Deliverable D2.4 Adaptation of the ISO standard in companies of the metalworking sector applicable at the EU level. First version Public

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1 This prject has received funding frm the Eurpean Unin s Hrizn 2020 research and innvatin prgramme under grant agreement N Applying Energy Efficient measures fr metal and metalwrking SMEs and industry (EE-METAL) GA number Start Date: 1st March Duratin: 36 Crdinatr: AIN Deliverable D2.4 Adaptatin f the ISO standard in cmpanies f the metalwrking sectr applicable at the EU level. First versin Public Wrk package WP2 Task 2.4 Due date 30/11/2016 Submissin date 30/11/2016 Lead beneficiary MR Versin 1 Prepared by Review by Apprved by Abstract Aurélien BARBY Steering Bard Steering Bard This dcument aims t define a methdlgy fr the implementatin and adaptatin f the ISO standard taking int accunt the specific characteristics f SMEs metallurgy. D 2.4 Publi Pag. 1/3

2 BUILD STATUS: Versin Date Authr Reasn Sectins 1 30/11/2016 MR Initial Release All AMENDMENTS IN THIS RELEASE: Sectin Title Sectin Number Amendment Summary DISTRIBUTION: Versin Issue Date Issued T 1 30/11/2016 Steering Bard D2.4 Public Pag. 2/31

3 Table f cntents 1. INTRODUCTION OBSERVATIONS ON THE IMPLEMENTATION OF ISO a) Internatinal Study n certified energy management practices ISO (AFNOR, September 2015)... 4 b) Benchmark n cllective peratins supprt ISO ADAPTATION OF ISO FOR SMEs METALLURGY... 5 STEP 1: Energy Planning... 6 Defining certificatin perimeter:... 6 Identify and take int accunt the different requirements (legal and ther):... 6 Mbilize all actrs f the apprach:... 6 Draft an energy plicy:... 7 T evaluate the energy cnsumptin f the cmpany:... 7 Identify the Significant Energy Uses (SEU):... 7 Set gals fr imprving energy efficiency:... 8 STEP 2: Implementatin and peratin... 9 Skills, training and raising awareness:... 9 Cmmunicatin:... 9 Dcumentatin: Operatinal cntrl: Design and prcurement: STEP 3: Verificatin Mnitring, measurement and analysis: Internal audit: STEP 4: Actin Management review: D2.4 Public Pag. 3/31

4 1. INTRODUCTION This dcument aims t define a methdlgy fr the implementatin and adaptatin f the ISO standard taking int accunt the specific characteristics f SMEs metallurgy. ISO is an internatinal standard that helps t imprve the energy perfrmance f cmpanies thrugh systematic implementatin f energy management: mnitring cnsumptin, identificatin f feasible energy savings, implementatin a plan suitable actins... It can wrk n three perfrmance drivers that are technical, rganizatin and management t sustain the cst cntainment actins. This standard is generic in nature, it was written t be applicable t any sectr and any cmpany size. Hwever, the metal sectr cnsists mainly f small and medium enterprises that may nt have the capacity t vercme the apparent cmplexity f such a standard. Inspired by the difficulties encuntered by cmpanies that are engaged in an ISO certificatin prcess, this adaptatin aims t make it accessible t small enterprises f metallurgy. The main requirements f the standard are explained and illustrated with examples and implementatin tips. 2. OBSERVATIONS ON THE IMPLEMENTATION OF ISO a) Internatinal Study n certified energy management practices ISO (AFNOR, September 2015) A study published by the AFNOR Grup, in September 2015, reveals the main difficulties encuntered by cmpanies but als the cnditins f success fr the implementatin f ISO Difficulties encuntered: Lack f time and wrklad management Availability and human resurce skills Implementatin and interpretatin f the standard Changing the behavir f emplyees Cnditins fr success: Management cmmitment Emplyee awareness Anticipatin f resurces Experience in Management Standards D2.4 Public Pag. 4/31

5 Gd practices identified: Capitalizing n experiences in ther management systems (quality, envirnment...) Appint a representative f the dedicated management wh will be the referent pwer Exchange with the certificatin auditr wh sheds light n the interpretatin f the standard Search simplicity in the apprach and actins, particularly in the energy planning step Simple appraches als allw all staff t better apprpriate actins and t be mre invlved b) Benchmark n cllective peratins supprt ISO T help SMEs t engage in an ISO certificatin, cllective peratins can be implemented. The analysis f thse that have been cnducted brings ut the fllwing features: Prfile f cmpanies: Experience in management systems (ISO 9 001, ) At least 2 emplyees mbilized by cmpany: ften 1 technical manager (maintenance, general services, prductin...) and 1 manager "system" (QSE) Frmat f the supprt: Cllective training (2 persns by cmpany) (3-5 days) Individual supprt (until certificatin) (9-10 days) Cllective supprt (technical meetings, exchange meetings) (ptinal) 3. ADAPTATION OF ISO FOR SMEs METALLURGY Based n these bservatins, the guidelines fr the adaptatin f the ISO standard fr SMEs metallurgy are: Pragmatic and lightened apprach (taking accunt f lesser availability f SMEs) Mtivatin f the players key (identify and train them) Flexible and pedaggic supprt (cmbine training and cnsulting) The prpsed methdlgy is inspired by the PDCA apprach (Plan, D, Check, Act), taking int accunt the specificities related t the size f the cmpanies (small and medium) and their sectr (metallurgy). It cnsists f 4 steps, detailed in chrnlgical rder: D2.4 Public Pag. 5/31

6 STEP 1: Energy Planning This planning step set the deplyment axes and rientatins f the energy management system based n bjective and hierarchical data. 1 Defining certificatin perimeter: The scpe f certificatin can be adapted t take accunt f the size and activity. The activities fr which the cmpany has little r n leeway t act n energy efficiency (e.g. in custmer respnse r n site, transprt...), can be excluded frm the scpe f certificatin. Fr cmpanies with ther certificatins, the scpe can be chsen identically in the interest f simplificatin and harmnizatin (g t an integrated system). 2 Identify and take int accunt the different requirements (legal and ther): In keeping with the scpe f certificatin, a watch n the requirements n energy is assured. These requirements can be related t specific regulatins in the cmpany r grup... Metallurgy prfessinal rganizatins can help in identifying these requirements. They are imprtant because they can influence the energy management apprach (e.g. legal bligatin t achieve energy savings, deregulatin f energy prices, the Ec design Directive prducts related t energy, instructins f the grup ). 3 Mbilize all actrs f the apprach: The success f the apprach depends heavily n the mtivatin f the management and prvisin made human resurces. ISO invited the management t appint ne r mre representatives respnsible fr steering the prcess (energy driver). Because f the specificity f the ISO , the cnstitutin f a pair is preferred t ensure cmplementarity between the skills related t "system" and expertise related t energy. D2.4 Public Pag. 6/31

7 The prspective prfiles are: - The QSE respnsible fr the "system" part - The maintenance manager (r general services, prductin...) fr the technical part Mre bradly, the establishment f an energy management system calls fr the mbilizatin f all f the cmpany's resurces. APPENDIX 1 - THE ACTORS OF THE APPROACH AND MISSIONS 4 Draft an energy plicy: Signed by management, the plicy defines general guidelines and the cmpany's cmmitment t imprving its energy perfrmance. Prductin activities are naturally targeted because they generally represent a significant energy use in the metallurgical sectr. But the plicy als encurages all emplyees and services that can have an impact n the scpe f certificatin, including: - Purchases fr the acquisitin f equipment and services takes int accunt the energy characteristics (machine tls, cmpressrs, aspiratins, heaters...) - The design ffice and/r methds fr energy efficiency is taken int accunt in the design APPENDIX 2 - ENERGY POLICY 5 T evaluate the energy cnsumptin f the cmpany: Als called energy review in the ISO standard, this step can analyze usage and energy cnsumptin f the cmpany. Cnsidering the scpe f the certificatin, it shuld perfrm an inventry f the energy cnsumptin f the cmpany. It aims t identify the different energy surces and quantify the cmpany's majr cnsumptin items (prcess, heating, lighting...). Factrs influencing thse cnsumptins are als identified (utside temperature, ccupancy rate f the machines, prductin level...). This may invlve: - The analysis f energy bills (electricity, gas, fuel il, ther) - The estimate cnsumptin with the theretical pwer equipment - Cnducting an energy audit In metallurgy, special attentin is paid t the prductin equipment and supprt facilities (machines, ventilatin, cmpressed air, heating wrkshps...). APPENDIX 3 - ENERGY REVIEW 6 Identify the Significant Energy Uses (SEU): T achieve energy savings and imprved energy efficiency, the next step is t identify Significant Energy Uses. Thse are the mdes r types f energy use (ventilatin, D2.4 Public Pag. 7/31

8 lighting, heating, prcess...) which represent a significant share f cnsumptin (e.g. + 10%) and/r that have significant ptential energy saving. The principle f Paret chart (80/20) can be used t define what is significant. 7 Set gals fr imprving energy efficiency: Frm the energy review and in cherence with the energy plicy, the cmpany sets gals t imprve its energy perfrmance. Thse general bjectives are brken dwn int targets fr each relevant sectr r sub-sectr (business area, activity, prcess...). Then an actin plan is defined t meet the bjectives. It draws n elements f the energy review and ptential f identified energy savings. There is a gradatin between different terms: - The bjectives are generic. They give a directin and visin in the lng r medium term. - Targets are the ffsht f these bjectives in shrt-term visin (they are quantifiable) - The actin plan describes the actins planned t reach thse gals and targets in a very peratinal way. T cncentrate the effrts where they will be the mst effective, the fcus is n the Significant Energy Uses. Achieving thse bjectives and targets is assessed thrugh indicatrs f energy perfrmance. APPENDIX 4 - ENERGY PERFORMANCE INDICATORS APPENDIX 5 - ENERGY ACTION PLAN D2.4 Public Pag. 8/31

9 STEP 2: Implementatin and peratin The implementatin step is t deply the actin plan defined in the previus step (energy planning). Fr the prper functining f the energy management system, ther pints need special attentin. 1 Skills, training and raising awareness: T ensure the achievement f bjectives requires that all emplyees whse wrk has an influence n ne f the identified significant energy uses, have the necessary skills (e.g. be aware f the impact f his actins r behavir n energy cnsumptin). Particular attentin is retained fr certain functins: - The pair respnsible fr steering and management f the energy management system. They shuld be advised t underg training prviding them strng skills n energy management and the ISO (type f training: Becming energy referent). - The emplyees in charge f purchasing and design-industrializatin (design ffice, methds, industrializatin, maintenance...). Their skills t enable them t take accunt f energy issues fr purchases (machines, lighting...) and equipment design, new prjects f facilities in general, including wrk. - The managers. They must ensure that the knwledge f regulatins and their applicatin by its emplyees, prmtin f gd practices in their team... - Internal auditrs. They shuld be trained t cnduct internal audits. These specific skills can be integrated int jb descriptins and/r missin. Attendance sheet r training plan cntribute t traceability requirements. APPENDIX 6 - EXAMPLE OF TRAINING PROGRAM ENERGY REFERENT APPENDIX 7 - RESPONABILITES MATRIX EXAMPLES AND FUNCTION SHEETS 2 Cmmunicatin: T invlve staff it is necessary t animate the prcess thrugh apprpriate cmmunicatin whse purpse is: Transmit instructins, best practices and gd behavir Reprting n the prgress and results Allw everyne t participate and prmte exchanges Cmmunicatin can be understd in different ways: tp-dwn (disseminatin f infrmatin t emplyees), bttm (cnvey f infrmatin, suggestins) and external. Due t the cmpanies size, it is recmmended that cmmunicatin remains mdest and understandable by all emplyees. Cmmunicatin can be integrated int existing dcuments and media. It is the same fr the time dedicated t cmmunicatin (team meetings...). APPENDIX 8 COMMUNICATION D2.4 Public Pag. 9/31

10 3 Dcumentatin: Due t the size f the cmpanies, the dcumentatin can be limited t a minimum. In this case, ISO impses nly ne mandatry prcedure: the dcumentary cntrl. This prcedure aims t rganize the dcumentatin: cntent, frame, indexing, validatin, distributin, archiving... Apart frm this prcedure, ther dcumentary requirements are mainly recrds, that is t say, the wrking dcuments that cnstitute prfs f an actin perfrmed (e.g. attendance sheet fr training). APPENDIX 9 DOCUMENTARY CONTROL 4 Operatinal cntrl: A simplified actin plan must rganize actins being perfrmed and maintenance peratins that avid energy drifts. The standard leaves the chice between "centralized" actin plan, which is shared between different actrs r a specific actin plan directly managed by the actrs. APPENDIX 5 - ENERGY ACTION PLAN 5 Design and prcurement: When it s pssible and apprpriate, particularly n the mst significant energy use, an energy efficiency criterin is included in the purchase and design f new facilities prcess (e.g. prductin line). This criterin is then shwn in the specificatin and/r included in the prject thrugh: energy perfrmance indicatrs, the energy saving devices, valuing Energy Saving Certificates (ESC)... The gd practices presented n the website can guide the chice f technical slutins t implement. D2.4 Public Pag. 10/31

11 STEP 3: Verificatin T avid drift and ensure the achievement f the bjectives, the cmpany evaluates the effectiveness f actins implemented and the effectiveness f the energy management system. 1 Mnitring, measurement and analysis: This mnitring ges first by screening energy bills and indicatrs. It is cmpleted by reprting the prgress f the actin plan. The frequency f mnitring can be adapted t the needs f the cmpany (e.g. mnthly). Mnitring can als be assciated with a mre cmprehensive reprting already established in the cmpany. Due t the size f the cmpanies, the measurement plan may be limited t a measurement cunter psitined n the mst significant energy use. The establishment f a remte measurement cunter facilitate data recrding. 2 Internal audit: Independently f certificatin audits, the cmpany realizes internal audits that crrespnd t a self-evaluatin f the energy management system. The aim is t ensure that all the prvisins and the implementatins cmply with the requirements f the ISO standard. The practice f internal auditing is a cmmn pint t all management systems, the cmpany which has ther certificatins (ISO 9 001, ISO ) can handle all internal audits in an integrated way (same schedule, same methdlgy, the same media, same auditrs). In small cmpanies, t ensure bjectivity and impartiality, crssed audits (between cmpanies), can be realized. In any case, auditrs must have been trained n ISO standard and t cnduct audits. D2.4 Public Pag. 11/31

12 STEP 4: Actin This last step is t take stck f savings and ensure that the energy management system is still relevant and effective. The capitalizatin f actins and results cntribute t the bjective f cntinuus imprvement. 1 Management review: It is the examinatin f the entire energy management system. This is an pprtunity t see nt nly the gals but als any mdificatins r changes in a view t cntinuus imprvement. It shuld allw t judge: The relevance f the EMS (e.g. perimeter, sizing, prprtinate in relatin t issues?) The adequacy f the EMS (e.g. financial, human, technical, cnsistent with the expected and achieved results) The effectiveness f the EMS (e.g. t fllw and made actin plans, relevance f audits effectiveness f crrective actins?) The frequency is left t the free chice f the cmpany. Due t the size f the cmpanies, an annual frequency may be sufficient. Cmpanies with ther certificatins (ISO 9 001, ISO ) can handle this management review similarly r integrated with ther management reviews (same frequency, same methd, same peple). APPENDIX 10 - MANAGEMENT REVIEW D2.4 Public Pag. 12/31

13 APPENDIX 1 THE ACTORS OF THE APPROACH AND MISSIONS D2.4 Public Pag. 13/31

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17 Surce: UIMS D2.4 Public Pag. 17/31

18 APPENDIX 2 ENERGY POLICY Cntent: A persnalized part allwing t recgnize the activity f the cmpany and its stakes twards the energy The scpe and assciated energy gals The essential requirements f the standard (cntinuus imprvement f energy perfrmance, availability f infrmatin and resurces, cmpliance with legal and ther requirements, energy criterin fr integratin in prcurement and design) Tips: Make sure the plicy reflects the spirit and visin f the leader Use simple wrds t make it easily understandable Use the present and actin verbs Sign and date the dcument t frmalize the cmmitment f the leader Make the members f the frame sign Cmmunicate internally: Pst it in the places f attendance r passage (receptin, break areas, meeting rms...) Cmmunicate externally: website, mailings t stakehlders... Example: Energy plicy The energy efficiency represent an envirnmental stake but als in cmpetitiveness fr the cmpany. S, the management makes a cmmitment t give the necessary resurces and means t reach the bjectives that we settle: Cntrl ur energy expenditure: By analyzing ur cnsumptins By mnitring the variatins f the energy csts By maintaining in gd cnditin ur equipment and ur buildings Use with ecnmy the energy: By cmmunicating with the staff and users By encuraging them t adpt an energy-efficient behavir By invlving them in the actins f energy saving t be implemented Adapt the chice and the use f prducts and prductin means: By chsing adapted equipment By taking advantage f the new technlgies By resrting t the apprpriate energies By integrating the energy perfrmance int ur purchases Imprve cntinuusly ur energy perfrmance: By estimating regularly the efficiency f ur actins By cllecting the ntices and the imprvement recmmendatins The applicatin f this plicy is directly cnnected t the skills f ur cllabratrs as well as the exemplary nature f ur managers. The cmmitment f all is necessary t reach thse bjectives. The management D2.4 Public Pag. 18/31

19 APPENDIX 3 ENERGY REVIEW Gal: The energy review enables the identificatin f Significant Energy Uses (SEU) that will be the heart f the prcess since they must imperatively be cntrlled and reduced their impact. It culd be a use with a high cnsumptin, r with a high ptential fr energy perfrmance imprvement. The cmpany is free t chse the methd f identificatin f SEU. Cntent: Tips: An exhaust analysis f energy surces, cnsumptins, uses (all fluids in cnnectin with the defined scpe) An exhaust list f ptential imprvements in energy perfrmance. Take int accunt all the energy surces (electricity, gas, fuel il, cmpressed air, steam...) Identify influential factrs Identify Significant Energy Uses Determine the energy perfrmance f facilities and equipment related t SEU List all the ptential t imprve the energy perfrmance relevant (including use f waste energy, renewable energy) Estimating uses and future energy cnsumptins based n the investments made, the actins taken and the evlutin f the activity (baseline). D nt frget the infrastructure, including heating cnsumptin f buildings and imprvement actins in this area (including ffices) Example: Cnsumptin bu uses 10% 1% 45% 30% 9% 5% Prductin Offices Lightning Heating Air cnditining Dmectic ht water D2.4 Public Pag. 19/31

20 APPENDIX 4 ENERGY PERFORMANCE INDICATORS Gal: The Energy Perfrmance Indicatrs (EPI) can be defined t answer the needs f mnitring and evaluatin f energy perfrmance frm different stakehlder management system f energy (prductin manager, maintenance manager...). Unlike ISO where envirnmental perfrmance indicatrs measure the achievement f bjectives r nt, it is requested in ISO t define thse indicatrs in the planning stage t emphasize the purpse f a perfrmance energy t achieve. The aim is t engage in an apprach rted in a dynamic perfrmance with clearly displayed and indicatrs suitable fr mnitring and measuring energy perfrmance. Tips: Ensure that the data needed fr EPI readily available (use existing databases r set up autmatic extractins). Limit the number f indicatrs Fcus them n Significant Energy Uses Examples: Indicatrs related t equipment, fr uses r fr prductin (thse indicatrs are useful in particular t line managers r peratrs): Equipment: cefficient f perfrmance uses: Lighting: lumen / watt Cmpressed air: kwh / m 3 Heating: kwh / m 2 heated. DJU (Unified Degree Day) Cnsumptin fr cmpressed air per tn prduced Mre glbal indicatrs fr decisin-makers: Ttal cnsumptin per unit area: kwh / m 2 Ttal cnsumptin by staff unit: kwh / Percentage by energy surce: cnsumptin by energy surce / ttal cnsumptin Energy rati: Energy csts / AC Specific cnsumptin: ttal cnsumptin / tns prduced D2.4 Public Pag. 20/31

21 APPENDIX 5 ENERGY ACTION PLAN Gal: The energy actin plan is an imprtant tl in the prcess. It describes and plans actins that will achieve the targets fr energy efficiency. Prerequisites: Befre yu can define the actin plan, it is necessary t have previusly established baseline cnsumptin as well as energy perfrmance indicatrs. Baseline: used t cmpare the expected energy perfrmance and actual perfrmance fr a given perid (usually the year). It can be determined frm the data f previus years. Fr reference this cnsumptin shuld be determined by neutralizing the significant factrs nt related t the energy perfrmance (weather, prductin...). It represents cnsumptin, all ther things being equal. The neutralizatin f the influence parameters by different crrectins smetimes avids misinterpretatins: "gas cnsumptin has increased this seasn because winter was mre severe" r "cnsumptin f electricity has increased, but we had a new imprtant client and mre rders t be delivered that last year. Energy perfrmance indicatrs: these encrypted values resulting energy perfrmance. The mst cmmnly encuntered in industry being indicatr: Energy cnsumptin / prductin unit (ther variants exist: by area, by number f emplyees...). Cntent: Fr each actin, we indicate the bjectives and targets, the persn in charge f the implementatin, the deadline, the means... Tips: Rely n the energy saving ptential identified in the energy review Als indicate actins that require n hardware investment (e.g. change in the set temperature, integratin f best practices...) Highlight actins that can benefit frm financial assistance (e.g. standardized peratins as defined in the ESC system: Energy Saving Certificate) D2.4 Public Pag. 21/31

22 Example: Example f list f bjectives and energy targets and actin plan f management f the energy Objectives Targets Actin plan Cst Respnsible Dead line Check Imprve the cnsumptin f cmpressed air: reach 120 Wh/Nm 3 Optimize the functining and the putting n stunt. Set up an engine with variable speed 5 k Pilt maintenance T2 Make a campaign f detectin f flight 2 k Subcntractr maintenance Objective 1 : Reduce the electricity cnsumptin Reduce the cnsumptin in prductin (established ur EPI) Make lightning saving Implementatin f ratis fr the fllw-up f the energy evlutins cnsumptins with regard t the turnver Fllw-up f the ratis f evlutin f energy cnsumptins with regard t the prductin vlume Fllw-up f the service cntract f the air cnditining Energy dedicated fficer Energy dedicated fficer Pilt maintenance Next management review Next management review See maintenance prgram Reduce the lightning cnsumptin f 15% Implementatin f ccupancy sensrs and installatin f a timer fr the lighting 0,2 k Maintenance service T3 Regular replacement f tubes ut f services Subcntractr maintenance See maintenance prgram Create a wrkgrup with purchase and study ffice Energy dedicated fficer T3 Objective 2 : Invlve the staff Pster campaign n the extinctin f the lights Cmmunicatin service T4 Organize the awareness f the staff Human resurces T3 Objective 3 : reduce the gas cnsumptin Reduce the cnsumptin cnnecting t the heating prcess Recycling the heat n the smke f the biler : start a technical study abut feasibility with a service prvider 10k Pilt maintenance Insulate all the netwrk 3 k Pilt prductin T4 T2 D2.4 Public Pag. 22/31

23 APPENDIX 6 EXAMPLE OF TRAINING PROGRAM ENERGY REFERENT This training helps t prvide the persn in charge f energy with tls and methds t imprve the energy perfrmance f its business. It cnsists f tw related mdules: Mdule 1: Fundamentals Energy units: Identify and distinguish the different energy quantities Cnvert energy data fr electricity Cnvert energy data fr fssil fuels The electrical parameters that characterize the user prfile: Interpret an electricity bill Identify tariff ptimizatin n electricity bill Identify technical slutins t reduce the bill The peratin f the cmpany's energy systems: Pumping and ventilatin Cld prductin Air cmpressed prductin Heating Steam prductin, ht water (fr prcess r sanitary use) Mdule 2: Apprach and Methdlgy Structuring the energy efficiency apprach: Identify energy referent missins T apprpriate the energy management prcess and identify the rles and respnsibilities f different actrs cntributing The thermal and electrical energy balances: Understanding the benefits f energy balances and interpret them Understanding the imprtance f achieving different physical measures Identify lsses f cnsumptin Energy purchases: Understand and use develpments liberalizatin f energy markets Identify the levers available t ptimize energy purchases Identify pprtunities by maintenance cntracts D2.4 Public Pag. 23/31

24 Key areas fr imprvement f energy perfrmance: Identify behaviral actins Identify technical actins Identify rganizatinal actins Management f energy saving prjects: Characterize the actins t reduce energy cnsumptin Calculate the ecnmical prfitability f actins Measuring and mnitring f energy perfrmance: Identify and select Energy Perfrmance Indicatrs (EPI) Establish a relevant measurement system cnsumptin Analyze the data cllected Identify available mnitring tls Arguments n the energy perfrmance apprach t management and varius services: Develp a business case, envirnmental, scial and chse the apprpriate means Assciate the climate and energy cntext f the energy demand Setting up a watch n develpments f energy demand: Identifying the Best Available Technics Identify regulatry specificities Develpment f its actin plan: Priritize ways f energy imprvement Build its actin plan, incrprating a metering plan and quantified mnitring EPI Surce: CETIM D2.4 Public Pag. 24/31

25 Respnsibilities Matrix Example: APPENDIX 7 RESPONABILITIES MATRIX EXAMPLES AND FUNCTION SHEETS Energy referent Management Purchasing Manager Prductin Manager Inputs mapping and mnitring R C C C Energy Dashbard R C Energy management prgram R R Evaluatin C R Training R C C R C C Purchases f energy efficient cmpnents C C I R Technical imprvement actins C C I R R Energy efficiency in prductin C C R Legend: R = Respnsible; C = Cntributr; I = Infrmatin Example f jb descriptin f a respnsible Quality-Safety-Envirnment-Energy: The Respnsible Quality-Safety-Envirnment-Energy: Reprts t Management the peratin f system f management and any need fr imprvement energy perfrmance Establishes and mnitrs QSEE planning elements Cmpiles and analyzes data frm dashbard and prcess reviews and prpses imprvements Identify the peple wh bring their supprt Participates in the develpment f the training plan in cllabratin with the Human Resurces Write and/r valid dcuments f the management system (manual, instructins) in ensuring their verall cnsistency Is respnsible fr the regulatry watch and ensures the inclusin f new texts Make a cmmunicatin plan Ensures the advancement f the actin plan Ensure the achievement f the internal audits Check the qualificatin and maintenance f qualificatin f internal auditrs Organizes certificatin Increase awareness abut plicy and energy bjectives Defines and cmmunicates the respnsibilities and authrities in rder t prmte the energy management system D2.4 Public Pag. 25/31

26 Example f jb descriptin f a respnsible maintenance including energy respnsibilities: The Maintenance manager versees the maintenance and repair f equipment, and participates in the design f new facilities. Tasks: Set pririties and develp the maintenance schedule (in cnnectin with the prductin department) Establish, rganize and mnitr the preventive maintenance plan Fly the CMMS tl Manage respnse teams Mnitr equipment and spare parts Prvide expertise available t deal with cntingencies in the functining Identify technical slutins t imprving equipment and facilities Manage utsurcing Manage the budget ffice; prvide investment Participate in the activities quality and design new facilities Integrate research f the energy perfrmance in all activities Prpse imprvements t management fr efficiency and effectiveness Cnduct regulatry and technical watch t ensure the regulatry cmpliance f facilities and equipment Skills : Knwledge f Quality, Safety, Envirnment and Energy standards Cntrl f the cmpany's technlgies Managerial capabilities Organizatinal and anticipatin skills Ability t cmply with the bjectives Fluency in English D2.4 Public Pag. 26/31

27 APPENDIX 8 COMMUNICATION Gal: Cmmunicatin is an essential pint fr ensuring the infrmatin and invlvement f all emplyees in the prcess Cntent: The display f the energy plicy is the minimum required by the ISO standard. The display f key energy indicatrs allws t g further withut it being t restrictive (adjust the update frequency indicatrs, e.g. quarterly). Depending n its capabilities the cmpany can als punctuate its cmmunicatin by mre regular infrmatin. In this case it may be useful t establish a cmmunicatin plan (prvisinal schedule f themes in the year). Advice: Reuse existing cmmunicatin media Ensure that the supprts are attractive (simple and visual) Transpse cnsumptin in husehld equivalent (annual cnsumptin f the cmpany equivalent t XX hmes) r cst (equivalent t XX car) Enjy significant events t cmmunicate n energy (e.g. breaking news r news n the installatin f new equipment, a new energy cntract...) Set up a suggestin bx t encurage suggestins Example: Internal cmmunicatin: Dcuments Supprts Time Bklet hme Jb descriptins / Safety precautins Perfrmance table Internal newsletter Panels display Intranet Vide Mnitrs Suggestin bxes Meetings team Welcming new emplyees Imprtant events External cmmunicatin: - On Energy Perfrmance: "In ne year, we saved 12% f the cnsumptin f the prcess with ur heat recvery investments n ur machines. - On energy management system: "We are the first cmpany in ur industry t be certified ISO ," "The certificatin was granted t us withut any nn-cmpliance. Cmmunicatin plan: Plicy January February March April May June July August September Octber Nvember December Indicatrs X X X X Bklet hme Breaking news Heating Lightning Air cnditiner Prcess D2.4 Public Pag. 27/31

28 APPENDIX 9 DOCUMENTARY CONTROL Gal: Dcumentary cntrl ensures the successful cmpletin, implementatin and cnservatin infrmatin abut the energy management system. Cntent: The dcuments requested by ISO and shape are detailed in the matrix belw: Summering bard f dcumentaries requirements f ISO ISO requirements Prcedure Dcument Recrding 4.1 verall requirements 4.2 management respnsibilities 4.3 energy plicy 4.4 planning energy review reference cnsumptin bjectives, targets and actin plans skills, training and awareness cmmunicatin dcumentary requirements dcumentary cntrl cnceptin energy purchase mnitring measurement and analyses cnfrmity assessment internal audits f EMS nn-cmpliance, adjustment, adjustment actins and preventive recrding cntrl 4.7 management review cntrl f the dcumentary prcedure EMS "perimeter and scpe" "dcumented and cmmunicated" "prcess f energy plan" "methdlgy and criterin f design review bjectives and targets actin plan Decisin f external cmmunicatin specificatin f purchase f energy "energy review, peridically realized and keep the recrding" "must be updated and recrded" "kept apprpriate recrdings" "the dcumentatin has t cntain including the recrdings f the present standard" " the results f the cnceptin activities must be recrding" "The results f mnitring and measure f the essential characteristics must be registered" "Recrding f the calibratin and ther ways must be kept" "recrding f the results f cnfrmity assessments kept" "recrding f audits results must be kept and presented t the management" "keep the recrding f crrective and preventive actins" " establish and keep the recrding, measures taken fr identificatin retreat preservatin f the recrding readable recrding identificatins cnnected with activity" "recrding f thse management review must be kept" D2.4 Public Pag. 28/31

29 Advice: Due t the size f the cmpanies, the dcumentatin can be limited t the minimum. Only the prcedure that rganizes the dcumentatin can be frmalized. All ther dcumentatin requirements can be satisfied by registering dcumentary prf f actins perfrmed (energy plicy, sheet registratin at awareness, cmmunicatin plan...). Example: Dcumentary cntrl prcedure This prcedure aims t rganize the dcumentatin: In terms f structure: hw t call the dcuments? What frms d they take (prcedure / manual, instructin / set...) In terms f standard cntent: what shuld they cntain? What is the typical frame? In terms f cding: reference, versin, date In terms f management: wh validates, wh diffuses, wh archives and hw? D2.4 Public Pag. 29/31

30 APPENDIX 10 MANAGEMENT REVIEW Gal: The management aims t cntinuus imprvement in materializing the cmplete verhaul f the management system in reaching the bjectives, but als in the relevance f the system itself. It shuld allw t judge: The relevance f the EMS (e.g. relevance f the scpe with activity, suitable size f the EMS, prprtinate in relatin t issues?) The adequacy f the EMS (e.g. financials, humans, technical resurces in cnsistent with the expected and achieved results) The effectiveness f the EMS (e.g. t fllw and made actin plans, relevance f audits and effectiveness f crrective actins?) Cntent: Cmparative bard by baseline fr the requirements f management review Review the EMS ISO ISO ISO * At planned intervals make sure that it is relevant, sufficient and effective * Opprtunities evaluatin f imprvement, the need f changes At planned intervals make sure that it is relevant, adequate and effective * At planned intervals make sure that it is relevant, adequate and effective * Opprtunities evaluatin f imprvement including changes QMS, plicy and bjectives Recrding Kept the management review Kept the management review Kept the management review Impute elements f the management review Output elements f the management review * Mnitring f the previus management review actins * Review f the energy plicy * Review f the energy perfrmance and the EPI * Results f cnfrmity assessment * The degree f the bjectives and targets * Results f the EMS audits * State f prgress f the preventives and crrectives measures * Energy perfrmance in the cming perid * Imprvement recmmendatins Any decisin r actin cnnected t : * The mdificatins f the energy perfrmance * The mdificatins f the energy plicy * The EPI mdificatins * Mdificatins f the bjectives and targets * Mdificatins f resurces affectatin * Results f internal audits and cnfrmity assessment * Infrmatin f interested parts and cmplaints * Envirnmental perfrmance * Achievement level f the bjectives and targets * Mnitring f the decided actins during the previus management reviews * Changes f circumstances and develpments * Imprvement recmmendatins Any decisin r actin cnnected t : * The mdificatins f the envirnmental plicy, bjectives and targets and ther elements * Audits results * Custmers feedback * State f prgress f the preventives and crrectives measures * Actins stemming frm previus reviews * Changes which can affect the QMS * Imprvement recmmendatins Decisins and actins relative t imprvement f the efficiency f QMS, f the prduct in reprt with the custmers requirements and the needs in resurces D2.4 Public Pag. 30/31

31 Tips: Prepare prperly the meeting (if necessary prepare a PwerPint) Validate cllegially each agenda item Submit a maturity grid t situate themselves in relatin t the requirements f the standard Example: System Maturity Grid Level 1: The system meets the requirements and is effective (mainly bjectives achieved) Level 2: Management practices exceed the requirements (all bjectives are achieved) Level 3: The practices and the results crrespnd t the best references f the prfessin and the resurces t d s are ptimized. D2.4 Public Pag. 31/31