Step 2.3 Collect energy bills and other data
Once you’ve identified your energy sources and uses, you’ll need to collect your organization’s energy/utility bills and any other data you identified in Step 2.2.3. Based on your identified energy data needs your organization should develop a data collection process that includes assigning responsibilities for data collection and handling. And it’s important to collect data on a regular basis and keep that data up to date.
Advancing from Foundational Level 1 to ISO 50001 Level 2 for Step 2.3
Level 2 (ISO 50001) activities will build on the data collected for Level 1, foundational energy management. Utility bills are a chief source of energy data at Level 1, however, determining energy performance may require data associated with certain energy uses. At Level 2 you may have to consider the installation of submeters, using portable meters or collecting name plate data for analysis of energy performance. You will also need to assign data collection roles and responsibilities and ensure that qualified personnel are responsible for data collection and analysis. In Level 1 you entered the data in a central location and, while not required by ISO 50001, is a good idea in Level 2 for organizing and storing data for easy access.
Advance to Next Level
How to do it
There are three associated tasks you will need to complete:
- 2.3.1 Collect data
- 2.3.2 Assign roles and responsibilities for data
- 2.3.3 Enter data in a central location
2.3.1 Collect data
Refer back to and review the three worksheets you completed in Step 2.2. In this step, you will collect data associated with each of the energy sources listed, as well as any other relevant data identified in Step 2.2.3. You should be able to view your energy bills online through your utility or you can use your monthly paper bills. It will save you time and cut down on data entry errors if you use the online bills—so if you don’t yet have an online account, this is a great opportunity to sign up for one.
Using energy bills from at least a 12-month period is ideal so you can get a sense of your energy consumption throughout the hot and cold seasons. If your organization’s utility bill records are incomplete or don’t go back very far, try directly contacting the energy utility. Utilities typically have records of your energy bills and can provide them to you to fill in any gaps.
2.3.2 Assign roles and responsibilities for data
It’s important to ensure you continuously collect data to keep everything up to date. Assigning roles and responsibilities will help your organization develop a sustainable data collection process. Consider who should be assigned to the following roles and responsibilities:
- Identify needed data
- Determine data source and form
- Determine location of data and frequency of collection
- Acquire data
- Verify accuracy of data
- Enter data in a central location (see also Step 2.3.3)
- Check functioning of collection processes
- Study process to determine if something is missing
To accurately collect data, you should ensure each person responsible for collecting data is appropriately trained for their responsibilities. To help with assigning roles and responsibilities, consider filling out the Data Collection Management Matrix to document the data requirements, its location, collection details and responsibilities. An Example Data Collection Management Matrix Industrial and Example Data Collection Management Matrix Commercial provide samples using this form to help document data location and collection.
2.3.3 Enter data in a central location
It’s best to enter data in a central location to allow for easy access. For example, you can maintain a well-organized folder structure on your organization’s computer system to store the various data you need to collect. You should try to make sure your structure is accessible, simple, and easy to follow so that other members of the energy team can easily access data when needed.
In addition, you can utilize the DOE Energy Footprint tool to help you organize your organization’s energy related data. The Energy Footprint Tool allows you to enter data on a monthly basis for up to 10 years for the following variables:
- Energy sources
- Utility costs
- Production rates
- Operating hours
- Building and facility occupancy rates
- Meteorological data – heating and cooling degree days, mean temperature
- Major equipment data
- Submeter data
Resources & Examples
- DOE Energy Footprint Tool: This tool helps you organize your organization’s energy related data. The Energy Footprint Tool allows you to enter data on a monthly basis for up to 10 years for a variety of variables.
- EPA ENERGY STAR Guidelines for Energy Management: Contains a step-by-step road map for continuous improvement, based on best practices as compiled by the EPA ENERGY STAR Program. Refer to Step 2.1 of the ENERGY STAR Guidelines for guidance specific to eGuide Step 2.3.
- Northwest Energy Efficiency Alliance (NEEA) Continuous Energy Improvement (CEI) for Industry Tool: NEEA’s CEI system provides a methodology and tools that support achieving energy management goals and objectives through progressive steps. Refer to Step 3.1 of the NEEA Tool for guidance specific to eGuide Step 2.3.
- Energy Management Package for Small Commercial Buildings: Best practices guide and energy management package for heating, ventilation, and air conditioning (HVAC) contractors to deliver energy management services to small commercial buildings. Refer to Elements E1 and E2 of the Package for guidance specific to eGuide Step 2.3. There is a helpful list of benchmarking and monthly data tools shown on page 9 of this guide.
- Sustainable Energy Authority of Ireland (SEAI) Energy MAP: SEAI’s Energy MAP tool provides a step-by-step guide to creating a best practice action plan for energy management. Refer to Step 6 of the SEAI Energy MAP for helpful guidance specific to eGuide Step 2.3.
