This Specification offers the requirements
for an optimal Energy Management System which is based on the ISO 14001
standard on environmental management systems and follows the Plan – Do – Check
– Act cycle. The explanatory notes and definitions are adopted from the Energy
Management standard of the EMS-Textile
project which is also supported by the Intelligent Energy Europe programme. Companies can decide
which requirements to include primarily in their energy management system
according to their needs and characteristics. A company can use the
(italic/blue requirements are desirable)
Explanatory notes (adopted from the EIE EMS-Textile project)
1 Energy Policy
1.1 Energy policy statement
1.1.1 The organization has specifically included energy as an important aspect of its (environmental) policy.
The energy policy is appropriate to the environmental impact of the operations.
1.1.2 The organization has explicitly defined that legislation and regulations, - and if applicable - any LTA or the energy aspects of an environmental covenant will be complied with.
1.1.3 The organization has defined its commitment to continual improvement of the energy efficiency and prevention of unnecessary energy consumption.
Management of the organization should establish and maintain the energy policy of the organization. The energy policy expresses the organization’s commitment to energy efficiency and respective continuous improvement.
2.1 Energy aspects
2.1.1 The organization’s significant
energy aspects have been identified
and will be regularly updated.
2.1.2 A clear relationship exists between
the identified energy aspects and
the energy objectives.
2.2 Legal and other energy requirements
2.2.1 Applicable legal and other requirements related to the processes, products and services of the organization have been identified - and if applicable - including Environmental Act and LTA/environmental covenants.
2.3 Objectives and targets
2.3.1 The organization has formulated energy objectives for the mediumlong term (e.g. four years or the duration of a permit’s validation or of an LTA) and energy targets for the short term (less than or equal to one year).
2.3.2 The organization has taken the following into consideration in determining the targets:
• legislative and other regulations;
• significant energy aspects;
• best practices;
• financial, business and other
• views of interested parties.
2.3.3 The objectives of the organization are in line with the energy policy as formulated (including continual improvement).
2.4.1 The responsibilities regarding achievement of the energy
objectives and energy targets have been determined.
2.4.2 The organization has compiled a list of activities with time schedule with which the energy objectives and energy targets can be achieved.
2.4.3 Energy aspects are considered in important decisions, such as investments and product development.
2.4.4 The progress of the activities is monitored.
1. Energy bookkeeping and energy audit
A first step towards efficient energy use requires implementation of an energy book-keeping system. Within an energy book-keeping system, all energy relevant data are being systematically collected, documented and regularly up-dated.
A further step is carrying out an energy audit in order to identify and prioritise its energy consumptions and efficiency goals. Relevant action areas for improvement and energy efficiency opportunities should be identified. The energy audit should at least include:
Δ the identification of areas or activities with significant consumptions
Δ the collection and analysis of energy consumption data
Δ the identification of energy efficiency opportunities
Δ the identification of legal and other requirements
Δ The energy audit and its revisions should be documented.
3. Energy Performance Targets
The organisation should systematically set and revise appropriate energy performance targets for the processes and activities, which have significant energy consumption, conservation potential and are related with legal or other rules and requirements.
The energy performance targets should be clearly defined and measurable. They should be documented and a time frame for their achievement should be set.
4. Action Plan
The organisation should establish and maintain an action plan for achieving its energy performance targets and the materialisation of the energy policy. The action plan should include:
Δ actions for the achievement of the energy targets
Δ the means and resources for each action
Δ designation of responsibility for each action
Δ determination of the time frame for each action
The action plan should be documented.
The action plan should be consistent with the organisation’s energy policy and its current technical, financial and operational capacity.
3. Implementation and Operation
3.1 Structure and responsibility
3.1.1 The tasks and responsibilities on various levels of the organization have been determined in such a way
that the objectives and targets in the area of energy can be achieved. A management representative has been
assigned ultimate responsibility.
3.1.2 Sufficient resources have been made available for the implementation and maintenance of the Energy
Management System (e.g. competent personnel, technology and financial resources).
3.2 Training and awareness
3.2.1 Training needs have been identified among the employees performing tasks that could cause significant
3.2.2 Relevant know-how and experience of individual employees has been identified.
3.2.3 Attention is regularly devoted to the
awareness of the employees
3.3.1 The progress achieved in the Energy Management programme is regularly communicated internally.
3.4 Documentation Energy Management System
3.4.1 The elements of the Energy Management System have been described, as have their relationship with other documentation.
3.5 Control of documents
3.5.1 The documentation control method
has been described in procedures.
3.6 Operational control
3.6.1 Documented insight exists into the energy consumption of the significant energy consumers, as well as into the mechanisms (organization, behavior and/or technology) with which these are managed.
3.6.2 Significant energy aspects of purchased services and goods are evaluated.
1. Structure and Responsibility
Roles, responsibilities and authorities should be defined, documented and communicated in order to facilitate effective energy management. Management should provide resources essential to the implementation and control of the energy management system. Resources include human resources, specialised skills, technology and financial resources.
The organisation’s management should appoint an Energy Manager who, irrespective of other responsibilities, shall have defined roles, responsibilities and authority for:
Δ the continuous improvement of the organisation’s energy performance
Δ the implementation of the energy management system
Δ the monitoring, benchmarking and reporting of the energy performance
Δ the staff involvement in the effort for energy performance improvement
Awareness Raising and
The energy policy should be communicated to everyone in the organisation. Personnel should be informed and encouraged to contribute in energy performance improvement.
The organisation should perform activities to inform its personnel about:
Δ the importance of energy efficiency to the organisation
Δ the organisation’s efforts towards energy efficiency
Δ the consequences of their work activities in energy consumption
Δ their roles and responsibilities in the effort towards energy efficiency
3. Communication and Motivation
The organisation should implement practices that ensure efficient two-way internal communication, concerning the effort towards energy efficiency.
The organisation should inform its employees about energy efficiency and encourage them to contribute in it by: conserving energy, preventing unnecessary consumption, working efficiently and making recommendations and observations.
The organisation should systematically support, encourage and motivate its members to contribute in energy efficiency.
4. Energy management system documentation
The organisation should establish and maintain information, in paper or electronic form, to
Δ describe the core elements of the management system and their interaction
Δ provide direction to the energy management system implementation and the related documentation
6. Operational Control
Operational Control shall aim to the implementation of the energy policy. The organisation should identify the activities with significant impacts on energy performance, policy and targets. Current energy consumption and improvement potential should be assessed. Actions affecting significantly energy efficiency, including:
Δ design and provision of products and services
Δ design and implementation of processes and activities
Δ selection and purchasing of facilities, equipment and materials
Δ establishment of operation criteria for activities and processes
Δ operation, control and maintenance of equipment
Δ use, inspection and maintenance of facilities
Δ design, modification and renovation of facilities
should be examined and appropriate practices should be implemented.
4 Checking and corrective actions
4.1 Monitoring and measurement
4.1.1 The energy consumption of relevant operating activities is regularly measured, registered, analyzed and reported.
The organization has progress reports and evaluations available with reference to energy objectives and targets.
4.1.3 Periodic evaluations are performed to determine whether requirements pertaining to energy in legislative
and other regulations are satisfied.
4.1.4 Measuring and registration equipment is regularly maintained and calibrated.
4.2 Nonconformity, corrective and preventative
4.2.1 Responsibility for identification and dealing with nonconformity and the actions to be taken in order to
correct and prevent nonconformity in the energy consumption have been established.
4.2.2 The implementation, correctness and effectiveness of the actions taken are regularly checked.
1. Monitoring and Measurement
The organisation should systematically measure and monitor its energy consumption. Appropriate energy indicators should be periodically calculated, registered analysed and reported. The organisation should evaluate its energy performance according to its energy targets. Actions and practices should be amended for the achievement of energy targets whenever necessary.
The organisation should systematically check the compliance with relevant legal and other requirements.
2. Non-conformance Response and Prevention
The organisation should implement practices to detect and investigate, non-conformances that affect significantly its energy efficiency and respond to them, in order to minimise their negative impacts.
4.3.1 Records of the Energy Management System are identified, described, stored and where necessary removed from a(n energy) register.
4.3.2 The records are legible and identifiable, and can be traced to the relevant activity, product or service.
4.4 Energy Management audits
4.4.1 Regularly, but at least once each year, internal audits are performed with reference to the aspect energy as referred to in this Specification (may be part of another management system) in order to check the system’s functioning.
4.4.2 The results of the audit are reported to the management.
The organisation should keep records of its energy performance that are tailored to their energy management system requirements.
Records should be legible, identifiable, accessible and traceable to relevant process, activity or person.
3b. Periodic Energy Audits
The organisation should periodically perform energy audits in order to
Δ determine its current energy performance
Δ check system’s implementation and maintenance
Δ compare results with targets of the system
Δ investigate problems and identify causes and weaknesses
Δ inform the management of the organisation
5 Management involvement
5.1.1 The Energy Management System or the energy aspect within another management system is reviewed periodically, but at least once each year, by the management in terms of its suitability, adequacy and effectiveness.
The organisation’s management should periodically review the energy management system results to ensure its continuing suitability, adequacy and effectiveness and to evaluate its performance via benchmarking.
The review process should ensure that the necessary information is collected to allow management perform this evaluation. The review results should be documented.
The management review should address the possible need for changes to energy management policy, objectives and practices, in the light of energy audits results, changing conditions and the commitment to continual improvement of the organisation’s energy performance.