Energy Management Study in the Higher Education Sector: Management Review Guide
Reference M 16/96
Published May 1996
The electronic version of this publication contains the contents list, introduction and Appendices G to K only.
Contents
1. Introduction
2. Benefits of an Energy Management Review
3. Energy Management Review Process
4. Energy Management Review Group
5. Energy Management Matrix
- 5.1 Strategic Policy Framework
- 5.2 Management Structure
- 5.3 Purchasing Arrangements
- 5.4 Financial Appraisal
- 5.5 Monitoring and Targeting Systems
- 5.6 Awareness and Good Energy Practices
6. Energy Data
7. Statutory Regulations
8. Management Action Plan
9. Useful References
10. Appendices
Appendix A Energy Policy - Checklist
Appendix B Energy Committee Terms of Reference - Checklist
Appendix C Energy Manager - Job Description - Checklist
Appendix D Energy Management Manual - Checklist
Appendix E Energy Saving Measures - Checklist
Appendix F Energy Efficiency Publications
Appendix G A Way Forward - Key Task Checklist
Appendix H Energy Management Review Questionnaire
Appendix I Outline Energy Management Report - Checklist
Appendix J Contract Energy Management (CEM) Checklist
Appendix K Energy Management Benchmarking Software (EMBS) Performance Table
1. Introduction
Background
The Energy Management study seeks to develop the work carried out by the Higher Education Funding Councils, which in turn was based on the work of the Department of the Environment (DoE) and its former Energy Efficiency Office.
National Products
The Management Review Guide is one of three national products arising from the UK Value for Money (VfM) Study relating to Energy Management in the Higher Education Sector. The guide was developed and subject to field testing with the help of the University of Wales College, Cardiff.
The other two products available are a National Report and the Energy Management Benchmarking Software. Details regarding the purpose and scope of each of the national products is contained within the relevant publication. However, together, the three products aim to support a process whereby institutions may identify actions that can lead to the achievement of a sustained reduction in their energy operating costs.
A key theme, shared by both the UK VfM Steering Group and the DoE, is that energy should be a management concern of the institution and not just a technical issue for the Estates Department.
Purpose of the Guide
The underlying objective of the Management Review Guide is to enable individual HE institutions to undertake periodic reviews of their energy management arrangements. By so doing, an institution will be able to assess the effectiveness of those arrangements and identify further actions as necessary.
Such reviews may be based on diagnostic reviews that are undertaken either by the institutions' auditors or, by a full management review team that includes all the interested parties, with the reviews forming part of an energy management initiative instigated by the institution. Following the review, a formal Management Action Plan should then be agreed to assist the implementation of the actions identified.
Users of the Guide
The arrangements required for effective energy management within institutions are such that a review is best undertaken on a project team basis in order that the involvement of technical, financial, advisory and other staff, as well as students, may be co-ordinated. Institutions may wish, however, to protect the independence of some of the review agencies that they utilise, in which case they should take care to put in place review arrangements which separate analysis and recommendations from executive decisions.
The Management Review Guide has been developed for use by nominated staff of an institution and its professional advisers. The membership of such a project team is considered in a subsequent section of this guide - Energy Management Review Group.
Scope of the Guide
The Management Review Guide has been divided into the key sections that need to be considered, so that effective energy management arrangements may be put in place, with further guidance being contained within the Useful References and Appendices sections at the back of the guide.
However, the guide does not seek to identify best practice, as it acknowledges that there exists a range of good practice relating to energy management. It is for the individual institution to determine which managerial and operational arrangements are the most supportive and appropriate for its particular circumstances, in the achievement of its strategic aims and objectives relating to energy management.
The exact nature and scope of energy management arrangements can vary considerably and the use of checklists is intended to be helpful to the staff and professional advisers of the institution. The checklists in the following sections, therefore, are for 'guidance only' as to the matters requiring the attention of the institution's management (Energy Management Review Group), and may be used and adapted as necessary by the institution in undertaking the various review stages and actions considered within the guide.
Benefits of an Energy Management Review
The main benefits to the institution arising from a review of its energy management arrangements are outlined in the next section of the guide.
Appendix G
A WAY FORWARD - KEY TASK CHECKLIST
Both the key tasks and the time periods identified are indicative only. The checklist has been created with the following postholders (or their equivalents) in mind:
VICE - CHANCELLORS, PRINCIPALS and DIRECTORS
ESTATES (ENERGY) COMMITTEE and ENERGY MANAGEMENT REVIEW GROUP
SENIOR MANAGEMENT TEAMS
HEADS of ESTATES and HEADS of FINANCE
Institutions may find them helpful in supporting the review actions and processes outlined in the Management Review Guide. The responsibility(ies) and actions for each key task should be clearly indicated, as suggested below, for example:
Responsibility/Actions - e.g. Senior Management Team - Discussed Meeting March 1996
INITIAL ACTIONS
- PERIOD 0 - 3 MONTHS
-
Initiate a review of the institution's current arrangements and procedures for Energy Management using the national products provided by the Higher Education Funding Councils (i.e. National Report, Management Review Guide and Energy Management Benchmarking Software).
Contact the Building Research Energy Conservation Support Unit (BRECSU) and the Department of the Environment (DoE) to obtain information packs regarding energy management publications and workshops and the 'Making A Corporate Commitment' (MACC) Initiative - further details given in the Management Review Guide.
- PERIOD 3 - 6 MONTHS
-
Prepare draft Environmental and Energy policy statements with reference to the institution's strategic and operational plans, estates strategy etc.
Appoint a standing committee or group, (hereinafter referred to as the Estates (Energy) Committee) to be responsible for energy management matters.
Establish an Energy Management Review Group to undertake a review of the institution's energy management arrangements.
Review job descriptions of all staff responsible for Energy Management.
Schedule current supply and tariff arrangements for all energy fuel types, including water ('Return to Sewer' allowances etc.).
Identify all plant and equipment used by academic and administrative departments.
Prepare a list of buildings to be targeted for energy management measures (use the Energy Management Benchmarking Software to assist with this process). Update the Estates Strategy, as necessary, to reflect measures and resources identified.
Identify future works within the Planned Maintenance Programmes which could contribute energy savings as part of the Energy Management Initiative.
Identify within the Planned Maintenance Programmes (PMP) the resource requirement for energy conservation projects for 1995/96 and 1996/97.
Review investment appraisal methods adopted for energy projects.
Identify 'no cost/low cost', medium-term and long-term Energy Management measures.
Initiate actions to establish monitoring and targeting procedures.
Summarise details of past energy cost information for the last 3 - 5 years.
Summarise details of past energy saving initiatives for the last 3 - 5 years. Estimate savings made to date, where possible.
Consider present arrangements relating to energy awareness campaigns, energy training for staff and students and management information.
- PERIOD 6 - 12 MONTHS
-
Determine the energy performance of the institution (use Energy Management Benchmarking Software to assist with this process).
Prepare first Annual Energy Report and Management Action Plan for institution.
- PERIOD 12 - 24 MONTHS
-
Initiate re-run of Energy Management Matrix in respect of current energy management arrangements.
Determine the energy performance of the institution (use Energy Management Benchmarking Software to assist with this process).
Prepare second Annual Energy Report and update Management Action Plan for institution.
- PERIOD 24 - 36 MONTHS
-
Re-run use of Energy Management Matrix in respect of current energy management arrangements.
Determine the energy performance of the institution (use Energy Management Benchmarking Software to assist with this process).
Prepare third Annual Energy Report and update Management Action Plan for institution.
ASSIGNMENT of RESPONSIBILITIES
- PERIOD 0 - 3 MONTHS
-
Obtain the commitment of senior management of the institution to implement comprehensive and integrated energy conservation measures.
Confirm with the Senior Management Team that an Energy Management Initiative will be established and funded for at least 3 years.
- PERIOD 3 - 6 MONTHS
-
Energy Management Review Group (EMRG) to review and update Energy policy as necessary.
EMRG to ensure that future building project/refurbishment specifications comply with Energy policy provisions.
Designate the Estates (Energy) Committee to be responsible for the institution's Environmental and Energy policy.
Agree membership of Estates (Energy) Committee. If a sub-committee is formed e.g. Energy Committee, recommend membership appointments to Energy Committee by the Estates Committee.
Determine Chair of responsibility for the Energy Management Initiative.
EMRG appointed to review the energy management arrangements and present a report summarising the results/findings to the Estates (Energy) Committee and Senior Management Team.
Agree membership of Energy Management Review Group (to include departmental representatives - staff and students).
Consider the appointment of energy management staff, based upon the total energy spend of the institution - refer to National Report.
Consider the appointment of building liaison teams for each building (e.g. consisting of an Estates Manager, Energy Manager and building user representative(s)), for energy management purposes.
EMRG to undertake annual review of energy tariff contracts.
Head of Estates to review 'Return to Sewer' allowance annually.
Estates (Energy) Committee to review list of buildings to be targeted for energy management measures.
EMRG to review Planned Maintenance Programmes for energy management initiatives.
Estates (Energy) Committee to undertake ongoing review of list of energy management projects.
Encourage the Estates Department staff to identify viable energy-saving projects and for funding to be agreed in consultation with Head of Finance.
Departmental responsibility(ies) for monitoring and targeting programme established.
EMRG to review past and current building project/refurbishment specifications for energy costs and savings.
Estates (Energy) Committee to receive initial report on cost of energy and savings achieved in the last 3 - 5 years.
Key groups of people within the institution that impact on energy consumption identified.
Energy Manager to be a member of design and build project teams and to advise on energy efficiency requirements/specifications.
Consider role, responsibilities and involvement of staff and students in Energy Management Initiative. Ensure that both staff and students are advised of energy costs/savings and receive appropriate energy awareness training and advice.
- PERIOD 6 - 12 MONTHS
-
Estates (Energy) Committee to review progress to date by Energy Management Review Group.
Audit Committee and Estates Committee to receive first internal audit report of review of Energy Management Initiative. Internal audit to follow up report issued, after an agreed period.
- PERIOD 12-24 MONTHS
-
EMRG to review and update Energy policy as necessary.
Review job descriptions of Energy Manager(s) and other staff with energy management responsibilities.
EMRG to undertake annual review of energy tariff contracts.
Head of Estates to review 'Return to Sewer' allowance annually.
Audit Committee to invite internal auditor to review fuel purchasing arrangements.
EMRG to review effect of charging for energy use of high consumption equipment.
EMRG to review process/implementation of charging energy costs to users of high consumption equipment.
EMRG to review basis for charging energy to academic and administrative departments through energy accounting centres.
Estates (Energy) Committee to review list of buildings to be targeted for energy management measures.
EMRG to review Planned Maintenance Programmes for energy management initiatives.
Estates (Energy) Committee to undertake ongoing review of list of energy management projects.
EMRG to reassess methods of investment appraisal.
EMRG to establish means of monitoring subsequent savings resulting from energy management procedures.
EMRG to review energy awards/grants/ campaigns received/undertaken to date.
EMRG to review arrangements for publicity of energy management achievements.
Estates (Energy) Committee to review progress to date by Energy Management Review Group.
- PERIOD 24 - 36 MONTHS
-
Examine annually the resources allocated for the continuation of the Energy Management Initiative, including treatment of savings made. Review energy policy and adapt as necessary.
EMRG to undertake review of fuel purchasing arrangements (annual process).
EMRG to review devolution of energy budgets to end users and determine future approach.
EMRG to review effectiveness of energy accounting centre arrangements.
EMRG to review list of buildings to be targeted for energy management measures.
EMRG to review Planned Maintenance Programmes (PMP) for energy management work.
EMRG to review list of energy management projects and update.
EMRG to review monitoring and targeting procedures.
EMRG to review arrangements regarding University of Cambridge and University of Hull databases.
EMRG to review energy awards and grants received successes and effectiveness awareness campaigns undertaken.
Estates (Energy) Committees to receive third Annual Energy Report from EMRG.
Audit and Estates Committees to receive internal audit report following third year review of Energy Management Initiative. Internal audit follow up after above report issued.
Estates (Energy) Committee to consider future role of Energy Management Review Group.
Estates (Energy) Committee to consider the effectiveness of Annual Reports relating to energy management.
IMPLEMENTATION AND DOCUMENTATION
- PERIOD 0 - 3 MONTHS
-
Energy management and other nominated staff to attend BRECSU workshops. Set up subscriptions to receive Energy Management information and publications.
Launch Energy Management Initiative - publicise within institution to staff and students. Arrange an official launch date for the Energy Awareness Campaign.
- PERIOD 3 - 6 MONTHS
-
Obtain agreement and approval of the Environmental and Energy policy statements and three-year Management Action Plan from the Estates (Energy) Committee and Senior Management Team.
Establish the terms of reference of the Estates (Energy) Committee.
Formulate the terms of reference of the Energy Management Review Group for approval by the Estates Committee.
Agree an annual timetable of meetings for the Estates (Energy) Committee and the Energy Management Review Group (EMRG).
Agree budget for Energy Management initiative.
Update purchasing arrangements for fuel and water - contact Consortium of Higher Education Energy Purchasing (CHEEP) for advice/information.
Investigate water tariff savings.
Negotiate with local water authority 'Return to Sewer' allowances in respect of identified areas on campus (seek professional advice as necessary).
Update Financial Regulations following purchasing arrangements review.
Investigate planned maintenance arrangements and ensure energy performance tasks are included and monitored.
Identify one or more, (appropriate to the total amount of project costs involved), investment appraisal methods for energy management projects, (e.g. Payback and Net Present Value or Internal Rate of Return).
Ensure that Energy projects take into account energy management performance criteria and that the funding of energy projects takes into account building life-cycle costs which incorporate energy-efficient requirements.
Update the arrangements regarding the recommissioning of plant and equipment control settings.
Consider the management and operation of electrical and mechanical plant controls. Compile plant control settings schedule, check and recommission (as necessary) control settings on equipment.
Check condition of building and pipework insulation and renew as necessary.
Ensure that energy efficient design aspects are considered in design and build and major refurbishment projects.
Present list of 'no cost/low cost' measures to Estates (Energy) Committee.
Present list of medium-term and long-term energy management measures to Estates (Energy) Committee, with agreed investment appraisals.
Obtain details from utility companies, local authorities, Energy Saving Trust and Energy Design Advisory Service regarding energy awards/grants/campaigns etc. Investigate grant opportunities.
Commence an Energy Awareness Campaign.
Identify appropriate energy training for staff and students.
- PERIOD 6 - 12 MONTHS
-
Formulate energy strategy for the forthcoming year and obtain approval of Estates (Energy) Committee.
Consider bringing Energy Management into budgetary process and set up financial coding.
Consider charging specific budget holders with cost of energy management project if savings to be retained by them.
Consider impact of Energy Management Initiative on student residences.
Consider offering rebates to students in halls of residence, if bills less than an agreed £x value.
Consider basis of charging energy costs to trading operations e.g. catering, conferences, retail outlets and other lessees/licensees on campus.
Establish formal means by which moneys can be applied for energy projects.
Document agreed investment appraisal process and prepare standard 'application' form for projects costing £x or more. Include sensitivity analysis and post-investment appraisal timetable.
Notify departments of procedures for applying for energy management funds.
Identify and evaluate areas where Combined Heat and Power (CHP) facility could be beneficial. Prepare report of CHP opportunities.
Commence installation process of 'no cost/low cost' measures and agree means by which post-investment appraisal is to occur. Agree that savings to be reinvested in Energy Management in future.
Obtain comparative data on utility consumption/costs from University of Cambridge and University of Hull databases.
Ensure formal Monitoring and Targeting programme is in place.
Monitor effectiveness of Energy Awareness Campaign.
Consider 'Making A Corporate Commitment' (MACC) Initiative at Senior Management Team and Estates (Energy) Committee.
Publicise commitment to Energy Management Initiative - internally/externally.
- PERIOD 12 - 24 MONTHS
-
EMRG to review fuel purchasing and water tariff rates/allowances arrangements.
Identify desired energy accounting centres and determine increased sub-metering requirements. To be agreed in consultation with the Estates (Energy) Committee and Senior Management Team.
Install meters for energy accounting centres.
Agree energy accounting centres with Estates Department and initial method of charging for the first year.
Establish charging mechanism for all existing high energy consumption or high profile equipment used on research contracts. Publicise to staff.
Identify all new high energy consumption equipment and establish charging mechanism to research contract. Publicise to staff.
Review planned maintenance arrangements and ensure energy performance tasks are included and monitored.
Review arrangements regarding the recommissioning of plant and equipment control settings.
Invite companies to tender for CHP project(s).
Commence installation of medium-term and long-term measures and establish formal process for post-investment appraisal.
Agree reinvestment of energy savings with academic and administrative departments.
Reinvest centrally funded energy savings to create next year's Energy Management budget. Maintain and reinvest savings on each project for agreed number of years. Review process every two years.
Conduct post-investment appraisal of energy projects to date.
Provide utility consumption/costs information to University of Cambridge and University of Hull databases.
Sign 'Making A Corporate Commitment' (MACC) Initiative.
Arrange publicity/marketing of energy management achievements each year.
Estates (Energy) Committee to receive periodic reports from Energy Management Review Group.
Prepare Annual Report(s) on energy consumption and savings achieved.
Annual Energy Report published by Estates (Energy) Committee.
- PERIOD 24 - 36 MONTHS
-
Complete feasibility study on the charging of departments for energy and implement. Examine process for charging on a more accurate basis for future years, following consultation.
Conduct post-investment appraisal of projects to date and overall appraisal of Energy Management Initiative by Senior Management Team and Estates (Energy) Committee.
Energy Manager and Energy Management Review Group prepare other report(s), as before.
Annual Energy Report published by Estates (Energy) Committee.
PERIODIC REVIEW
- PERIOD 0 - 3 MONTHS
-
Audit Committee to authorise an internal audit review of the Energy Management Initiative process and results after the first and third years.
- PERIOD 3 - 6 MONTHS
-
Establish the reporting arrangements of the Energy Management Review Group (EMRG) to the Estates (Energy) Committee and the Senior Management Team.
- PERIOD 6 - 12 MONTHS
-
Consider the energy performance reports produced by the Energy Management Benchmarking Software and any actions required by the institution.
Consider first Annual Energy Report and update Management Action Plan for institution.
Audit Committee and Estates Committee to receive first internal audit report of review of Energy Management Initiative.
- PERIOD 12 - 24 MONTHS
-
Consider the findings following the re-run of the Energy Management Matrix in respect of current energy management arrangements.
Consider the energy performance reports produced by the Energy Management Benchmarking Software and any actions required by the institution.
Consider second Annual Energy Report and Management Action Plan for institution.
- PERIOD 24 - 36 MONTHS
-
Consider the findings following the re-run of the Energy Management Matrix in respect of current energy management arrangements.
Consider the energy performance reports produced by the Energy Management Benchmarking Software and any actions required by the institution.
Consider third Annual Energy Report and Management Action Plan for institution.
Audit and Estates Committees to receive internal audit report following third year review of Energy Management initiative.
Future funding of Energy Management Initiative considered by Estates (Energy) Committee and Senior Management Team.
Appendix H
ENERGY MANAGEMENT REVIEW QUESTIONNAIRE
Name of Institution
Address .............................
Telephone/Fax........................
.............................
.............................
.............................
.............................
Staff Numbers............................
Student Numbers......................
Total Budget.............................
Residential/non-residential building information:
List of names and addresses of buildings..............................
Total floor area.....................................................
Hours of use per annum................................................
Annual consumption of each energy source, including water.............
Annual expenditure of each energy source, including water.............
List of Officers
Vice-Chancellor/Principal/Director
Pro Vice-Chancellor/Deputy Principal/Assistant Director
Clerk to Estates/Energy C'ttee
Registrar/Deputy/Secretary/Assistant/Bursar/Assistant )
Head of Estates/Deputy/Chair of Estates/Energy C'ttee )
Head of Finance/Deputy
Engineer/Deputy/Energy Manager/Assistant
Others:
Head/Deputy of Academic Faculty/Department
President/Representatives of Student Union
Energy Management Review Group
Members:
......................................................................
......................................................................
......................................................................
......................................................................
......................................................................
......................................................................
......................................................................
Date of Review:.......................................................
Date of Discussion of Draft Report:...................................
Date of Issue of Final Report:........................................
ENERGY MANAGEMENT REVIEW QUESTIONNAIRE
Person to be contacted: Vice-Chancellor/Principal/Director
Name of Post-holder:..................................................
Name of Institution:..................................................
Date of Meeting:.......................Telephone:...........................
ISSUE REF. ACTION
1. Data Requested in Advance
2. Desk Research
3. Site Work
Answers to the following questions should enable the relevant parts of the following sections within the report to be completed:
- Strategic Policy Framework
- Awareness & Good Energy Practices
- Schedule and follow up any issues identified at stages 1 and 2 above.
- Is the institution's management team/energy committee/working group aware of the potential for cost effective energy efficient projects?
- Do you receive reports regarding energy management? Who from/How often? Are you aware of the energy manager's work?
- Are you aware of the cost of energy within your institution?
- Are you aware of the energy savings made by the energy manager for your institution?
- Are you aware of the potential for energy savings in your institution?
Completion of Energy Management Matrix
- Completion by VC/Principal/Director of Energy Management Matrix, with assistance of EM Project Team member and discussion of findings.
Barriers/Opportunities Personal role/Responsibilities - VC/Principal/Director
- Discussions with VC/Principal/director regarding his/her role within the institution as regards energy management - role may include characteristics such as influential, persuasive, by example etc.
- How would he/she make aware/persuade colleagues as to benefits, opportunities regarding energy management.
Barriers/Opportunities Personal role/Responsibilities - Other Members of their Staff
- Discussion with VC/Principal/Director regarding the roles within the institution of his/her staff as regards energy management.
Training - Energy Management
- Identification of training opportunities, current training programmes, training structure in place etc.
Awareness - Energy Management
- Discussion regarding previous/possible awareness campaign(s) opportunities for marketing/dissemination of ideas and practices regarding energy management.
ENERGY MANAGEMENT REVIEW QUESTIONNAIRE
Person to be contacted: Pro Vice-Chancellor/Deputy Principal/Assistant Director
Name of Post-holder:.................................................
Name of Institution:........................................................
Date of Meeting:................ Telephone:...........................
ISSUE REF. ACTION
1. Data Requested in Advance
2. Desk Research
3. Site Work
Answers to the following questions should enable the relevant parts of the following sections within the report to be completed:
- Strategic Policy Framework
- Management Structure
- Awareness & Good Energy Practices
- Schedule and follow up any issues identified at stages 1 and 2 above.
- Is the institution's management team/energy committee/working group aware of the potential for cost effective energy efficient projects?
- Do you receive reports regarding energy management? Who from/How often? Are you aware of the energy manager's work?
- Are you aware of the cost of energy within your institution?
- Are you aware of the energy savings made by the energy manager for your institution?
- Are you aware of the potential for energy savings in your institution?
- In what manner should users be involved in the energy management of the buildings that they occupy?
- Are energy budget targets identified?
- How are energy savings quantified and distributed and does this provide any motive to the institution's management/staff?
- Do you consider that a good case was made for funds for energy projects that were rejected? Why were they rejected? At what point, if any, are they usually turned down?
- Are you happy with the investment appraisal procedures (i.e., format/manner in which energy projects are submitted, evaluated and approved etc.), monitoring and reporting arrangements?
- What improvements would you like to see in the investment appraisal procedures for energy projects?
Completion of Energy Management Matrix
- Completion by Pro VC/Deputy Principal/Assistant Director of Energy Management Matrix, with assistance of Project Team member and discussion of findings.
Barriers/Opportunities Personal role/Responsibilities - Pro VC/Deputy Principal/Assistant Director
- Discussions with Pro VC/Deputy Principal/Assistant Director regarding his/her role within the institution as regards energy management - role may include characteristics such as influential, persuasive, by example etc.
- How would he/she make aware/persuade colleagues as to benefits, opportunities regarding energy management
Barriers/Opportunities Personal role/Responsibilities - Other Members of their Staff
- Discussions with Pro VC/Deputy Principal/Assistant Director regarding the roles within the institution of his/her staff as regards energy management.
Training - Energy Management
- Identification of training opportunities, current training programmes, training structure in place etc.
Awareness - Energy Management
- Discussion regarding previous/possible awareness campaign(s) opportunities for marketing/dissemination of ideas and practices regarding energy management.
ENERGY MANAGEMENT REVIEW QUESTIONNAIRE
Person to be contacted: Clerk to Committee(s)
Name of Post-holder:............................................................
Name of Institution:..........................................................
Date of Meeting:................ Telephone:...........................
ISSUE REF. ACTION
1. Data Requested in Advance
Copy of Energy/Environmental policy(ies)
Organisational chart of committees/working group(s)
Organisation chart of senior management structure
Details of committee(s) responsible for energy management
Minutes last two years of energy management committee
2. Desk Research
Compare Energy Policy with example in Management Review Guide
Establish whether one committee has overall responsibility for energy (including water)
Establish the reporting lines of the above committee
Compare committee terms of reference with energy policy to ascertain that the matters contained in the policy are within the terms
Establish the level of energy management expertise of the members of the committee
Establish whether officers with direct responsibility for energy management attend the committee
Review minutes to ascertain:
- level of involvement of the committee
- concerns raised by the committee
- number of energy management papers presented
- number of energy management papers that were for information only
3. Site Work
Answers to the following questions should enable the relevant parts of the following sections within the report to be completed:
- Strategic Policy Framework
- Management Structure
- Awareness & Good Energy Practices
- Schedule and follow up any issues identified at stages 1 and 2 above.
- Is the institution's management team/energy committee/working group aware of the potential for cost effective energy efficient projects?
- Does a senior member of the institution's management team take a particular interest, support and responsibility for energy efficiency work?
- Is there a committee(s)/working group(s) established to oversee energy management issues?
- Have any VfM/audit/technical reviews into energy management been commissioned by the institution in the last two years and were the results presented to the energy management committee(s)/working group(s)?
- Has the energy management committee(s)/working group(s) a dedicated budget? If YES, obtain brief details including level of spend this financial year.
- Does the energy management committee(s)/working group(s) receive regular reports regarding energy management and how are its decisions followed up?
- Does the energy management committee(s)/working group(s) have a standard policy that all major new build/refurbishment contract comply with Building Regulations and energy saving initiatives?
- Date terms of reference of energy management committee(s)/working group(s) last updated?
- Where does the energy manager/energy unit fit within the institution's organisational structure?
- Is there an energy management/environmental policy(ies)?
- Has the institution signed or is it planning to sign within the next three months the DoE's "Making A Corporate Commitment"?
ENERGY MANAGEMENT REVIEW QUESTIONNAIRE
Person to be contacted: Bursar/Director of Estates/Chair of Committee
Name of Post-holder:..................................................
Name of Institution:..........................................................
Date of Meeting:................ Telephone:...........................
ISSUE REF. ACTION
1. Data Requested in Advance
Copy of Energy Policy (see Desk Research Clerk)
Copy of energy reports
Copy of Estate Strategy
Overview of Planned Maintenance Programme(s) (PMP)
Copy of building brief (3 projects within last 18 months)
Copy of job descriptions - Estates Dept.
Departmental organisation chart - Estates Dept.
Details of energy grants, awards and campaigns previously awarded.
2. Desk Research
Ascertain subject areas reported and style of presentation within energy reports/statements. To whom are energy reports distributed?
Ascertain whether energy management performance criteria reflected in building/project briefs. If YES, what are the criteria used? Which post holders of the institution are members of the planning and design team?
Ascertain whether the estate strategy incorporates the energy management policy objectives. If YES, what are the policy objectives used?
Ascertain whether PMP(s) incorporate energy management initiatives - e.g. installation of energy projects etc.? What is the operational time frame of PMP(s)? Are there energy management initiatives included throughout the period covered by PMP(s)?
Ascertain whether energy management responsibilities/objectives are part of the Estates Dept's staff job descriptions
Ascertain energy budget(s) for current year.
3. Site Work
Answers to the following questions should enable the relevant parts of the following sections within the report to be completed:
- Strategic Policy Framework
- Management Structure
- Awareness & Good Energy Practices
- Schedule and follow up any issues identified at stages 1 and 2 above.
- Who prepared the energy policy and what sources were used to prepare it? When was the energy policy previously reviewed? Who is responsible for the energy policy?
- How are the energy management policy objectives reflected in a practical way in new build, major refurbishment and ongoing maintenance programmes? Obtain examples.
- What guidelines/advice is available for the preparation and submission of energy projects?
- How effective is the procedure for identifying, authorising and prioritising energy projects? Are project submission proformas used? LI>Ascertain effectiveness of energy project monitoring arrangements - are milestones identified and monitored at the planning, implementation and completion stages?
- Is there a separate budget for energy management initiatives? If YES, obtain details of how funded, level of spend this financial year, how used etc.
- Are budgets allowed to be carried forward If unused at year end? If YES, obtain details as % limits, value at previous year end and brought forward to current year.
- Are energy budgets devolved? If YES, to what level?
- What are the arrangements for charging energy costs, including water, to end users? Ascertain methodology, when introduced, how reviewed and its effectiveness.
- Is the end user able to influence energy costs?
- Are energy budget targets identified? How are energy savings quantified and distributed?
- Does this provide any motive to the institution's management/staff?
- Is special account taken of equipment with high energy consumption (e.g. research equipment)? If YES, are there special approval requirements?
- What energy awards, grants, campaigns are currently being sought?
- Who prepares energy reports, who is the target audience and how effective are the reports?
- Where does the energy manager/energy unit fit within the organisation? How long has the Energy Manager been in post? What is his/her professional background?
- Who does the energy manager report to? Who does that person report to? What are the lines of management reporting for the energy officer? How often does the energy officer report?
- Is there a sub-committee established to oversee energy management issues?
- Does a particular committee have responsibility for energy or is it spread between different committees?
- Does a senior member of the management team take a particular interest and support energy efficiency work?
- Is the senior management, including the Bursar, Estates Director and Chair of Committee aware of the potential for cost effective energy efficiency projects?
- How many staff are there in the energy team:
a) Full-time?
b) Part-time?
- Has the number of staff increased/reduced in the last 12 months?
- What is the professional background of the staff?
- What is the division of work between staff, (i.e. what are their main responsibilities)?
- Is responsibility for energy use delegated to individual building managers?
- How are the cases for investment made and to whom are they justified? Ask for an example. At what point, if any, are they usually turned down?
- Is there a separate budget for energy efficiency investment? How is this set? Is it split between different departments?
- Does each project have to be justified individually, or is there an annual budget for investment?
- Does the Bursar, Estates Director and Chair of Committee have more possible projects, (properly costed and justified and having acceptable payback periods), than can be funded from available sources?
- What investment criteria are used? Who sets the investment criteria? Have alternative criteria been considered?
- Does the energy manger have a portfolio of projects, (properly costed and justified), that would become acceptable if the investment criteria were changed? If YES, how much additional investment would be required over a three year payback period?
- What overall approach to investment is used, e.g. horizontal, vertical or focused on certain buildings?
- Does the energy manager have an input into the design of new buildings and major refurbishment projects such as boiler replacements? How is this actioned in practice?
- Do the Bursar, Director of Estates and Chair of Committee consider that a good case was made for funds for projects that were rejected? Why were they rejected? At what point are they usually turned down?
- What improvements would the Bursar, Director of Estates and Chair of Committee like to see in the procedures?
- What types of energy efficiency measures have been implemented? (Ask for examples representative of the programme in recent years).
- Does the institution have a Monitoring & targeting (M&T) system? How is it used?
- Is energy consumption compared to a target for major buildings? How are targets set? Are the comparisons of energy consumption with target advised to building users on a regular basis?
- Is heating energy use corrected for weather using degree days?
- How is M&T information collected (e.g. utility bills, meter readings, from BEMS etc.)?
- What proportion of the total energy spend on residential and non-residential buildings does the M&T system cover?
- Is the M&T information used to monitor the results of investments?
- What procedures are used to monitor the results of investments made?
- Does the energy manager prepare an annual report? What is the circulation of this report?
- Are the investment results audited by the internal audit department?
- Are senior managers aware of the potential for cost effective investment in energy efficiency measures?
- Are senior managers aware of the links between energy management and environmental issues?
- Does the energy manager prepare regular reports to senior managers?
- Does the energy manager arrange regular energy awareness training for different groups, and if so, what groups (e.g. building users, technical departments, caretakers etc.)?
- When a new investment is made (e.g. new heating controls), what efforts are made to inform or train the building users about the new equipment?
- Does the institution run any incentive schemes? Have any incentive schemes been run in the past but are now discontinued, and if so, why were they dropped? Is the institution considering any new incentive schemes?
Utility Purchasing Arrangements
- How often are energy tariffs (including water) reviewed? When were the tariffs last reviewed in respect of the following supplies:
- electricity
- gas
- oil
- water
- other(specify)
- Who provides advice to the institution on tariff opportunities/allowances/rebates?
- Is the institution a member of CHEEP? If YES, what are the benefits/drawbacks? If not a member, ascertain the reasons.
- What comparisons are carried out with other institutions regarding energy procurement/performance (obtain details)?
- How is a short list of potential suppliers drawn up and who is involved in the process?
- At what point, prior to the expiry of the existing contract is:
- Work started on identifying a tender shortlist?
- Contract awarded to new supplier?
- What form of contract is used?
- How is tendering carried out and by whom?
- Does the institution carry out Post-Tender Negotiation? If YES, obtain details.
- Do the arrangements comply with the Financial Regulations of the institution?
- How is payment made to the supplier (i.e. method, frequency, actual, in advance or pro-rata payment)?
- How much energy (% of total) is provided in-house (kWh/£) and by what means (i.e. CHP)?
Completion of Energy Management Matrix
- Completion by Bursar, Estates Director and Chair of Committee of Energy Management Matrix, with assistance of Project Team member and discussion of findings.
Barriers/Opportunities Personal Role/Responsibilities - Bursar, Estates Director/Chair of Committee
- Discussions with Bursar, Estates Director and Chair of Committee regarding his/her role within the institution as regards energy management - role may include characteristics such as influential, persuasive, by example etc.
- How would he/she make aware/persuade colleagues as to benefits, opportunities regarding energy management
Barriers/Opportunities Personal Role/Responsibilities - Other Members of their Staff
- Discussion with Bursar, Estates Director and Chair of Committee regarding the roles of his/her staff within the institution as regards energy management.
Training - Energy Management
- Identification of training opportunities, current training programmes, training structure in place etc.
Awareness - Energy Management
- Discussion regarding previous/possible awareness campaign(s) opportunities for marketing/dissemination of ideas and practices regarding energy management.
- Does the location of energy management responsibility within the institution aid or inhibit the effectiveness of energy management within the institution? Briefly summarise reply and identify key factors to support view expressed.
- Do the members of the committee and senior management team demonstrate an awareness of, interest and support in, energy management?
- Is responsibility for energy management devolved to building managers/departmental users?
- What measures relating to energy management has the committee recently (last 12 months) given its support etc.
- Are the investment criteria for energy management projects feasible or restrictive/onerous?
- Do the members of the committee and senior management team feel that energy management responsibilities/ issues are adequately/inadequately resourced?
- What opportunities/barriers currently exist in regard to:
- a) Staff training relating to energy management for estates dept. staff?
- b) Awareness/development campaigns for other staff and committee members of the institution?
- Is there a portfolio of properly justified and costed projects that could be implemented?
- Does the institution's funding process for investment in energy management aid/inhibit implementation of energy management projects?
- Are proposals for energy management projects for consideration well presented, argued etc.? How, if at all, could matters be improved?
- How does the institution endeavour to allocate investment in energy management to the appropriate buildings/issues?
- What is the balance between the different areas of energy management measures(heating, power etc.)?
- What is the institution's level of investment in energy management projects compared to non-energy management projects, analysed between:
- a) Residential buildings
- b) Non-residential buildings
- Does the institution carry out post investment performance reviews on its energy management investments?
- Are performance criteria achieved according to expectations as regards energy management projects?
- Are building managers/departmental users provided with advice/feedback regarding energy management?
ENERGY MANAGEMENT REVIEW QUESTIONNAIRE
Person to be contacted: Director of Finance
Name of Post-holder:..................................................
Name of Institution:..........................................................
Date of Meeting:....................Telephone:.......................
ISSUE REF. ACTION
1. Data Requested in Advance
Details of investment appraisal methods
Details of energy project financial monitoring procedures
2. Desk Research
(a) Investment Appraisal Methods
Ascertain preferred investment appraisal method(s)
Identify linkage (if any) of energy project values to:
investment appraisal methods (e.g. £10k - simple payback, £100k - NPV etc.)
internal rate of return (IRR)
base interest levels linked to IRR
payback period.
(b) Energy Project Financial Monitoring
Ascertain whether pro-forma project documentation used for preparation, submission, approval, authorisation and completion stages of investment appraisal
Identify the actions linked to the preparation, submission, approval, authorisation and completion stages of investment appraisal.
Ascertain whether project milestones identified and monitored within:
planning stage
implementation stage
post completion stage
Ascertain whether costs and benefits are identified?
Ascertain whether projects are prioritised?
3. Site Work
Answers to the following questions should enable the relevant parts of the following sections within the report to be completed:
- Financial Appraisal
- Awareness & Good Energy Practices
- Schedule and follow up any issues identified at stages 1 and 2 above.
- Is there a separate budget for energy management initiatives? If YES, obtain details of how funded, level of spend this financial year.
- How are cases for investment made and to whom are they justified? How is it used - is it split between different departments, individual projects etc.?
- What investment criteria are used? Who sets the investment criteria? Have alternative criteria been considered?
- Is the Director of Finance aware whether the Estates Director/Energy Manager have more possible projects, (properly costed and justified and having acceptable payback periods), than can be funded from available sources?
- Is the Director of Finance aware whether the Estates Director/Energy Manager have a portfolio of projects, (which are properly costed and justified), that could become acceptable if the investment criteria were changed/relaxed? If YES, how much additional investment would be required over a three year payback period?
- Is the Director of Finance aware of what overall approach to investment in energy projects is used within the institution, e.g. horizontal, vertical or focused on certain buildings?
- Is the Director of Finance aware whether special account is taken of equipment with high energy consumption (e.g. research equipment)? If YES, are there special approval requirements?
- Are budgets for energy management allowed to be carried forward if unused at year end? If YES, obtain details as to % limits, value at previous year end and brought forward to current year.
- Are energy budgets devolved? If YES, to what level?
- What are the arrangements for charging energy costs, including water, to end users? Ascertain methodology, when introduced, how reviewed and its effectiveness.
- Is the end user able to influence energy costs?
- Are energy budget targets identified?
- How are energy savings quantified and distributed and does this provide any motive to the institution's management/staff?
- Does the Director of Finance consider that a good case was made for funds for projects that were rejected? Why were they rejected? At what point, if any, are they usually turned down?
- Is the Director of Finance happy with the investment appraisal procedures (i.e. format/manner in which energy projects are submitted, evaluated and approved etc. ), monitoring and reporting arrangements?
- What improvements would the Director of Finance like to see in the investment appraisal procedures for energy projects?
Completion of Energy Management Matrix
- Completion by Director of Finance of Energy Management Matrix, with assistance of EM Project Team member and discussion of findings.
Barriers/Opportunities Personal role/Responsibilities - Finance Director
- Discussions with Finance Director regarding his/her role within the institution as regards energy management - role may include characteristics such as influential, persuasive, by example etc.
- How would he/she make aware/persuade colleagues as to benefits, opportunities regarding energy management
Barriers/Opportunities Personal role/Responsibilities - Other Members of their Staff
- Discussions with Finance Director regarding the roles within the institution of his/her staff as regards energy management.
Training - Energy Management
- Identification of training opportunities, current training programmes, training structure in place etc.
Awareness - Energy Management
Discussion regarding previous/possible awareness campaign(s) opportunities for marketing/dissemination of ideas and practices regarding energy management.
ENERGY MANAGEMENT REVIEW QUESTIONNAIRE
Person to be contacted: University Engineer/Other Senior Engineer(s)/Energy Manager
Name of Post-holder:..................................................
Name of Institution:..........................................................
Date of Meeting:.................Telephone:...........................
ISSUE REF. ACTION
1. Data Requested in Advance
Refer to Data Requested in Advance: Clerk
Bursar
Estates Dir
C'tee Chair
Finance Dir
Copy of Energy Reports to: Snr Man Grp
Est C'tee
Head Dept
Copy of Energy Reports: Annual etc.
Copy of Job Descriptions: Estate Dept
Uni Engn'rs
Energy Mngr
Departmental Organisation Charts: Estate Dept
Engn'r Dept
Energy Unit
Details (lists/reports) of past, current and proposed energy projects/plans/initiatives etc.
Details of arrangements for the identification / use of energy savings.
Details of energy management training plans etc. - for staff, students, depts.
Details of energy management incentive schemes, - for staff, depts, students
Details of energy awareness campaigns, promotions etc. depts, staff students.
2. Desk Research
Refer to Desk Research: Clerk
Bursar
Estates Dir
C'tee Chair
Finance Dir
Review arrangements for identification and monitoring/reporting of past, current energy projects.
Review energy management training arrangements for professional staff and other staff.
Review arrangements in respect of incentive schemes.
Review arrangements in respect of energy awareness schemes, publicity, environmental schemes.
Review arrangements in respect of energy savings.
3. Site Work
Answers to the following questions should enable the relevant parts of the following sections within the report to be completed:
- Strategic Policy Framework
- Management Structure
- Purchasing Arrangements
- Financial Appraisal
- Monitoring and Targeting Systems
- Awareness and Good Energy Practices
- Schedule and follow up any issues identified at stages 1 and 2 above.
- Is the institution's management team/energy committee/working group aware of the potential for cost effective energy efficient projects?
Energy Policy
- Who prepared the energy policy and what sources were used to prepare it? When was the energy policy previously reviewed? Who is responsible for the energy policy?.
- Have any VfM/audit/technical reviews into energy management been commissioned by the institution in the last two years and were the results presented to the energy management committee(s)/working party?
- Is/are there an energy management/environmental policy(ies)?
- How are the energy management policy objectives reflected in a practical way in new build, major refurbishment and on-going maintenance programmes? Obtain examples.
- What guidelines/advice is available for the preparation and submission of energy projects?
- How effective is the procedure for identifying, authorising and prioritising energy projects? Are project submission proformas used?
Organising
- Where does the energy manager/energy unit fit within the organisation? How long has the Energy Manager been in post - what is his/her professional background?
- Who does the energy manager report to? Who does that person report to? What are the lines of management reporting for the energy officer? How often does the energy officer report?
- Is there a committee, sub-committee, working group established to oversee energy management issues?
- Has the energy management committee(s)/ working group(s) a dedicated budget? If YES, obtain brief details including level of spend this financial year.
- Does the energy management committee(s)/ working group(s) receive regular reports regarding energy management and how are its decisions followed up?
- Does the energy management committee(s) have a standard policy that all major new build / refurbishment contracts comply with Building Regulations and energy saving initiatives?
- Date terms of reference of energy management committee(s)/working group(s) last updated?
- Does a particular committee have responsibility for energy or, is it spread between different committees?
- Does a senior member of the institution's management team take a particular interest, support and responsibility for energy efficiency work?
- Is the senior management aware of the potential for cost effective energy efficiency projects?
- How are engineering, estates and other staff involved in energy management?
- How many staff are there in the energy team:
- a) Full time
- b) Part-time
- Has the number of energy staff increased/reduced in:
a) Last twelve months
- What is the professional background of the energy staff?
- What is the division of work between technical (energy, engineering etc.) staff, i.e. what are their main responsibilities?
- Is responsibility for energy use delegated to individual building managers?
Training - Energy Management
- Identification of training opportunities, current training programmes, training structure in place for department staff, other staff and students etc..
Awareness - Energy Management
- Discussion regarding previous/possible awareness campaign(s) opportunities for marketing / dissemination of ideas and practices regarding energy management.
- Does the location of energy management responsibility within the institution aid or inhibit the effectiveness of energy management within the institution? Briefly summarise reply and identify key factors to support view expressed.
- Do the members of the c'ttee and senior management team demonstrate an awareness of, interest and support in energy management?
- Is responsibility for energy management devolved to building managers/departmental users?
- What measures relating to energy management has the c'ttee recently (e.g. last twelve months), given its support etc.
- Are the investment criteria for energy management projects feasible or restrictive/onerous?
- Do the members of the c'ttee and senior management team feel that energy management responsibilities/ issues are adequately/inadequately resourced?
- What opportunities/barriers currently exist in regard to:-
- a) staff training relating to energy management for (estates dept. staff)
- b) awareness/ development campaigns for other staff and c'ttee members of the institution?
Information Systems
- What types of energy efficiency measures have been implemented? (Ask for examples representative of the programme in recent years).
- Does the institution have a Monitoring & Targeting (M & T) system? How is it used?
- Is energy consumption compared to a target for major buildings? How are targets set? Are the comparisons of energy consumption with target advised to building users on a regular basis?
- Is energy consumption data corrected for climatic changes using degree days (for management and reporting purposes)?
- How is M&T information collected (e.g. from utility bills, meter readings, from BEMs etc.)?
- What proportion of the total energy spend on residential and non-residential buildings does the M&T system cover?
- Is the M&T information used to monitor the results of investment in energy projects?
- What procedures are used to monitor the results of investments made in energy projects?
Motivation
- Is the institution's management team/energy committee/working group aware of the potential for cost effective energy efficient projects?
- Are regular reports received regarding energy management? What/who from / How often?
- Are the Estates/Engineering staff aware of the energy manager's work? Are other staff aware of the energy manager's work?
- Are the Estates/Engineering staff aware of the cost of energy within the dept., faculty, institution? Are other staff aware of the cost of energy within the dept., faculty, institution?
- Are the Estates/Engineering staff aware of the energy savings made by the energy manager?
- Are other staff aware of the energy savings made by the energy manager for the dept., faculty, institution?
- Are the Estates/Engineering staff aware of the potential for energy savings in the Estates/ Engineering dept., faculty, institution?
- Are other staff aware of the potential for energy savings in the institution?
- What energy awards, grants, campaigns are currently being sought?
- How effective are the reports? (Who prepares energy reports, who is the target audience?)
- Does the energy manager prepare an annual report? What is the circulation of this report?
- Are the investment results audited by the internal audit department?
- Are senior managers aware of the potential for cost effective investment in energy efficiency measures?
- Are senior managers aware of the links between energy management and environmental issues?
- Does the energy manager prepare regular reports to senior managers?
- Does the energy manager arrange regular energy awareness training for different groups, and if so, what groups (e.g. building users, technical departments, caretakers etc.)?
- Does the institution run any incentive schemes? Have any incentive schemes been run in the past but are now discontinued, and if so, why were they dropped? Is the institution considering any new incentive schemes?
- Has the institution signed or is planning to sign within the next three months the DoE's "Making a Corporate Commitment"?
- Ascertain effectiveness of energy project monitoring arrangements - are milestones identified and monitored at the planning, implementation and completion stages?
Investment
- Is there a separate budget for energy management initiatives? If YES, obtain details of how funded, level of spend this financial year, how used etc.
- Are budgets allowed to be carried forward if unused at year end? If YES, obtain details as % limits, value at previous year end and brought forward to current year.
- Are energy budgets devolved? If YES, to what level?
- What are the arrangements for charging energy/ water costs to end users? Ascertain methodology, when introduced, how reviewed, effectiveness etc.
- Is the end user able to influence energy costs?
- In what manner should users be involved in the energy management of the buildings that they occupy?
- Are energy budget targets identified?
- How are energy savings quantified and distributed and does this provide any motive to the institution's management/staff?
- Is special account taken of equipment with high energy consumption (e.g. research equipment). If YES, are there special approval requirements?
- How are the cases for investment made and to whom are they justified? Ask for an example. At what point, if any, are they usually turned down? How is it used - Is it split between different dept., individual projects etc.?
- Is there a separate budget for energy efficiency investment? How is this set? Is it split between different departments?
- Does each project have to be justified individually, or is there an annual budget for investment?
- Does the University Engineer/Deputy, Other Senior Engineers, Energy Manager have more possible projects, (properly costed and justified and having acceptable payback periods), than can be funded from available sources?
- Is the University Engineer/Deputy, Other Senior Engineer, Energy Manager aware other staff may have more possible projects, (properly costed and justified and having acceptable payback periods), than can be funded from available sources?
- Does the Estates/Engineering department provide funding for energy management projects? If YES, obtain details of projects undertaken over the last 12 months, criteria used for the identification of suitable projects, amount of funding involved etc..
- Are the Estates/Engineering staff aware of other departments who provide funding for energy management projects? If YES, obtain details of the projects undertaken over the last 12 months, the criteria used for the identification of suitable projects, and the amount of funding involved etc.
- What investment criteria are used? Who sets the investment criteria? Have alternative criteria been considered?
- Does the energy manager have a portfolio of projects, (properly costed and justified), that would become acceptable if the investment criteria were changed? If YES, how much additional investment would be required over a three year payback period?
- What overall approach to investment is used e.g. horizontal, vertical or focused on certain buildings?
- Is there a portfolio of properly justified and costed projects that could be implemented?
- Does the institutions funding process for investment in energy management aid/inhibit the implementation of energy management projects?
- Are proposals for energy management projects for consideration well presented, argued etc.? How, if at all, could matters be improved?
- What is the balance between the different areas of energy management measures (e.g. heating, power etc.?
- What is the institution's level of investment in energy management projects compared to non-energy management projects, analysed between: -
- a) residential buildings
- b) non-residential buildings
- Does the institution carry out post-investment performance reviews on its energy management investments?
- Is the performance criteria achieved reviewed against initial expectations, as regards energy management projects?
- Are building managers/departmental users provided with advice/feedback regarding energy management?
- Does the energy manager have an input into the design of new buildings and major refurbishment projects such as boiler replacements? How is this actioned in practice?
- Are the Estates/Engineering staff aware of dept./faculty staff who have an input into the design of new buildings and major refurbishment projects?
- Does the University Engineer/Deputy, Other Senior Engineers, Energy Manager consider that a good case was made for funds for energy projects that were rejected? Why were they rejected? At what point are they usually turned down?
- Are the University Engineer/Deputy, Other Senior Engineers, Energy Manager aware of whether dept./faculty staff consider that a good case was made for funds for projects that were rejected?
- Are the University Engineer/Deputy, Other Senior Engineers, Energy Manager happy with the investment appraisal procedures (i.e. format/manner in which energy projects are submitted, evaluated and approved etc.), monitoring and reporting arrangements?
- Are the Estates/Engineering staff aware of whether dept./faculty staff are happy with investment appraisal procedures for every project?
- What improvements would the University Engineer/Deputy, Other Senior Engineers, Energy Manager like to see in the investment appraisal procedures?
- Are the University Engineer/Deputy, Other Senior Engineers, Energy Managers aware of any improvements that other staff may like to see in the procedures?
- When a new investment is made (e.g. new heating controls), what efforts are made to inform or train the building users about the new equipment?
Utility Purchasing Arrangements
- How often are tariffs reviewed? When was the tariff last reviewed in respect of the following supplies :
- electricity
- gas
- oil
- water
- other (specify)
- Who provides advice to the institution on tariff opportunities/allowances/rebates?
- Is the institution a member of CHEEP. If YES, what are the benefits/drawbacks? If not a member, ascertain the reasons.
- What comparisons are carried out with other institutions regarding energy procurement / performance (obtain details)?
- How is a short list of potential suppliers drawn up and who is involved in the process?
- At what point, prior to the expiry of the existing contract, is :-
- Work started on identifying a tender shortlist?
- Contract awarded to new supplier?
- What form of contract is used?
- How is tendering carried out and by whom?
- Does the institution carry out Post-Tender Negotiation? If YES, obtain details.
- Do the arrangements comply with the Financial Regulations of the institution?
- How is payment made to the supplier (i.e. method, frequency, actual, in advance or pro-rata payment)?
- How much energy (% of total) is provided in-house (kWh/£) and by what means (i.e. CHP)?
Completion of Energy Management Matrix
- Completion by University Engineer/Deputy, Other Senior Engineers, Energy Manager of Energy Management Matrix, with assistance of EM Project Team member and discussion of findings.
Barriers/Opportunities Personal Role/Responsibilities - University Engineer/Deputy, Other Senior Engineers, Energy Manager
- Discussions with University Engineer/Deputy, Other Senior Engineer, Energy Manager regarding his/her role within the institution as regards energy management - role may include characteristics such as influential, persuasive, by example etc..
- How would he/she make aware/persuade colleagues as to the benefits, opportunities regarding energy management?
- Is the University Engineer/Deputy, Other Senior Engineers, Energy Manager aware of the roles of other staff within the institution, as regards energy management?
Barriers/Opportunities Personal Role/Responsibilities - Other Members of their Staff
- Discussion with University Engineer/Deputy, Other Senior Engineers, Energy Manager regarding the roles of his/her staff within the institution as regards energy management.
ENERGY MANAGEMENT REVIEW QUESTIONNAIRE
Person to be contacted: Head of Faculty/Department
Name of Post-holder:..................................................
Name of Institution:..........................................................
Date of Meeting:................ Telephone:...........................
ISSUE REF. ACTION
1. Data Requested in Advance
2. Desk Research
3. Site Work
Answers to the following questions should enable the relevant parts of the following sections within the report to be completed:
- Strategic Policy Framework
- Management Structure
- Awareness & Good Energy Practices
- Schedule and follow up any issues identified at stages 1 and 2 above.
- Is the institution's management team/energy committee/working group aware of the potential for cost effective energy efficient projects?
- Are you aware of the energy manager's work?
- Are you aware of the cost of energy within your department?
- Are you aware of the savings made by the energy manager for your department?
- Are you aware of the potential for savings in your department?
- How would you seek to be involved in energy management?
- How would you seek to involve your staff in energy management?
- In what manner should users be involved in the energy management of the buildings that they occupy?
- Does your department provide funding for energy management projects? If YES, obtain details of projects undertaken over the last 12 months, criteria used for the identification of suitable projects, amount of funding involved etc.
- Does the Head of Faculty/Department have an input in to the design of new buildings and major refurbishment projects, such as boiler replacements? How is this achieved in practice?
- Is special account taken of equipment with high energy consumption (e.g. research equipment)? If YES, are there special approval requirements?
- Are budgets for energy management allowed to be carried forward if unused at year end? If YES, obtain details as to % limits, value at previous year end and brought forward to current year.
- Are energy budgets devolved? If YES, to what level?
- What are the arrangements for charging energy costs, including water, to end users? Ascertain methodology, when introduced, how reviewed and its effectiveness.
- Is the end user able to influence energy costs?
- Are energy budget targets identified?
- How are energy savings quantified and distributed and does this provide any motive to the institution's management/staff?
- Does the Head of Faculty/Department consider that a good case was made for funds for energy projects that were rejected? Why were they rejected? At what point, if any, are they usually turned down?
- Is the Head of Faculty/Department happy with the investment appraisal procedures (i.e. format/manner in which energy projects are submitted, evaluated and approved etc.), monitoring and reporting arrangements?
- What improvements would the Head of Faculty/Department like to se in the investment appraisal procedures for energy projects?
Completion of Energy Management Matrix
- Completion by Head of Faculty/Department of Energy Management Matrix, with assistance of EM Project Team member and discussion of findings.
Barriers/Opportunities Personal Role/Responsibilities - Head of Faculty
- Discussions with Head of Faculty regarding his/her role within the institution as regards energy management - role may include characteristics such as influential, persuasive, by example etc.
- How would he/she make aware/persuade colleagues as to benefits, opportunities regarding energy management.
Barriers/Opportunities Personal Role/Responsibilities - Other Member of their Staff
- Discussion with Head of Faculty regarding the roles of his/her staff within the institution as regards energy management.
Training - Energy Management
- Identification of training opportunities, current training programmes, training structure in place etc.
Awareness - Energy Management
- Discussion regarding previous/possible awareness campaign(s) opportunities for marketing/dissemination of ideas and practices regarding energy management.
ENERGY MANAGEMENT REVIEW QUESTIONNAIRE
Person to be contacted: President Student Union
Name of Post-holder:.................................................
Name of Institution:..................................................
Date of Meeting:................ Telephone:...........................
ISSUE REF. ACTION
1. Data Requested in Advance
2. Desk Research
3. Site Work
- Explain background to study - not just a technical issue - role for each group within an institution - discuss role of students as regards environmental/energy issues.
Completion of Energy Management Matrix
- Completion by President of Student Union of Energy Management Matrix, with assistance of EM Project Team member and discussion of findings.
Barriers/Opportunities Personal Role/Responsibilities - President Student Union
- Discussions with President SU regarding his/her role within the institution as regards energy management - role may include characteristics such as influential, persuasive, by example etc.
Training - Energy Management
- Identification of training opportunities, training programmes for students and others etc.
Awareness - Energy Management
- Discussion regarding previous/possible awareness campaigns(s) opportunities for marketing / dissemination of ideas and practices regarding energy management.
Appendix I
Outline Energy Management Report - Checklist
The following are some suggested headings/items that could be used to form the basis of a report to the Estates Committee or Senior Management Team following the review of the energy management arrangements at the institution by the Energy management Review Group as described within this guide.
I. Executive Summary
Introduction
Management Review Arrangements
Overall Conclusion
Summary of Findings
II. Main Report
1. Introduction
Background
Management Review Aims and Objectives
Structure of Main Report
2. Energy Profile
Introduction
Energy Consumption Indicators
Conclusion
3. Energy Management Arrangements
Introduction - Energy Management Matrix
Strategic Policy Framework
Management Structure
Purchasing Arrangements
Financial Appraisal
Monitoring and Targeting Systems
Awareness and Good Energy Practices
4. Energy Acquisition Assessment
Introduction
Energy Acquisition Profile
Fuel Types - Procurement Summary
5. Operational Energy Review
Introduction
Designated Activity Areas
Performance Ratings
Examples of Good Practice Identified
6. Appendices:
A. Energy Consumption Profiles
III. Possible Energy Projects - Recommendations
Electrical Plant
Lighting Systems
Boiler Plant
Fuel Storage and Handling Systems
On Site Power Production
Distribution Systems
Space Heating Systems
Domestic Hot Water Systems
Air-conditioning and Mechanical Ventilation
Building Fabric
Catering
Swimming Pools
Incineration
Compressed Air
Water Systems
Chiller/Cold Plant Store
Utility Management
Appendix J
Contract Energy Management (CEM) - Checklist
The following is a list of suggested matters regarding Contract Energy Management that should be considered by the Energy Management Review Group as part of the review of the institution's purchasing arrangements. Institutions are advised to consult their professional advisers for specific guidance on such arrangements. However, further guidance of a general nature is provided in the Chartered Institution of Building Services Engineers' (CIBSE) publication Contract Energy Management as referred to in the Management Review Guide.
Institution Contractor Actions
Pre-Contract Feasibility Survey
Consider/Review:
Campus Energy Management Arrangements
Major Plant and Services Requirements (Boilers, Refrigeration etc.)
Building Fabric Improvements
Alternative Energy Sources
Electricity Supply Improvements
Space Heating Improvements
Domestic Hot Water Improvements
Lighting Improvements
Scope of Services - CEM Arrangements
Consider/Identify:
Energy Savings Plan
(Outcomes Pre-Contract Feasibility Survey)
Contract Arrangements
Project Finance
Installation and Acceptance
Operation and Maintenance
Monitoring
Control of Environmental Conditions
Additional Service Requirements -
- Fire Monitoring
- Security Monitoring
- Water Management
Types of CEM Contract Arrangements
Heat Service - variable charges based on the amount of energy supplied
Shared Savings(Performance Based) - variable
charges based on a share of the savings produced by energy efficiency improvements
Fixed Fee - fixed charges based on the level of services provided
Time Based - variable charges based on the level of services provided, at an agreed hourly or daily fee charge
Stages in CEM Contract
Pre-Invitation Interview with Contractors
- Range of contracts and services offered by Contractors
- Level and range of Contractors' experience
- Stability of contractors (financial health etc.)
- Past projects undertaken and references
- Consideration (and flexibility) of institution's preferences
Invitation to First Stage Proposal
- campus(es) to be included
- building(s) size, occupancy and use
- energy use and data
- energy using plant, equipment and processes
- recent modifications to building(s) and usage
patterns
Preliminary Survey (Contractors)
First Stage Proposal (Contractors)
- proposed energy efficiency improvements
- estimate of total proposed investment
- estimate of annual savings over base-year consumption
- contract period and timescales for implementation
- preferred type of contract and basis for cost allocation and reimbursement
- provision and cost of additional services
- feasibility study arrangements, findings and costs
- Contractor's experience and stability
Evaluation of First Stage Contractors' Proposal
- financial (DCF analysis)
base-year costs
total proposed investment
total annual savings
share of savings to Institution
contract payments
- non-financial
Contractors' adherence to brief standard of proposal
options identified by Contractors
range of measures and services
Contractors' qualifications
type of contract offered
contract length
- decision-making
listing factors
assigning weights
assigning scores
comparing results
Invitation to Second Stage Proposal
Feasibility Study
- Description of building (construction, age, condition etc.)
- Campus site(s) plan (as-built drawings of construction, fabric, mechanical and electrical services etc.)
- Activities and their location (users, number of occupants, occupancy times, variations, details of campus on-site operations)
- Environmental conditions prevailing/required (temperatures (space, hot water), lighting intensity, humidity etc.)
-Historical energy data (degree-day adjusted) (by source, by use, tariffs and general climatic conditions etc.)
- Inventory of energy using equipment (with full technical specifications and maintenance details)
- Controls installed (set points etc.)
- Operation and maintenance (existing routines and staff/contractors involved)
- Opportunities for energy saving (specific measures proposed, equipment required, life-cycle costs (installation, maintenance, etc.), cost savings etc.)
Energy Efficiency Plan
- summary of cost effective investments - (costs, estimated energy savings, total cost savings etc.)
- description of site and energy use - (buildings occupancy and activity, description of energy-using systems, analysis of energy use, environmental conditions etc.)
- definitions of base year energy use and costs -(energy use by fuel, tariffs employed and overall cost, costs of related services e.g. maintenance etc.)
- analysis of energy efficiency measures -
(present conditions, design specifications for improvements, life-cycle costings and savings etc.)
- basis for calculating savings -(underlying assumptions and variables affecting costs etc.)
- specific conditions
Evaluation of Second Stage Proposal
- evaluation of energy efficiency plan -
(appropriateness of measures, quality and lifetime of proposed equipment, operational and maintenance costs etc.)
(basis for calculation of savings
(timetable
- analysis of draft contract -
- site details
- proposals
- duration of contract
- installation of equipment
- operation
- base-year assumptions
- service level changes
- payments schedule
- energy price fluctuations
- timing of payments
- additional services
- disputes and arbitration
- termination details
- statutory requirements, health and safety etc.
- taxation - VAT
- decision making
Draft Contract
- review of contract conditions and clauses in conjunction with institution's professional advisers
Negotiation and Evaluation of Contract
- discussion with Contractors to finalise issues regarding proposals
Formal Tendering
- implementation of arrangements in accordance with the institution's Financial Regulations
Form of Contract
- arrangements finalised
Operation and Management of Contract
- management monitoring and liaison arrangements with Contractors put in place by institution
Termination of Contract
- finalised arrangements relating to the early termination of the contract and the evaluation of options for the continuation and/or re-negotiation of existing arrangements at the end of the contract period
Timescales
- detailed project plan created and monitored during the pre-contract stages
Contract Energy Management (CEM) - Form of Contract Agreement
The following is a list of suggested headings of clauses and conditions that should be considered as part of a Contract Energy Management Agreement between the Contractor (Supplier) and the HEI (Customer). Institutions are advised to consult their professional advisers for specific guidance on such arrangements. However, further guidance of a general nature is provided in the Chartered Institution of Building Services Engineers' publication Contract Energy Management as referred to in the Management Review Guide.
Points Actions
Recital
Definitions
Feasibility Study
Implementation of the Proposals
Installation of Equipment
Maintenance
Insurance
Payment
Late Payment
Change in Assumptions
Force Majeure Acts
Termination of the Contract
Consequence of Termination
Statutory Provisions
Resolution of Disputes
Disposal of Interest in the Agreement
Warranties by the Customer
Value Added Tax
Preliminary Study
Notice
Governing Law
Schedules to the Contract
Appendices to the Contract
Present Position
Proposed Modifications
Service and Maintenance
Formula for Calculating Baseline Consumption
Baseline Consumption
Method of Calculating the Fee
Appendix K
Energy Management Benchmarking Software (EMBS) - Performance Table
Category and Designate (Designated Activity Areas - DAAs)
Different buildings and activities within an institution's campus impact differently on the overall energy consumption, and these have to be considered as individual components when establishing a benchmark for the energy performance of the campus. The following areas are reflected in the EMBS and upper and lower benchmarks have been established as follows:
For Electricity and Fossil Fuel....
DAA Category Designate Electricity Fossil Fuel
kWh/m² kWh/m²
low high low high
Catering Catering Fast Food 200 218 438 618
Catering Bar/Restaurant 137 149 182 257
Academic Academic-Science Science-Experimental/ 155 175 110 132
Laboratory Based
Academic-Science Science-Other 113 129 110 132
Academic Academic Arts 67 76 100 120
Residential Residential Halls-Residence 85 100 240 290
Residential Self-catering/Flats 45 54 200 240
Libraries Facilities Library-Air-condit'd 292 404 173 245
Facilities Library-Nat Ventilated 46 64 115 161
Students Facilities Students Union 132 198 132 198
Union
Admin Administration Air-conditioned 115 176 89 197
Administration Naturally Ventilated 38 55 58 122
Recreation Recreation Sports/Wet 175 241 264 396
Recreation Sports/Dry 77 88 176 264
Unspecified Unspecified Unspecified Do Not Use
and similarly for CO2 and Cost....
DAA Category Designate CO² Cost
kg/m² £/m²
low high low high
Catering Catering Fast Food 249 352 15.07 19.26
Catering Bar/Restaurant 149 196 9.49 11.51
Academic Academic-Science Science-Experimental/ 152 184 10.07 11.82
Laboratory Based
Academic-Science Science-Other 116 145 7.55 9.06
Academic Academic Arts 75 97 4.72 5.76
Residential Residential Halls-Residence 115 163 6.78 8.90
Residential Self-catering/Flats 74 111 4.10 5.64
Libraries Facilities Library-Air-condit'd 279 409 18.73 26.69
Facilities Library-Nat Ventilated 60 97 3.57 5.45
Students Facilities Students Union 136 221 8.84 13.86
Union
Admin Administration Air-conditioned 114 203 7.52 12.53
Administration Naturally Ventilated 39 80 2.89 4.52
Recreation Recreation Sports/Wet 197 312 12.35 18.42
Recreation Sports/Dry 97 146 5.85 7.92
Unspecified Unspecified Unspecified Do Not Use