This step is relevant to sections 4.2.1 and 4.7.3 e) of the ISO 50001-2011 standard.
Thus far, the eGuide for Level 2 (ISO 50001) has taken you through the “PLAN” processes of the PLAN-DO-CHECK-ACT continual improvement framework of the energy management system (EnMS). At this point in the development of your EnMS, it is time to step back and perform a reality check on resources. This is important for several reasons.
First, actions plans are the mechanisms used to achieve the energy objectives and targets. Action plans will not succeed if the necessary resources are not allocated.
Second, having spent considerable time and effort to this point on developing the “PLAN” processes of the EnMS, it is appropriate to check on the level of resources for this effort, as well as any lessons learned so far, and to make any adjustments needed as you move forward to the next phase of EnMS development and implementation.
Finally, regular reporting to top management on progress and accomplishments supports ongoing management commitment to the implementation and operation of the EnMS. A good time to take stock of what you have done is now, when you have completed initial implementation of the “PLAN” processes and need to ensure that top management allocates the resources needed for the action plans.
Organizations with ISO 9001-2008 (quality) and/or ISO 14001-2004 (environmental) management systems have similar requirements to ensure the allocation of resources needed to establish, operate and improve the management system. These same resource allocation processes also might be appropriate for an ISO 50001 system.
How to do it
There are two tasks needed in order to ensure proper resources are allocated:
3.1.1 Communicate and allocate resources needed for action plans
It is the responsibility of top management to provide the resources needed to improve energy performance. This involves not just approval of resources, but actual allocation of them. It is the responsibility of the management representative to report to top management on energy performance, and that includes communicating the resources needed for the action plan(s), which are the means for achieving the energy objectives and targets.
The resources needed to implement your planned improvements should have already been identified as part of developing and documenting your action plan(s) (see Step 2.11). The resources identified should not be limited to financial resources, but also should include any needed personnel and equipment or supplies. Providing this level of resource information ensures that needs and expectations for the action plans are clearly identified for top management’s consideration.
Communicating to top management the resources needed for the action plans is best accomplished as part of management’s review and approval of the energy objectives and targets. It is at that time that the proposed action plan(s), with resource information included, is typically presented. However, sometimes the energy objectives and targets are established before the action plan(s) is fully developed. Regardless, the management representative should perform any follow-up needed to ensure that the resources required to execute the action plan(s) are actually allocated, once top management has approved. This can involve confirming with individual managers that the personnel resources needed from their areas have been allocated.
3.1.2 Identify, communicate and allocate resources needed for continued EnMS implementation
Before moving forward with implementing the "DO" processes of the EnMS, it is helpful to perform a sanity check on the resources that have been expended up to this point on EnMS implementation.
The first part of this sanity check involves reviewing the resources needed to support the implementation effort itself and determining if there are issues that need to be addressed. This includes personnel and personnel time, as well as any needed funds or other resources such as meeting space, computers or other equipment. Some key questions to consider are:
Do we have the right people involved?
Have the assignments been made so that all tasks are covered?
Are the assignments appropriate?
Has management made available the personnel time needed for EnMS development?
Have allocated funds been sufficient so far (e.g., for purchasing copies of the ISO 50001 standard, energy team training, software, hardware, etc.)?
Depending on the results of the sanity check, the management representative, with support from the energy team, should identify any EnMS implementation resource issues and new or changed resource needs. This information, including with any proposed adjustments to resources, needs to be clearly outlined and communicated to top management, which is responsible for providing the resources needed to establish, implement, maintain and improve the EnMS (see Step 1.9). Top management should fully understand what is needed for continued EnMS implementation, particularly in terms of personnel time, which can prove challenging during initial EnMS implementation.
It is also at this point in the EnMS implementation that the energy team should identify and consider any EnMS implementation lessons learned and communicate them to management. Consider whether changes are needed in your approach to managing the next phase of EnMS implementation. Some key questions for the energy team and management could include:
What worked well in this first phase of EnMS implementation?
What didn’t work well in this first phase of EnMS implementation?
Were there any unexpected challenges? If so, were they addressed effectively?
Were there any unexpected benefits?
Do you need to make any changes moving forward?
Use this information to make any needed adjustments to your energy team and its approach.
Resources & Examples
This form helps you ensure that the resources needed for the action plan(s) are clearly identified and documented so they can be appropriately communicated to top management:
The following resources provide information needed to understand EnMS documentation and make decisions on what documents and records are needed for your EnMS.
