What to do and how to do it
To carry out the review consider the following tasks:
Set the objectives of the review
Are you conducting a review of the whole system or is it part of a rolling programme?
Define the scope of the review
The scope of the review may cover all elements of the Energy MAP or selected elements as part of a rolling review programme. Alternatively you may look at different sites at different times.
Schedule and plan the review
Where on-site investigation is to be carried out make sure you notify all those involved a reasonable time before the review date. This is particularly applicable to plant areas and functions, or where more detailed information is required.
Identify priority topics
This can be related to the implementation of your programme plan, your significant energy users or other areas that may be of concern such as awareness, monitoring or others.
Gather background information
This could include previous reports, training records, information on a facility, or other issues.
Conduct the review and collect the information
- The information will consist of physical evidence, documentation, verbal and circumstantial evidence.
- Record any new opportunities discussed / identified on your Register of Opportunities.
- Evaluate and report the findings.
- Decide on resulting actions to be taken and assign responsibilities and timescales.
- Follow up on actions to ensure completion. You must make sure that any gaps or deficiencies identified, are corrected.
You can carry out this step in a number of ways:
- A rolling review programme that progressively addresses all elements of the Energy MAP.
- You may also consider conducting a formal internally or externally-managed Energy MAP audit
See Step 19 Guide 1 for details on the areas to examine in your Review.
Tip: discuss with the people who work in the area, any problems identified so as to confirm that your understanding is correct.
Possible problems and how to deal with them
Preparation. Lack of planning and preparation can result in a delayed or even aborted review. You should gather sufficient background information to enable you to carry out the review, and also notify in advance, those who will be involved in the review. This will help avoid confusion and facilitate the review process.
Third party. If you are the one responsible for managing the Energy MAP then you may not be the most appropriate person to carry out the review, because you are too close to the programme. You could employ a third party either internally or externally to conduct the review, in order to make it more objective.
How long does it take to complete this step?
Depending on the size of your organisation, the actual time to conduct the review could take anything from several days to more than a week. You will need to start planning the review well in advance in order to gather the background information and inform the necessary people.
How do I know when I have completed this step?
You have completed this step when:
- You have developed a review programme and conducted an Energy MAP review.
- The findings have been reported, actions identified and responsibilities assigned.
- These actions have been followed up, the outcomes monitored and the necessary changes made.
What do I do next?
Your review can be used to provide input to the next step, the annual Management Review.
