Supported by EIE/07/SI2.466702

Tasks, Responsibilities and Authorization (TRA) Matrix

The TRA matrix is a list of tasks, responsibilities and authority to clearly identify which individuals in the organization are directly and indirectly involved with energy. This insight is extremely important for a properly-functioning energy management system. The list shows at a single glance who does what and who bears responsibility.

Everyone involved in an energy aspect is to be included in this list. Not only because it shows who bears responsibility, but especially in order to create broad support. Participating in energy management with a clear task and responsibility creates motivation.

In compiling the TRA matrix, there is really only one question. Who is in a position to influence the energy consumption? Every individual in a position to influence energy consumption must be included in the TRA matrix.

Ultimate responsibility for the effectiveness of energy management must be assigned to management members with sufficient authority and skills. The executive committee is the most logical candidate. They can allocate time, money and manpower, therewith establishing the necessary conditions.

The employees on the work floor are very directly involved. In their daily tasks, they work with the machines and exercise the most direct influence on the energy consumption.

A task is a concrete instruction. Within the framework of energy management, a task may consist of compiling the Energy Action Plan or evaluating the energy policy. But a task can also be recording meter readings every day and analyzing the consumption data. Or performing a work instruction that will result in more efficient energy consumption.

Tasks can be transferred. The head of production can transfer the task “record meter readings” to a member of the production personnel. This is certainly to be recommended. If everyone in the organization is assigned tasks, energy management becomes a common interest.

In principle, tasks and responsibilities can be transferred to others. Authority cannot. It is bound by legal requirements.

The executive committee will normally have the greatest authority. It makes the decision on the highest level to make time, money and manpower available.

On the work floor, performing specific tasks is usually combined with specific authority. A truck driver, for example, may only transport a hazardous or flammable substance if he is certified to do so.

Who is authorized to make decisions or to perform tasks? This must also be included in the TRA matrix. Once the tasks, responsibilities and authority have been mapped, they are linked to the individuals. This is done in so far as possible in keeping with the existing hierarchical structure and positions. If it is impossible to establish links with existing positions, the job description needs to be modified.

Responsibilities, authority and tasks that pertain to a single energy aspect may be linked to more than one person or position. Responsibility for recording meter readings, for example, may be assigned to the head of production while the task of actually recording the meter readings is assigned to the individual operator.

Tasks, responsibilities and authorization Energy Coordinator

Task	Responsible for	Actions	Authorization
Work plan	Translating the Plan of Action into a yearly Energy Work Plan	Compile energy work plan each year, including time schedule Ensure that this plan is implemented	Call for cooperation needed to achieve the yearly objectives
Energy scans	Organizing energy scans in order to update the Plan of Action	Contract external consultant, evaluate reports, incorporate recommendations into work plan	Contract external parties in accordance with authorized budget and responsibilities
Manual energy management	Keeping the Manual energy management up to date	Modify (parts of) the manual in keeping with latest decisions and revised procedures
Legislation and regulations, key figures and standards	Keeping abreast of applicable legislation and regulations, and keeping key figures and standards up to date	Follow sector publications, <name of sub sector> announcements and updating relevant matters. Keep individuals involved informed of developments/changes	Consultation with relevant authorities (permit issuer, <name of sub sector> etc.)
Data collection and Monitoring	Reading energy meters and (directing the) compilation of the monitoring reports	Register electricity, gas and water readings or direct this. Compile monitoring reports	Direct meter readings. Request management cooperation in reports on results achieved
Energy reporting	Compiling annual energy report for management	Compile annual energy report indicating progress and results from the work plan	Distribute the annual energy report after management approval
Internal and/or external audit	Periodically performing qualitative audits of the energy management system	Perform internal audits
Communication	Completeness and accuracy of internal and external communication	Internal and external communication regarding energy management
Energy contracts	Making recommendations with reference to energy contracts	Request quotes, evaluate quotes, advise management
Document management Energy Management	A complete, up-to-date energy management archive	Compile and manage the (digital) energy management archive	Updating, deleting, supplementing documents in the file

Tasks other individuals in energy management system:

Position	Task	Responsible for	Actions	Authorization
Managing director	Energy management programme	Achieving objectives	Evaluate policy statement	Approve policy statement
			Allocate resources for achieving the energy management programme	Approve budget for energy management
	Evaluation	Monitoring and improving energy performance	Periodically evaluate the energy management system
Operations directors	Energy management programme	Managing and improving production energy performance	Implement energy-conserving measures	Approve conservation measures for production
			Implement necessary corrective measures
	Training and awareness	Good housekeeping	Motivate personnel with reference to good housekeeping	Inform personnel regarding training options
			Discuss energy aspects during work or toolbox meetings
Head of Purchasing	Energy management programme	Purchasing energy-responsible materials	Consider energy aspects in purchasing decisions	Approve purchase of energy-responsible materials
Head of Technical Services	Energy management programme	Implementing technical improvement measures	Maintenance of production equipment
			Implementation of technical changes to production equipment
		Purchasing energy-responsible equipment	Consider energy aspects in purchasing decisions	Approve purchase of energy-responsible machines

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Note 1 The sole responsibility for the content of this publication lies with the authors. It does not represent the opinion of the Community. The European Commission is not responsible for any use that may be made of the information contained therein.

Note 2 This TRA matrix is based on a similar matrix developed for SenterNovem