provincia di genova WHY INTEGRATE a Sustainable Energy Action Plan with an ENERGY MANAGEMENT SYSTEM?

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1 provincia di genova WHY INTEGRATE a Sustainable Energy Action Plan with an ENERGY MANAGEMENT SYSTEM?

2 Source: Provincie of Genova Dario Miroglio Coordinator of the Energy for Mayors project Province 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 ( 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. 2 Publication directed by SOGESCA s.r.l. Published in March Graphic design: Lorenzo Bertoli / grafiklo@libero.it

3 Romano Selva SOGESCA s.r.l. Italy Source: SOGESCA s.r.l. Source: CRES Source: Municipality of Moneglia 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. Dimitris Fokianos Mayor of Likovrisi-Pefki Greece The obvious economic benefits of rationalizing our energy consumption have been clearly proven. Claudio Magro Mayor of Moneglia Italy 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. Maria Stankiewicz Executive Director of Polish Network Energie Cités Poland Source: PNEC In order to support the municipality of Dzierzoniów in the implementation of the EnMS, PNEC obtained additional cofinancing from the Polish National Fund for Environmental Protection and Water Management. 3 More testimonials from page 13

4 Overview of the guidelines for the integration of an EnMS and a SEAP ISO 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 can provide crucial support to the Commission in obtaining a quantitative assessment of the reduction of CO 2 equivalent emissions achieved thanks to the approved SEAPs. The following picture shows the EnMS model according to ISO Continual Improvement Management review Internal Audit Energy policy Planning Implementation and operation Checking Corrective and preventive action Monitoring and measurement 4 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 CO 2 emissions reduction for public authorities wishing to implement a SEAP in the best way.

5 The main topics will be the following: Understanding ISO 50001:2011, EnMS and SEAP EnMS according to ISO SEAP according to the Covenant of Mayors guidebook Implementation of ISO requirements by a Public Authority in tandem with a SEAP Energy Management Systems according to ISO 50001:2011 Sustainable Energy Action Plans according to the Covenant of Mayors guidebook The general aim of the Standard is to help organizations to establish and maintain: Energy review and baseline, knowledge of energy uses; Improvements in energy performance; Energy performance indicators (EnPI); A sound monitoring plan to measure performance and improvements. These entail cost reduction, improved competitiveness and consequently reductions in GHG emissions. The Sustainable Energy Action Plan (SEAP) is a key document that outlines how the Covenant signatory will reach its commitment by 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. 5

6 6 Implementation of ISO requirements by a Public Authority in tandem with a SEAP WHY IS ISO USEFUL FROM THIS STANDPOINT? 4.2 Management responsibility General 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. FROM ISO 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... 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 planning i) ensuring that results are measured and reported at determined intervals; j) conducting management reviews.

7 SEAP requirements CO 2 reduction targets Energy consumption Energy policy Energy efficiency Energy performance 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 intensity Energy use Energy performance targets and SEAP requirements can be managed under the same ENERGY POLICY, but with new boundaries of action of the EnMS 7

8 Planning The figure below represents the general concept of energy Planning based on ISO standard s vision. A Analyze Energy Use & Other variables Examples of input Energy bills Organisation charts Operation/financial information Sub meter data Other variables: production, weather, etc. Previous energy assessments results Equipment list B Significant Energy Uses & Personnel Legal and other requirements O&M Process flow diagrams Energy sources Other Energy policy Graphs Energy assessments Review of BAT Charts Preventive/predictive maintenance C Opportunities for improvement Energy requirements analysis Tables Pinch Analysis LCC Analysis Spreadsheets Root Cause Analysis Assessing competence Process Maps Benchmarks Other Sankey Diagrams Pareto Analysis Energy models Examples of tools/techniques PLANNING OUTPUT Baseline EnPI Objectives Targets Actions Plans OPERATIONS Training Communication/ Engage Stakeholders Operational control Procurement Design 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. 8 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.

9 WHY IS ISO USEFUL FROM THIS STANDPOINT? From the ISO standard: 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 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. 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. 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. 9

10 10 WHY IS ISO USEFUL FROM THIS STANDPOINT? Energy review..the energy review shall be updated at defined intervals and in response to major changes in facilities, equipment, systems, or processes Energy baseline The energy baseline shall be maintained and recorded. ISO helps the organization to develop an efficient planning and monitoring strategy Energy Performance Indicators (EnPI) If you wish to apply the ISO 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 refurbishment EnPI 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 External Action: sustainable mobility plan 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 EnPI Appropriate? Why? Annual fuel consumption data obtained from petrol station sales volumes Monitoring of number of vehicle and bicycle transits in certain strategic transition points NO YES It doesn t take into account other parameters like fuel price variations, vehicle stock variations It gives a direct measure of transit changes, and possible evaluation of shift from car to bike use

11 Energy objectives, targets and action plan ISO and SEAP objectives are detected on different time scales. In fact, while ISO 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 CO 2 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 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: If the objective is related to an action which is external 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 an action which is internal to the Public Authority organization, its achievement is only down to the correct application of the EnMS. 11

12 Monitoring Monitoring aspects are very important for both ISO and SEAP. Key characteristics that need to be measured, analyzed and monitored include: Significant energy uses and other outputs of the energy review Relevant variables related to significant energy uses Energy Performance Indicators (EnPIs) The effectiveness of the action plans in achieving objective and targets Evaluation of actual versus expected energy consumption Each of these points is of great importance for carrying out proper monitoring, because they allow you to establish: What the variables which influence your energy performance are If your EnPIs are reliable in order to evaluate your objective and targets If your budget is sufficient, and if it s used to best effect in terms of efficiency and profitability In SEAP activity, if your money (which is general public money) is used in an 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. 12

13 OUR EXPERIENCE The Municipality of Moneglia, Italy (in. 2735) From an Environmental Management System to a EnMS The Mayor Source: Municipality of Moneglia 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 The EnMS was certified in December 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 13

14 14 The technical experts 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. Source: SOGESCA s.r.l. Source: SOGESCA s.r.l. 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.

15 The integration of the Environmental and Energy management systems Source: Municipality of Moneglia 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. 15

16 16 The Municipality of Banite, Bulgaria (in. 4890) Starting from a quality management system The Mayor Source: Municipality of Banite The Technician Source: ECQ-Bulgaria ltd. 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. 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. 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 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.

17 The experience of the Municipality of Likovrisi-Pefki, Greece (in ) Starting from scratch The Mayor Source: CRES 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. 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. 17

18 The technical expert 18 Source: CRES 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 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.

19 The Covenant Coordinator Source: CRES 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. 19

20 LIKE TO FIND OUT MORE? WEBSITE You can download the full version of the EnMS-SEAP guidelines in English and find out more about the project partners and activities. CONTACT The Energy for Mayors consortium is coordinated by: Mr. Dario Miroglio, Province of Genova, Italy Ms. Miriam Badino, Province of Genova, Italy The technical partner responsible for the development and continuous improvement of the EnMS-SEAP guidelines is: Mr. Marco Devetta, SOGESCA s.r.l., Italy provincia di genova If you would like to find out more about our experiences described in this publication: Ms. Marta Stoilova, Ecq-Bulgaria ltd., Bulgaria Ms. Evi Tsanakaki, CRES, Greece Ms. Patrycja Płonka, PNEC, Poland 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.