PUBLISHER: POLITEKNIK KOTA KINABALU
All rights reserved. No part of this publication may be produced, copied, stored in any retrieval system or transmitted in any form or by any means electronic, mechanical, photocopying, recording or otherwise, without prior permission of the Politeknik Kota Kinabalu. Published by: POLITEKNIK KOTA KINABALU No. 4, Jalan Politeknik, KKIP Barat, Kota Kinabalu Industrial Park, 88460 Kota Kinabalu, Sabah. 088 401800 088 499960 https://polikk.mypolycc.edu.my/ SUSTAINABLE ENERGY MANAGEMENT GUIDELINES Politeknik Kota Kinabalu (online)
List of Abbreviations i List of Appendixes ii 1 Introduction 1 2 Purpose 2 3 Scope of Work 2 4 Definition 4 5 References 5 6 Roles and Responsibilities 6 6.1 Energy Management Committee (EMC) 7 6.2 Center of Sustainable Energy Management (CoSEM) 8 7 Procedures 9 7.1 Management Commitment Declaration 9 7.2 Energy Policy Establishment 9 7.3 Establishment of EMC 11 7.4 Establishment of CoSEM 16 7.5 Establishment of EAC 19 7.6 Training 21 7.7 Energy Management Activities 22 7.8 Renewable Energy Initiatives and Development Program 33 8 Legal Compliance and Other Requirements 34 8.1 Appointment of REEM and CEM 34 CONTENTS
8.2 ASEAN Energy Management Scheme (AEMAS) 39 8.3 AEMAS EMGS 40 9 Operational and Monitoring Control 41 9.1 Operation 41 9.2 Monitoring 41 10 Measurement & Verification (M&V) Guideline 42 10.1 M&V Concepts 42 10.2 M&V Options 42 10.3 IPMVP 47 11 Line of Communication 52 11.1 PKK Facility 52 11.2 EMC 52 11.3 Summary of Energy Management Working Procedure 53 11.4 Documentation 54 12 Internal Audit 56 13 PKK Seven Main Aspects of EMGS 13.1 Terms of Reference (TOR) 111 13.2 Sustainable Energy Management System Manual 124 13.3 Sustainable Energy Management System Master Plan 148 13.4 Sustainable Energy Management System Manual 168 Operation Procedure 13.5 Energy Performance Quarter Year Report 186 13.6 Internal Audit Energy Management Report 194 13.7 Sustainable Energy Management Review Report 212 References 223
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 1 of 223 1 Introduction Today, the world is vastly plagued by environmental pollution and worsening climate change. The impact of these problems had a negative impact on the environment, society as well as the economy. One of the factors that triggers this was the rapid development and mismanaged use of natural resources. Therefore, almost all countries have taken initiatives to reduce and resolve this impact. Educational institutions are seen as key catalysts and platforms in applying the values of awareness, knowledge, and skills to maintain balance, well-being, and sustainable development. The efforts of the Department of Polytechnic Education and Community College (JPPKK) as one of the leading Technical and Vocational Education and Training (TVET) institutions in the country, has produced the PolyCC SmartGreen Blueprint (BSGPC). This positive effort has the ability produce a workforce that adopts green initiatives that support and implements the country's sustainable development initiatives. The second area of the BSGPC focus, Energy Management and Climate Change, looks at maintaining and improving energy efficiency as well as encouraging the use of renewable energy in order to reduce carbon emissions. These efforts need to be supported by the implementation of knowledge dissemination initiatives through education and training in aspects of Carbon Dioxide (CO2) and other greenhouse gas reduction measurements. In accordance to this area of the BSGPC focus, Politeknik Kota Kinabalu (PKK) have initiated the Sustainable Energy Management System (SEMS) through PKK Sustainable Energy Management Committee, which follows the ASEAN Energy Management Scheme (AEMAS) Energy Management Gold Standard (EMGS) standard efficient use of energy.
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 2 of 223 2 Purpose The guideline is intended to provide the minimum requirement necessary for the implementation of SEMS in PKK facilities here in Malaysia. The purpose of this guideline is: a. To provide guidance and clarification on SEMS in order to achieve ASEAN Energy Management Scheme (AEMAS) Energy Management Gold Standard (EMGS) 1-star to 3-star, which results in efficient use of energy; b. To comply with the Efficient Energy Management of Electrical Energy Regulation 2008; and c. To serve as reference for Energy Manager (EM) assessors who are involved in the SEMS monitoring work to ensure the energy audits are accurately carried out, properly documented, and maintained equally throughout the Company’s operations. 3 Scope of Work The scope of work of SEMS as below:- a. To establish, document, implement, maintain, and continually improve on “Efficient Management of Electrical Energy" of PKK Facilities in accordance with the regulatory requirements. b. To comply with all relevant acts and regulations listed below: i. Electricity Supply Act 1990 and Electricity Regulations 1994;
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 3 of 223 ii. Efficient Management of Electrical Energy Regulations 2008 and appointment of Registered Electrical Energy Manager (REEM)/ Certified Energy Manager (CEM) ; and iii. Requirements and regulations of Energy Commission Malaysia. c. To identify, perform, set up energy target, plan and manage the energy consumption through the SEMS: i. To develop, plan and follow procedures in managing the programme; ii. To identify potential source of available renewable energy; iii. To provide technical advice and reports pertaining to energy management; iv. To document the activities and data in the Management Information System (MIS); v. To prioritize and implement energy initiatives focusing first on low investment and quick return; and vi. To achieve AEMAS EMGS 1-Star to 3-Star. d. To provide technical as well as financial evaluation for energy management and energy conservation measures: i. To provide Technical & Financial Analysis reports which include estimated project cost, financial terms, energy saving, and payback period.
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 4 of 223 4 Definition Terms used in the guidelines are defined as follows: AEMAS AEMAS is the world’s first regional certification system for energy managers and energy end-users. Funded by the European Union, it is currently implemented by the ASEAN Centre for Energy in eight (8) ASEAN Member States, namely: Cambodia, Indonesia, Laos, Malaysia, Myanmar, Philippines, Thailand, and Vietnam. REEM Refers to the person certified under the Energy Commission as having the competency in managing electrical energy usage for an EMEER-designated installation and have knowledge of the Acts and Regulations that governs a designated company. CEM Refers to the person that has undergone AEMAS energy management training and is certified. Facility Refers to the Campus A PKK selected building area EMGS EMGS is the energy management system brand delivered and certified by AEMAS to energy end-users based on the excellence of energy management. Energy Audit Energy audits are comprehensive review conducted by Internal or External Energy auditor to evaluate the performance of a facility's systems and equipment. EAC Refers to individual areas (e.g., Departments, Units, or both) identified for the purpose of managing the energy more efficiently.
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 5 of 223 5 References a. Electricity Regulations 1994; b. Electricity Supply Act 1990; c. Safety requirements in working with electrical installations; d. Efficient Management of Electrical Energy Regulations 2008; e. Requirement and regulations of Energy Commission Malaysia; f. SIRIM ISO 50001 Energy Management system or equivalent; g. Malaysian Standard: MS 1525; h. ASEAN Energy Management Scheme (AEMAS); and i. International Performance for Measurement and Verification Protocol (IPMVP).
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 6 of 223 6 Roles and Responsibilities Overview of the top-level management involved in developing the SEMS is shown in Figure 1 with roles and responsibilities also included below. Figure 1: Top-level Management Structure of SEM : Energy Management Committee (EMC)
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 7 of 223 6.1 Energy Management Committee (EMC) a. Establish and manage the activities within the system according to the energy management procedures agreed upon by the entire working organization. b. Establish Energy Management Committee (EMC) and Energy Accounting Centre (EAC); c. Monitor energy consumption (EAC) d. Approve proposals on the Sustainable Energy Management System (SEMS) (e.g., Baseline, Energy Conservation Measures (ECM), Energy Monitoring System, Energy Efficiency Project (EE) and Renewable Energy Project (RE)); e. Approve the proposed programs which include action plan, activities and unit price; and f. Others i. Assessing Energy Management Performance. ii. Analyzing organizational strengths and weaknesses. iii. Comply with relevant acts and regulations. iv. Provide energy policy. v. Determine & set up Energy Accounting Center. vi. Providing EM-WP. vii. Approving relevant work and manual procedures. viii. Approving the Energy Efficiency Index. ix. Approve the preparation of energy targets & plans.
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 8 of 223 x. Gain commitment. 6.2 Center of Sustainable Energy Management (CoSEM) a. Monitor and coordinate energy management activities within the EAC. i. To drive energy management towards continuous improvement and sustainability in an organization. ii. Auditing energy at EAC b. Others i. Formulate energy management policy. ii. Gain the commitment of the PKK community. iii. Planning and organizing, objectives along with target setting. iv. Action plan towards the achievement of energy sustainability. v. Control and monitoring. vi. Maintenance Unit (Energy Infrastructure Management) a. To drive energy infrastructure management towards continuous improvement & sustainability. b. Planning and organizing, objectives and setting targets for improvement energy infrastructure c. Action plan to carry out with continuous monitoring and improvement on energy infrastructure.
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 9 of 223 7 Procedures 7.1 Management Commitment Declaration Headed by Director of PKK, EMC shall be committed to supporting and adding emphasis to its energy management and conservation initiatives, practice energy efficiency and conservation in line with EMEER. 7.2 Energy Policy Establishment An Energy Policy provides the foundation for successful energy management. It formalizes the PKK facility management’s support and articulates the PKK facility’s commitment to energy efficiency for employees, the ministry, and community. The Energy Policy shall be in-line with EMEER. a. Successful organizations have energy policies that describes the following: i. Declaration of Commitment ii. Statement of Policy iii. Objectives ● Short-term objectives; and ● Long-term objectives. iv. Action Plan - Energy Policy Guidelines v. Ways to consume energy in the most efficient approach, cost-effective, and environment friendly. ● To apply the latest technology as well as energy efficiency practices in all aspects of organization operations;
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 10 of 223 ● To maintain and operate existing engineering systems to their optimum efficiency; ● To implement Green Procurement Policy; ● To constantly seek achievable reductions in energy consumption; ● To manage energy efficiency by taking into consideration the applicable statutory requirements and reliable operation of the systems in use for the installation; ● To provide training and information for relevant staff in energy efficiency management; ● To monitor and report on energy performance; and ● To contribute to the national efforts in reducing the emission of CO2. b. In the process to institute an Energy Policy, it is vital to: i. Have the Director of PKK to officially issue the policy; ii. Involvement of key personnel in policy development to ensure buy-in; iii. Tailor the policy to the organization’s culture; iv. Make it plausible to employees and public alike; v. Consider the skills and abilities of management and employees; vi. Include details that cover day-to-day operations; and vii. Communicate the policy to all staff and employees to encourage complete involvement.
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 11 of 223 7.3 Establishment of EMC EMC comprises of a group of personnel involved in executive managerial level. Structure of EMC is shown in Figure 2 below and job descriptions are as follows. Figure 2: Organizational Chart of EMC a. Director of PKK – Chairperson i. To control and ensure the implementation of SEMS achieves the target stated in the PKK energy policy; ii. Facilitate decision making to support the implementation of SEMS; and iii. Mobilize available resources for effective implementation.
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 12 of 223 b. Certified Energy Manager (CEM) / Registered Electrical Energy Manager (REEM) i. Conduct the assessment of energy management performance for PKK; ii. Coordinate with all departments to formulate the EMC; iii. Propose energy management strategy to the EMC; iv. Define and propose criteria to set up the EAC in PKK; v. Coordinate and supervise the implementation of operation procedures; vi. Review the Standard Operating Procedure (SOP) vii. Establish and propose Building Energy Index (BEI) for PKK and each EAC; viii. Establish, propose, implement and monitor ECM projects; ix. Organize and coordinate the establishment of an energy management training plan; x. Review and adjust energy target and plan; xi. Prepare minutes for EMC meetings; xii. Complete and submit monthly energy management report to PKK for verification; c. Head of EAC - Head of Development and Maintenance Unit i. Control, maintain and manage the operation of engineering system and plants in PKK; ii. Provide technical advice to the EMC; iii. Participate in the energy management performance assessment;
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 13 of 223 iv. Facilitate energy audit work program; v. Participate in the performance review to assess the implementation result of the system; and vi. Coordinate and supervise the implementation of equipment operation procedures; vii. Review the Standard Operating Procedure (SOP) d. Head of EAC – Head of Department i. Monitor, control and report the implementation of SEMS at their respective EAC. ii. Provide relevant information or data as required; iii. Participate in the assessment of energy management performance of PKK; iv. Facilitate the energy management training or awareness among the staff as well the end-user. e. Energy Officer – Technical Support (Energy Efficiency/Renewable Energy, Monitoring System) i. Provide technical support to the EMC; ii. Facilitate the acquisitions of technical and clinical data; iii. Participate in the PKK energy management performance assessment; iv. Review energy target and plan; v. Review the BEI for the PKK and each EAC, proposed by EM;
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 14 of 223 vi. Assist in conducting the energy audit at PKK; vii. Analyze energy audit data and prepare energy audit report; viii. Assist in monitoring the ECM’s implementation; ix. Participate in the performance review to assess the implementation result of the system; and x. Verify and approve payments. f. Energy Officer – Administration, Records and Human Resources i. To provide relevant technical and clinical data as necessary; ii. Participate in the PKK energy management performance assessment documentation; iii. Facilitate the energy management training and / or awareness training among the staff as well the end-user; and g. Head of EAC – Quality Unit i. To consult criteria to fulfill the accreditation and certification requirement. ii. Facilitate on accreditation budgeting projection and application through ‘Anggaran Belanja Mengurus’. iii. Participate in the PKK energy management performance assessment documentation; iv. Supervise the implementation of operation procedures; v. Review the Standard Operating Procedure (SOP)
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 15 of 223 h. Ekosistem Kondusif Sektor Awam i. To provide relevant technical and clinical data as necessary; ii. Participate in PKK’s energy management performance assessment; iii. Action plan towards the achievement of energy sustainability. iv. Gain the commitment from each EAC / zone. v. Awareness campaign through EKSA Energy Corner (Energy Information) vi. Facilitate the energy management training or awareness among the staff as well the end-user.
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 16 of 223 7.4 Establishment of CoSEM Figure 3: Organizational Chart of CoSEM a. Certified Energy Manager (CEM)/Registered Electrical Energy Manager (REEM) i. Conduct the assessment of energy management performance for PKK; ii. Coordinate with all departments to formulate EMC; iii. Propose energy management strategy to the EMC; iv. Define and propose criteria to set up the EAC in PKK; v. Coordinate and supervise the implementation of operation procedures; vi. Review the Standard Operating Procedure (SOP)
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 17 of 223 vii. Establish and propose Building Energy Index (BEI) for PKK and each EAC; viii. Establish, propose, implement and monitor ECM projects; ix. Organize and coordinate the establishment of an energy management training plan; x. Review and adjust energy target and plan; xi. Prepare minutes of EMC meetings; xii. Complete and submit monthly energy management report to PKK for verification; b. Energy Officer – Technical Support (Energy Efficiency / Renewable Energy / Monitoring System / Training / Maintenance/Audit) i. Provide technical support to the EMC; ii. Facilitate the acquisitions of technical and clinical data; iii. Participate in the PKK energy management performance assessment; iv. Review energy target and plan; v. Review the BEI for the PKK and each EAC, proposed by EM; vi. Assist in conducting energy audit at PKK; vii. Analyze energy audit data and prepare energy audit report; viii. Assist in monitoring the ECM’s implementation; ix. Participate in the performance review to assess the implementation result of the system; x. Verify and approve payments.
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 18 of 223 xi. Study and analyze energy audit findings and determine ECM (Energy Efficiency) xii. Study and analyze energy audit findings and determine ECM on RE (Renewable Energy) xiii. Drive and accelerate online monitoring system implementation (IoT Energy Monitoring) xiv. Conduct Training Needs Analysis (TNA) and implement technical to train the technical staff and the SIT on specific methodology and / or technology to improve energy efficiency and non-technical awareness training; in order to motivate and raise the PKK’s staff, public and other end user’s awareness on the SEMS (Energy Training) xv. Study and analyze energy audit findings and determine ECM on maintenance perspective (Maintenance & Development) c. Energy Officer – Administration, Records and Human Resources i. To provide relevant technical and clinical data as necessary; ii. Participate in the PKK energy management performance assessment documentation; iii. Participate in the PKK energy management performance assessment documentation; iv. Review the Standard Operating Procedure (SOP)
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 19 of 223 7.5 Establishment of EAC EAC is defined as the focused area that consists of Building / Department or Major Plant / System or combination of both. Descriptions of the EAC are as follows: a. The requirement of the EAC will depend on the number and size of the EAC and the condition of each organization; b. Trained personnel are responsible to ensure the energy management activities are carried out; c. Where applicable, EAC shall establish Sustainability Improvement Team (SIT); and d. For the generic structure of EAC, refer to Figure 3 below. Figure 4: Structure of EAC
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 20 of 223 PKK EAC structure is as tabulated in Table 1. Table 1: Energy Accounting Center EAC No. Building / Major Engineering System Functional Area Head of EAC Remarks EAC-1 Zon A Core A and Security Guard House EKSA Zone A Leader Categorized by Building Floor EAC-2 Zon B ULPL EKSA Zone B Leader Head of Unit - ULPL Categorized by Building Floor EAC-3 Zon C JKA EKSA Zone C Leader Head of Department - JKA Categorized by Building Floor EAC-4 Zon D Harum’mas EKSA Zone D Leader Head of Department – JP, JPH, JPA & ICT Categorized by Building Floor EAC-5 Zon E JKM EKSA Zone E Leader Head of Department - JKM Categorized by Building Floor EAC-6 Zon F JKE EKSA Zone F Leader Head of Department - JKE Categorized by Building Floor EAC-7 Zon G Islamic Center, Cafetaria EKSA Zone B Leader Islamic Center Committee Categorized by Building Floor EAC-8 Zon H UPA & UPS EKSA Zone B Leader Categorized by Building Floor EAC-9 Zon I Students residential hostel EKSA Zone B Leader Warden Categorized by Building Floor
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 21 of 223 7.6 Training a. Awareness Training The awareness training is to motivate and raise the PKK’s staff, public and other end user’s awareness on SEMS. The training is designed to give exposure and acts as a platform to convey the energy policy to all relevant party. b. Technical Training The technical training is to train the technical staff and the SIT on specific methodology and/or technology to improve energy efficiency. The technical training is specified as follows: i. Conducted by REEM/CEM/Energy Officer and/or Certified Training Provider; ii. Topics covered must be relevant to the intended purposes; and iii. Training attendance will be audited and shall be maintained by the EMC for record purposes.
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 22 of 223 7.7 Energy Management Activities a. Assess Current Performance i. Understanding current and past energy use as to improve energy performance and gain financial benefits; ii. Periodic performance assessment to evaluate energy use for all major facilities and functions in the PKK Facility and establishing a baseline for measuring future results of efficiency efforts; and iii. Assessing energy performance helps to: ● Categorize current energy use by operating division, facility etc.; ● Identify high performing facilities for recognition and replicable practices; ● Prioritize poor performing facilities for immediate improvement; ● Understand the contribution of energy expenditures to operating costs; ● Develop a historical perspective and context for future actions and decisions; and ● Establish reference points for measuring and rewarding good performance. Assessment checklist for the current performance assessment is provided in Appendix B/ Internal Audit Energy Management Report Procedure
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 23 of 223 b. Establishing Baseline i. Measuring energy performances at a specific time to establish a baseline and provide the starting point for goal setting and evaluating future efforts and overall performance. Baseline should be established for all levels appropriate to the PKK Facility’s organization; and ii. The main steps involve using the date collected to: ● Establish base year — establish a base year data using independent variable factors. Use the most complete and relevant sets of data available; ● Identify metrics — Select units of measurements that effectively and appropriately express energy performance for PKK Facility’s organization (e.g. kWh or kWh/ m2 /year); and ● Publish results — Announce performance baseline to facilities, managers, and other relevant parties in PKK Facility’s organization. Established initial guideline will be based on available data stated below and shall be revised as and when data is available. Data required for the baseline setting includes: ● Electricity consumption data (Electricity bill-kWh) ● Addition/Omission of energy asset ● Gross floor area (m2 ) ● Air-conditioned area (m2 ) ● Cooling degree days (CDD) ● Working hours (# of days)
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 24 of 223 ● Term/Mid term holidays (# of days) An illustration of energy target example shown on the Figure 4 below includes guidelines established at specific time. Based on the guidelines established, the energy saving required can be quantified leading to the targeted energy consumption. Figure 5: Example - Illustration of Energy Target / Baseline Data needed for the baseline can be gathered from various factors related of which the template is provided in Appendix B. c. Benchmarking i. Benchmarking can be done in variety of ways. PKK Facility performance may be benchmarked to:
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 25 of 223 ● Past performance — A comparison of current versus historical performance; ● PKK industry average — Based on an established performance metric, such as the recognized average performance of a peer group; ● Best in class — Bench marking against the best in the PKK industry and not the average; and ● Best Practices — A qualitative comparison against certain, established practices considered to be the best in the PKK industry. ii. The key steps in benchmarking includes: ● Determine the level of benchmarking (for example — equipment, facility or organizational); ● Develop metrics; ● Conduct comparisons; and ● Track performance over time. iii. It is important to rate the performance of entire building portfolio. This type of comparison allows CEM or REEM to identify inefficient buildings for upgrades.
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 26 of 223 d. Data Analysis i. Analyzing data to determine energy use trends can help hospitals to gain better understanding of the factors that affect energy performance and identify steps for reducing energy consumption. ii. There are varieties of ways that data can be analyzed depending upon the needs of the building. The following analysis provides a starting point. ● Quantitative and Quantitative Review are done to: - Compare areas where more information is needed; - Compare the use and performance data of similar facilities in TVET education institutional; - Assess the developed profiles — Identify energy consumption peaks and valleys, and determine how they relate to operations or key events; and - Financial impacts — Identify areas of high-cost energy use. ● Identify data gaps — Determine by: - Conduct of interviews — To seek opinion from users, experience and experts in systems-specific information (e.g. Mechanical Ventilation, and Air Conditioning (MVAC), lighting, refrigeration), and in-house audits or surveys; and - Review policies and procedures — Review PKK policies and operating procedures to determine their impact on energy use.
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 27 of 223 e. Conduct Technical Assessments and Energy Audits i. Knowing the PKK building baseline energy use and the relative performance of the entire portfolio is only part of the information needed, periodic assessment of the performance of equipment, processes, and systems will help to identify opportunities for improvement. ii. Energy audit shall be performed by internal energy auditor(s) or appointed external energy auditor(s). iii. The main steps for conducting technical assessments and audits are as follows: ● Assemble audit team — Experts should cover all energy-using equipment, processes and systems. Internal and external experts support may be helpful and provide an objective perspective or specific expertise; ● Plan and develop an audit strategy — Identify and prioritize systems for evaluation, assign team members to tasks, and schedule completion dates for the activities. Use benchmarking results to identify poor-performing facilities whose equipment and systems should be targeted for evaluation; and ● Create audit report — Based on the audit results, produce a detailed summary of actual steps that can be taken to reduce energy use. The report should recommend actions from simple adjustments in operation to equipment replacement. Estimates of resource requirements for completing actions should also be included.
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 28 of 223 f. Type of Energy Audit i. Three (3) types of energy audit are discussed below with the flowchart of an audit process is provided in Figure 5. ● Preliminary Audit - Evaluating Energy consumption; - Energy bill analysis and Building Energy Index (BEI); and - Identifying areas for potential saving. ● Detailed Audit using input from preliminary Audit - Identification of energy sources; - Determination of equipment and system performances; - Performance evaluation with reference to design standards; - Investigation and measurement to identify potential saving; and - Analysis of saving measures using technical and economic evaluation. ● Investment Grade Audit using input from detailed audit - Involve high cost, complex system; and - Longer period for investigation and monitoring.
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 29 of 223 Figure 6: Energy Audit Flowchart Record No Item 1 Internal Audit Energy Management
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 30 of 223 g. Energy Target, Plan and AEMAS Accreditation i. Energy target drives energy management activities and promote continuous improvement. Setting clear and measurable target is critical for understanding the intended results, developing effective strategies, and reaping financial gains. ii. Well-stated target guides the decision-making and is the basis for tracking and measuring progress. Communicating and posting goals can motivate staff to support energy management efforts throughout the PKK Facility’s organization. iii. The REEM/CEM (where applicable) in conjunction with the SIT typically develops the energy target. iv. Setting energy target helps the REEM/CEM to: ● Set the tone for improvement throughout the organization; ● Measure the success of the SEMS; ● Help the SIT to identify progress and setbacks at facility level; ● Foster ownership of energy management, create a sense of purpose and motivate staff; ● Demonstrate commitment to reduce environmental impacts; and ● Create schedules for upgrade activities and identify milestones. v. When setting energy target, be sure to use the SIT's wide range of knowledge to help set aggressive, yet realistic goals. Have PKK facility management review the goals to enlist their feedback and support.
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 31 of 223 h. Established Systems and Processes to Reach Energy Target i. This is required to improve energy performance, including energy efficiency and intensity that will contribute to reduction of costs through systematic means in energy management in all types of organization. i. Technical and Financial Analysis i. To perform measurements for each parameter that is required for energy saving. ii. To quantify energy saved from each of energy saving measure. iii. To display energy flow-energy balance sheet/chart/graph. iv. To explain deviations in results of energy analysis. v. To determine the trend and progress of energy costs. vi. To make comparison between target and actual state of energy saving programme. vii. To determine results-analysis of organizational and technical weaknesses assessment of results and recommendation of measures for future improvement. viii. Technical and Financial Analysis Report shall include estimated project cost, financial terms and energy savings. j. Energy Conservation Measure i. No or low investment measures (Payback period up to 3 years) ● The measures involved in improving the operation of the equipment and controlling of daily working practices of staff.
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 32 of 223 ii. Medium investment measures (Payback period 3 to 5 years) ● The measures involved in the improving of the efficiency of the equipment and improving maintenance of the equipment. iii. Large investment measures (Payback period above 5 years) ● The measures involved in the improving of efficiency of the system or process by implementing new technology or major process change. k. Management Review Establish annual Energy Management Report to PKK Facility Director. The report shall include but not limited to: i. Documentation of data; ii. Energy Management; iii. Target and Improvement Measures; and iv. Responsibilities. Refer to Appendix D for the summary template of the Energy Management Report.
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 33 of 223 7.8 Renewable Energy Initiatives and Development Program Apart from the energy management activities, PKK shall investigate potential sources of renewable energy within the PKK building perimeter. Upon identification of potential sources, proposal shall be made which includes action plan, measurement for verification, and documentation for continuous improvement. a. Working structure and responsibilities are as follows: i. PKK shall: ● Propose to EMC for Low Voltage Solar PV system and propose to Jabatan Pendidikan Politeknik and Kolej Komuniti (JPPKK) for High Voltage Solar PV system which involves third party such as Energy Saving Company (ESCO) the appropriate renewable energy system; ● Establish and maintain renewable energy management action plans to achieve its objectives and targets; and ● Identify training needed for selected personnel in the implementation team to ensure sustainability of the projects. ● Accept and accommodate the renewable energy system that has been approved by JPPKK which follow SEDA regulations and legislation standard; and ● Ensure that energy has been efficiently used by adopting renewable energy management systems to achieve desired results and for continual improvement.
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 34 of 223 8 Legal Compliance and Other Requirements 8.1 Appointment of REEM and CEM a. REEM shall be appointed by PKK which consumes 3,000,000 kWh or more of electrical energy for six (6) consecutive months. In accordance with clause 3(1)(a) of ‘Efficient Management of Electrical Energy Regulations 2008’ which is effective from 15 December 2008; for any building which receives electrical energy from a licensee or supply authority with a total electrical energy consumption equal to or exceeding 3,000,000 kWh as measured at one (1) metering point or more over any period not exceeding six (6) consecutive months, the Energy Commission Malaysia (Suruhanjaya Tenaga Malaysia) may, at any time by written notice, to the building owner to: i. Appoint or designate a REEM; ii. Submit a written confirmation of such appointment or designation (name, particulars, date of expiry of registration); iii. Submit information that are as follows: • Statement of policy for efficient electrical energy managementof the installation; • Objectives of efficient electrical energy management; and • Accounts and documents pertaining to efficient electricalenergy management. iv. Submit reports – in Form A and a declaration by the REEM for the installation in Form B of the Second Schedule; v. Submit any other information that the Commission may require.
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 35 of 223 b. Appointing a REEM, who is registered with Energy Commission Malaysia (Suruhanjaya Tenaga Malaysia), is a critical component of a successful energy program in PKK. However, if in circumstances where REEM is not required, the typical efficient energy programs shall be implemented as well by appointing a CEM whereby he/she is not necessarily registered with Energy Commission Malaysia (Suruhanjaya Tenaga Malaysia). PKK shall appoint the CEM. c. It is important that REEM/CEM, SIT, PKK’s management, and staff to understand the structure and framework within, which can influence the energy usage. d. Functions and duties of REEM as stipulated in the regulation are as follows: i. To audit and analyze the total electrical energy consumption; ii. To advise in developing and implementing measures to ensure efficient management of electrical energy at the installation; iii. To monitor the implementation effectiveness of the measures; iv. To supervise the keeping of records on efficient management of electrical energy at the installation and verify its accuracy; and v. To ensure the timely submission of information and reports under the regulations.
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 36 of 223 Table 2 indicates the specific functions and duties of REEM and CEM. Table 2: Functions and Duties of REEM and CEM Item Functions and duties REEM CEM 1 To audit and analyze the total electrical energy consumption at the installation, including the significant end use of electricity. To audit and analyze the total electrical energy consumption at the installation, including the significant end use of electricity. 2 To advise the PKK’s EMC in developing and implementing measures to ensure the efficient management of electrical energy on installation. To advise the PKK’s EMC in developing and implementing measures to ensure efficient management of electrical energy on installation. 3 To monitor the effective implementation of the measures referred to in item (2) above. To monitor the effective implementation of themeasures referred to in item (2) above. 4 To supervise the keeping of records on efficient management of electrical energy at the installation and verify its accuracy. To supervise the keeping of records on efficient management of electrical energy at the installation and verify its accuracy.
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 37 of 223 Item Functions and duties REEM CEM 5 To ensure that PKK submits to the Suruhanjaya Tenaga Malaysia the information and report as follows: i. Information regarding – • The statement of policy for efficient electrical energy management of the installation; • The objectives of efficient electrical energy management; and • The accounts and documentspertaining to efficient electrical energy management. ii. Report in Form A of the Second Schedule that has been signed. iii. Declaration by the REEM for the installation in Form B of the Second Schedule To submit to PKK Director/EMC PKK the information and report as the follows: (i) Information regarding – • The statement of policy for efficientelectrical energy management of the installation; • The objectives of efficient electricalenergy management; and • The accounts and documents pertaining to efficient electrical energy management. All the above information and reports in item (5) shall be submitted to PKK Director/EMC PKK quarter year.
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 38 of 223 Item Functions and duties REEM CEM iv. Any other information, whichthe Energy Commission may require. All the above information and reports in item (5) shall be submitted not later than thirty days after the expiry of six consecutive months from the date of the written notice from the Commission and for every six months onwards. Additional information required by the Energy Commission shall be furnished within such period as specified in the relevant notice. e. REEM/CEM is the core point of the energy efficiency program and requires support in order to successfully implement the program. Other REEM/CEM activities include: i. Co-ordinate day-to-day energy management; ii. Collect energy consumption and cost data and develop monitoring systems;
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 39 of 223 iii. Promote energy awareness and develop staff motivation; iv. Obtain the acceptance and support of staff at all levels; v. Educate staff in energy management techniques and efficient operating practices; and vi. Ensure adequate control and monitoring facilities are available. b. REEM/CEM shall report all their energy management activities to the PKK management and participate in the EMC. REEM/CEM must submit and report all the relevant reports to PKK Director/ EMC meeting which meets every SIX (6) months but PKK Director can request for information or reports pertaining to the energy management at any time in between the quarterly meeting interval. REEM/CEM must also ensure that all the relevant departments’ EMCs are active and meet as scheduled. 8.2 ASEAN Energy Management Scheme (AEMAS) The overall objective of AEMAS is to reduce energy consumption in the industrial sector and thus reduce greenhouse gas emissions in ASEAN countries via a systematic energy management approach. The project involves the certification of companies based on the newly launched ISO 50001 standard and some criteria specified by the scheme. ASEAN Centre for Energy (ACE) has appointed MGTC as the Country Coordinator in Malaysia for AEMAS.
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 40 of 223 8.3 AEMAS EMGS To be certified under AEMAS, the companies or organizations will be evaluated on their energy management performance based on the level of fulfillment of the following aspects: a. Management; b. Organization; c. Process; d. Information; e. Financial; f. Social responsibility; and g. Achievement. The certification starts with the 1-Star, 2-Star, and finally 3-Star EMGS ratings and it depends on the achievement as spelled out in the AEMAS requirement. Refer to the description of EMGS rating in Appendix D. To be eligible for EMGS 1-Star, 2-Stars, and 3-Stars certification, the energy enduser requirements are shown in the attachment. The validity of certification is 2 years from the time it was awarded. This certification cannot be renewed and should be upgraded to a 2-star rating. If the 2-star rating is not achieved within 2 years, the 1-star certification rating is withdrawn. Companies can re-apply for a 1-star certification rating again after three (3) years (minimum) from the date the certification was withdrawn.
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 41 of 223 9 Operational and Monitoring Control Guidelines for operation and monitoring are as below. 9.1 Operation a. Maintain daily and monthly energy log sheets for regular operation and monitoring. The energy log sheets are attached in Appendix E. b. Energy consumption for each area, equipment, or system shall be gathered using the template provided in Appendix E. c. Submission of Energy Management Report to E M C PKK shallinclude the templates attached in Appendix F. d. Follow the equipment manufacturer’s operation start-up and stop. e. Operators shall be trained and performance measured as per equipment operated. They shall possess adequate knowledge and sensitivity towards abnormalities in system operation. 9.2 Monitoring a. Scheduled monitoring and maintenance between reasonable intervals to check operational against designed technical and financial parameters. b. Documentation process to register critical maintenance records on designated assets; such process shall facilitate management decision on critical activities such as overhaul, refurbishment and total replacement. Record No Item 1 SEM Manual Operation Procedure
Guidelines on Energy Management No. Procedure No. Issue 01 No. Amendment - Effective Date 02/09/2022 Page 42 of 223 10 Measurement & Verification (M&V) Guideline Measurement & Verification (M&V) is the process to ensure that the saving will be quantified after implementing the energy conservation measures. It is important to choose an appropriate measurement and verification method in any proposed improvement analysis. 10.1 M&V Concepts Energy saving results after implementation must be measured and verified against the baseline energy consumption of the organization or machine/equipment. In general, energy saving can be determined by comparing energy use before and afterimplementation as shown in Equation 1 below. Energy Savings = (Baseline Energy – Reporting Period Energy) +/- Routine Adjustments +/- Non-Routine Adjustments The “adjustment” is the factor to bring the baseline energy use and post-retrofit energy use to the same condition. Normally, the affected conditions are weather, occupancy rate, the number of machines, and level of output, etc. with the “adjustment” can be either positive or negative. 10.2 M&V Options To determine the energy savings according to the M&V concepts, the proper type of measurement has to be selected to suit the implemented ECMs and investment criteria of the organization.