improvement plans, energy management policy, etc.
- External: energy audit report, files of the most energy-consuming equipment, etc.
3.4. OPERATIONAL CONTROL
Operational procedures have to be checked and reviewed according to the activities that influence energy performance, especially with regard to:
- Incorporate sustainability policies in product development to reduce energy consumption, improve efficiency and use reusable resources without compromising product quality, safety and cost.
- Take energy savings into consideration before purchasing equipment to avoid acquiring equipment with excessive consumption. It is also advisable to optimize operating conditions and perform regular maintenance on existing equipment, as it may be contributing to energy waste.
- Create a standard for energy procurement: listing of preferred suppliers, measurement and verification of energy sources, transportation and storage, etc.
- Measure, record and evaluate energy consumption in production and service processes to eliminate those that have become obsolete.
- Finally, it must be said that, although an Energy Management System ISO 50001 does not establish a priori an emergency preparedness and response clause, it is highly advisable to have a plan for possible contingencies.
3.5. DESIGN
Improvement opportunities and operational control results should be considered for the design of (new or modification of existing) facilities, equipment, systems and processes that can have a significant impact on energy performance.
Special attention will be given to activities such as: use of efficient converters, minimization of pressure or power losses, optimization of duct sizing, integration with neighborhood facilities, application of best practices in building design and construction, use of long life lighting systems (e.g. LED), etc.
3.6. PROCUREMENT OF ENERGY SERVICES, PRODUCTS AND EQUIPMENT
Finally, the design phase is formalized with the purchase of equipment, products and services. The standard requires the organization to list, document and implement criteria to evaluate their use, consumption and energy efficiency and to define their expected operating life.
It is advisable when purchasing products that may have an impact on high energy uses to inform the supplier that the decision is made in part based on their energy performance.
4. Fourth phase to implement an Energy Management System ISO 50001: ENERGY MANAGEMENT SYSTEM VERIFICATION
The next phase in implementing an energy management system based on ISO 50001 is to check that everything is working correctly. At this point we start the "CHECK" phase of the P-D-C-A model.
A continuous evaluation of the objectives, action plans and key indicators will allow us to know if we are achieving the desired results in terms of energy efficiency.
5. Fifth phase to implement an Energy Management System ISO 50001: MONITORING, MEASUREMENT AND ANALYSIS
At this stage the key characteristics (those variables that determine the energy performance of the organization) are monitored and analyzed on a regular basis. They could be, for example:
- High energy use and associated variables
- Energy performance indicators (IDEns)
- Results of the energy review
- Effectiveness of the action plan
- Actual vs. expected consumption data
- Future energy use from elevated applications
- Prioritize improvement opportunities
- Define and implement a measurement plan
- Analyze and respond to significant deviations.
- Calibrate monitoring and measuring equipment.
- Evaluation of compliance with legal requirements, among others
6. Sixth phase for the implementation of an Energy Management System ISO 50001: INTERNAL AUDIT
The sixth phase in implementing an Energy Management System ISO 50001 is to plan and conduct an internal audit, i.e., an independent and documented process in which evidence is objectively collected and evaluated to determine whether a set of requirements are met.
At this stage the audit focuses on the process as such and seeks to know the degree of achievement of energy savings and efficiency objectives (i.e. energy performance) and compliance with the energy policy, as well as to ensure that maintenance is being followed effectively. In case we want to obtain the certificate ISO 50001 this audit serves to check the degree of implementation of the standard, prior to the Certification Audit.
In the internal audit we will check if the Energy Management System ISO 50001:
- Complies with the requirements and agreements that the organization has established for its energy management system.
- It is effectively implemented and maintained.
- Adheres to objectives and goals
- It results in improvements in energy efficiency.
The following is the process for conducting an internal audit, which can be summarized in the following steps:
6.1 PLANNING
The person responsible for the audits shall design a program with the scope and frequency of the audits, ensuring that all relevant processes and aspects of the organization are audited. To this end, he/she shall consider that both the energy performance and the management system have to be audited, and shall take into account the status and importance of the areas and processes, as well as the results of previous audits.
In conducting the audit program we will pay special attention to areas and processes associated with high energy uses, energy objectives, targets and action plans, operational and maintenance controls and those activities related to substantial energy improvements. It is not necessary for each audit to cover the entire Energy Management System ISO 50001 as long as the program ensures that its overall scope is audited on a regular basis.
The plan, to be prepared individually for each of the planned audits, shall include the following information:
- Date of audit
- Scope
- Objective(s)
- Team involved in the audit
- Expected times
- Requirements (criteria) for auditing
- References
6.2 EXECUTION
The internal audit is a very important phase for the success of the Energy Management System ISO 50001. It is therefore advisable to have expert personnel in this field. If this is not the case, we will have to train the team involved and appoint a person in charge.
Audits shall be carried out by one or more persons, but in any case by qualified personnel trained in internal auditing of management systems, who are objective and impartial and who do not audit their own work.
In practice, this audit may be carried out by external parties, provided that they do so in a competent, impartial and objective manner.
In any case, throughout the whole process we will detect the strengths of the Energy Management System ISO 50001, the opportunities for improvement and the non-conformities or non-compliance with the requirements.
6.3 CLOSING
Once the audit is completed, the audit report is prepared, where the results are reflected. This document, which will also be given to the company's management so that they are informed, will provide objective evidence and will allow us to identify evidence of preventive and corrective actions, which leads us to the next phase.
6.4 NONCONFORMITIES AND ACTIONS
After the stages of monitoring, measurement and analysis, compliance with requirements (legal and others) and internal audit, the verification phase of the Energy Management System ISO 50001 ends with the implementation of actions to correct and prevent nonconformities.
A nonconformity is a finding that deviates from the behavior expected by the organization itself. They are generally caused by:
- The organization is not doing what it is supposed to do.
- What is being carried out is not working.
- The requirements are not being met.
- The expected energy performance improvements are not being achieved.
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7. Seventh phase to implement an Energy Management System ISO 50001: MANAGEMENT REVIEW
For any organization that has implemented an Energy Management System ISO 50001, the standard ISO 50001 establishes as a fundamental requirement that the top management periodically performs a review, with the objective of identifying opportunities for improvement and therefore improve its overall energy performance. The process of reviewing, evaluating and then implementing appropriate actions to achieve that end corresponds to the last phase of the Deming cycle (P-D-C-A), ACTION, and is also the last of the 7 phases to successfully implement a management system based on ISO 50001. It is the stage known as Management review, whose responsibility falls entirely on the Management, who seeks to ensure the continued sustainability, adequacy and effectiveness of the implemented Energy Management System ISO 50001 .
To ensure the success of this phase, it is recommended to develop it following the steps:
7.1 Collect information for management review
First of all, the management representative who is part of the Energy Management System team ISO 50001 will ensure that the appropriate information is collected and organized to be presented in a form and manner that allows management to make decisions. But what information is needed and where can we find it?
To answer this question it is best to think about the goal, that is, to understand the type of decisions we need to make and the type of actions that will result from this review. Having these two concepts clear will help us to select the information that can be most useful to management in making these decisions and developing actions.
For example, the following decisions will need to be made:
- What is the status of the Energy Management System ISO 50001?
- Is any strategic change necessary, and which one?
- What changes are needed or expected in energy performance?
- Are there any internal/external changes that may affect the Energy Management System ISO 50001?
- Do the measures currently used (IDEns) provide us with the correct information?
- What new resources are needed?
- Is the Energy Management System ISO 50001 appropriate for the organization?
- Is the Energy Management System ISO 50001 effective? Is it generating the expected results?
- Does the ISO50001 Energy Management System help to achieve continuous improvements in energy performance?
The necessary information will be available in the elements and processes that are generated from the Energy Management System itself. We detail the most common input elements (data):
- Evaluation and changes of legal and other requirements
- Degree of compliance with objectives and goals
- Results of internal audits
- Status of corrections and corrective and preventive actions
- Expected energy performance next year
- Recommendations for improvement
- Energy performance indicators (EPIs) and energy performance data from past and current projects
- Previous revisions
- Energy policy review
It is the management representative who will determine the most appropriate information, based on the results of previous reviews and actions that have occurred since then and above all on the usefulness of the data for decision making.
Once we have identified what information is needed, we ask ourselves who has that information? This question arises because the system is made up of several people, but since in the energy policy phase the management representative was in charge of the distribution of roles and tasks, gathering the necessary data should not be complicated. A very common practice is to use a form in which, for each type of information, you fill in the following fields: potential sources of information, person responsible/assigned for data collection, deadline.
With all the information at his disposal, the management representative organizes it according to the extent, depth and scope of the intended review. He then determines the best method for visually communicating the information, so that as much detail as possible is captured at a glance, which will facilitate management's understanding and therefore better decision making based on the results.
7.2 Management conducts the review of the
Once the appropriate information has been organized, it is time to perform the management review.
Who participates in this process will be decided on the basis of who needs information, who can provide the necessary resources for the required actions and who will carry them out, i.e. the organization's designated top management and its representative. In addition to management, energy managers and managers of major units are usually involved.
The frequency with which they are to be carried out depends on each organization, but in any case they must be previously planned and carried out at defined and appropriate intervals to ensure their effectiveness. If necessary, reviews may also be called in exceptional circumstances or when deemed appropriate, for example, if changes have occurred or there are many actions in process.
From a practical point of view, how is the management review carried out? Again, it will depend on each organization. In addition to in person, there are other methods at our disposal that will allow us to save time: teleconferencing, email exchanges, etc. It is also not necessary to complete the review in a single day, and we can do it partially in several days, as long as we adhere to the established time intervals.
Another important recommendation is not to stop to analyze every little detail. It is better to look at it from a global point of view, always keeping perspective and taking into account business objectives and priorities.
7.3 Report of results
Finally, to ensure the success of the review (and therefore of the Energy Management System), one or more records of all reviews will be made and updated. The format of the report may vary, but we will always try to keep it simple, practical and operational, containing, as a minimum, the name and position of the participants, the topics discussed, the decisions taken and the actions planned and the tasks assigned during the meeting.
Based on the results, the decisions taken and the actions planned, we start again the P-D-C-A (Plan-Do-Check-Act) cycle, going back to the first phases to review elements such as significant energy consumptions, improvement opportunities factors, etc. It is also essential that we verify those actions that involve top management so that they remain actively involved in the continuous improvement of energy performance and the Energy Management System itself ISO 50001.
Once the Energy Management System ISO 50001 has been implemented, the continuous improvement processes are gradually assimilated and applied in the day-to-day operations of the organization, which translates into the optimization of energy performance and increased energy efficiency.
The ISO 50001 standard has proven to be the appropriate framework for industrial facilities, commercial sites and entire organizations to manage their energy, including energy purchasing. An Energy Management System ISO 50001 establishes the structure and discipline to implement strategies that can lead to significant reductions in energy costs and greenhouse gas emissions, and sustain those savings over the long term. As of May 2014, the number of certified sites worldwide was 7,300, up 234% from the previous year (Source: Energy.gov).
In this sense, there are very complete tools, such as Smarkia 50001, that simplify obtaining and maintaining certification.
