ISO 50001 Manual

CU-SHE-PROC3.
48 Energy Management System Manual

Version 2.2
Approval date: May 2021
Energy
Management
System Manual
Page 1 of 53
This document is uncontrolled when printed - check for continued validity.

CU-SHE-PROC3.48 Energy Management System Manual
Version 2.2
Table of Contents
1 Purpose.............................................................................................................................. 4
2 Common Acronyms .......................................................................................................... 4
3 Common Terms and their Definitions.............................................................................. 5
4 Context of the Organisation ............................................................................................. 7

4.1 Understanding the Organisation and its Context 7
4.2 Understanding the Needs and Expectations of Interested Parties 10
4.2.1 Identification of Relevant Legislation 11
4.2.2 Responsibilities 11
4.2.3 Ensuring Compliance 11
4.2.4 Related Documents and Websites 12
4.3 Determining the Scope of the Energy Management System 12
4.4 Energy Management System 12
4.5 Related Documents 12
5 Leadership....................................................................................................................... 13
5.1 Leadership and Commitment 13
5.1.1 Related Documents 15
5.2 Energy Policy 17
5.3 Organisational Roles, Responsibilities and Authorities 17
6 Energy Planning.............................................................................................................. 20
6.1 Actions to Address Risks and Opportunities 20
6.2 Objectives, Energy Targets and Planning to Achieve Them 24
6.3 Energy Review 25
6.4 Energy Performance Indicators 26
6.5 Energy Baseline 26
6.6 Planning for Collection of Energy Data 27
7 Support ............................................................................................................................ 30
7.1 Resources 30
7.2 Competence 30
7.3 Awareness 31
Page 2 of 53

Version 2.2
7.4 Communication 33
7.5 Documented Information 37
7.5.1 General 37
7.5.2 Creating and Updating 37
7.5.3 Control of Documented Information 37
8 Operation ......................................................................................................................... 40
8.1 Operational Planning and Control 40
8.2 Design 42
8.3 Procurement 43
9 Performance Evaluation ................................................................................................. 44

9.1 Monitoring, Measurement, Analysis and Evaluation of Energy Performance and the EnMS 44
9.1.1 General 44
9.1.2 Evaluation of Compliance with Legal Requirements and Other Requirements 47
9.2 Internal Audit 47
9.3 Management Review 48
9.3.1 Planned Intervals 48
9.3.2 Items to be Considered 48
9.3.3 Further inputs to the Management Review 49
9.3.4 Output from Management Review 49
10 Improvement.................................................................................................................... 50
10.1 Nonconformity and Corrective Action 50
10.2 Continual Improvement 50
10.2.1Related Documents 51
11 Document Control ........................................................................................................... 52
Page 3 of 53

Version 2.2
1 Purpose
This document sets out the system to manage energy at the Cranfield campus and COTEC site
in line with the International Standard for Energy Management Systems ISO 50001:2018.
This document is applicable to employees, students, visitors and contractors at the University’s
Cranfield campus and at COTEC.
2 Common Acronyms
ACRONYM MEANING
ACI Air Conditioning Inspection
BEE Board for Energy and Environment
CDS Cranfield Defence and Security
CHP Combined Heat and Power System
CoP Code of Practice
CO2e Carbon Dioxide equivalence
CRC Carbon Reduction Commitment
DEC Display Energy Certificate
DH District Heating System
E&E / EET Energy & Environment Team
EMS Environmental Management System
EnB Energy Baseline
EnMS Energy Management System
EnPI Energy Performance Indicator
EPC Energy Performance Certificate
PSDS Public Sector Decarbonisation Scheme
PSU Professional Service Units
SATM School of Aerospace, Transport and Manufacturing
SECR Streamlined Energy and Carbon Reporting
SHE/SHEE Safety, Health, Environment & Energy
SOM School of Management
SWEE School of Water, Energy and Environment
ToR Terms of Reference
Page 4 of 53

Version 2.2
3 Common Terms and their Definitions

TERM DEFINITION
AMR – Automatic Automatic Half Hourly, or Daily, collection of meter data.
Meter Reporting
Biomass Boiler 960kW wood chip fed boiler used to support the District Heating
system during the main heating season.
Boundaries Physical or site limits and/or organisational limits as defined by
Cranfield University
Continual Improvement A recurring process which results in the enhancement of energy
performance and the Energy Management System
CHP – Combined Heat The University’s 1.4MW gas powered system delivering 60% or
and Power System more of the annual electricity demand and feeding the District
Heating system on the Technical Site of the main campus.
Correction An action to eliminate a detected Non-conformity
Corrective Action An action to eliminate the cause of a detected Non-conformity
DH – District Heating The University’s District Heating system on the Technical Site of
System the main campus including over 6km of pipework.
Energy Electricity, Fuels, Steam, Heat, Compressed Air and other similar
media
Energy Baseline Quantitative references providing a basis for the comparison of
Energy Performance
Energy Consumption Quantity of energy applied
Energy Efficiency Ratio or other quantitative relationship between an output of
performance, service, goods or energy and an input of energy
Energy Management Set of interrelated or interacting elements to establish an Energy
System EnMS Policy and Energy Objectives, and processes and procedures to
achieve those objectives
Energy Management Person(s) responsible for the effective implementation of the
Team Energy Management System activities and for delivering energy
performance improvements
Energy Objective A specified outcome or achievement set to meet Cranfield
University’s Energy Policy related to improved Energy
Performance
Energy Performance Measurable results related to Energy Efficiency, Energy Use
and Energy Consumption
Energy Performance A quantitative value or measure of Energy Performance, as
Indicator EnPI defined by Cranfield University
Energy Policy A statement by Cranfield University of its overall intentions and
direction of the University related to its Energy Performance, as
formally expressed by Top Management
Energy Review A determination of Cranfield University’s Energy Performance
based on data and other information, leading to identification of
opportunities for improvement
Page 5 of 53

Version 2.2
TERM DEFINITION
Energy Services Activities and their results related to the provision and/or use of
energy
Energy Target A detailed and quantifiable energy performance requirement,
applicable to Cranfield University, that arises from the Energy
Objective and that needs to be set and met to achieve this
objective
Energy Use Manner or kind of application of energy
Interested Party A person or group concerned with, or affected by, the Energy
Performance of Cranfield University
Internal Audit A systematic, independent and documented process for obtaining
evidence and evaluating it objectively to determine the extent to
which requirements are fulfilled
Non-conformity Non-fulfilment of a requirement
Preventive Action Action to eliminate the cause of a potential Non-conformity
Procedure A specified way to carry out an activity or a process
Record A document stating results achieved or providing evidence of
activities performed
Salix Salix Finance Ltd. provides interest-free Government funding to
the public sector to improve their energy efficiency, reduce carbon
emissions and lower energy bills. Salix is funded by the
Department for Business, Energy and Industrial Strategy, the
Department for Education, the Welsh Government and the
Scottish Government and was established in 2004 as an
independent, publicly funded company, dedicated to providing the
public sector with loans for energy efficiency projects.
Scope The extent of activities, facilities and decisions that Cranfield
University addresses through its EnMS, which can include several
Boundaries
SHE Committees Quarterly Safety, Health, Environment and Energy Committee
Meetings for each School to review performance in each of these
sectors.
Significant Energy Use Energy use accounting for substantial energy consumption and/or
offering considerable potential for energy performance
improvement
Top Management The person or group of people who direct and control Cranfield
University at the highest level
Page 6 of 53

Version 2.2
ISO 50001 Energy Management System Requirements

4 Context of the Organisation
4.1 Understanding the Organisation and its Context
Cranfield University is a wholly postgraduate institution, world-renowned for its transformational
teaching and research conducted at its Cranfield campus at Wharley End, Bedfordshire and at the
Shrivenham Defence Academy site in Oxfordshire. In addition to classroom-based learning, the
University operates industrial-scale research facilities and has superior links with industry and
commerce. Part of its Shrivenham activities include Cranfield Ordnance Test and Evaluation
Centre (COTEC) on the edge of Salisbury Plain, at Gore Cross near West Lavington, Wiltshire.
Energy use at Shrivenham is controlled by the Ministry of Defence, but the COTEC site is
responsible for its own energy use. The University’s education and research activities can be split
into the following themes: Water; Agrifood; Energy and Power; Aerospace; Manufacturing;
Transport Systems; Defence and Security; and Management. In 2021, elements of CDS’s work,
including the Forensics labs, have moved from Shrivenham to the main Cranfield Campus. The
education and research activities at Cranfield are supported by several Professional Service Units
which provide operational support to the Schools.
In 2021 the first building for MK:U, Bouverie House, was added to the scope of the EnMS with the
first students expected in September 2021.
External Issues
Issue Comment
Electricity This is banned by the local DNO. Cranfield University generates its own
Export electricity from a CHP system, a large PV Farm, and several roof top PV
installations. There are times, e.g. summer weekends, when on-site production
can exceed on-site demand. In those situations, the CHP output is
automatically modulated down, but that can only be taken as low as 50%
before risk damaging the CHP engine, after which it must be turned off.
Although it does not help with energy efficiency, to further reduce carbon
emissions it is planned to increase the amount of onsite production.
Care will continue to have to be taken to ensure appropriate controls and
operating procedures are in place to avoid any export to the grid. Failure to do
so will result in significant costs.
Carbon The National Grid has now become so clean that it creates less CO2 emissions
Savings vs than the University’s gas-powered CHP engine. From a carbon perspective,
Cost when the CHP heat output is not needed, it would be better to turn off the
Savings CHP. However, from a cost point of view it remains better to continue
maximising the use of the CHP electrical output.
This has no impact on total kWh or energy efficiency but has a potentially
negative impact on emissions and the ambition to be “net zero” carbon by
2030.
Degree Colder than average winters will create extra demand for heating and thus
Days increase energy demand to provide suitably comfortable working conditions.
As the effects of Climate Change continue to increase it is also possible that
hotter than average summers will cause increased energy demand for cooling.
Page 7 of 53

Version 2.2
Issue Comment
Student, Both students and business/research partners increasingly want to attend or
Partner and work with organisations which can clearly demonstrate that energy efficiency
Government and the minimisation of greenhouse gas emissions are taken seriously.
Expectations Similarly, the UK Government has set CO2e emissions targets and expects
organisations it funds to support those targets.
Failure to make further progress on this risks losing business and a reduction
in student numbers.
Global Global pandemics, such as Covid-19 in 2020, may result in a much-reduced
Pandemics income affecting the University’s ability to support new energy efficiency
projects. The negative effect of that is likely to be much greater than any
temporary reduction in energy bills due to much lower usage.
Controlling virus spread within the University buildings is now a key issue and
has resulted in changes to the way that HVAC plant must be run. Air
Conditioning and Air Handling systems are a route by which air borne
infections are spread and means they are now being run 24/7 in buildings used
for lectures to avoid concentrations of the virus building up. This has also
increased the requirement for heating as the Air Handling has been set to
100% fresh air make up and people are encouraged to open windows to
maintain a flow of fresh air, even when the heating is turned on.
This is completely contrary to normal good energy efficiency practice but
cannot be avoided whilst the Covid virus is still prevalent.
Internal Issues
Issue Comment
Old The history of Cranfield University, developing from a WW2 RAF base, means
Buildings many of its buildings are now very old, were not built with energy efficiency in
mind, and are used for purposes which were never originally intended. In some
cases, the only way to make such buildings really energy efficient would be to
knock them down and rebuild but that is not always possible. In such cases
maximising insulation and upgrading old plant is the best that can be done.
New Cranfield University has a Master Plan which includes the construction of new
Buildings buildings and test facilities. Whilst new buildings are specified to much higher
energy efficiency standards than old buildings, and some older buildings are
demolished, this will still tend to increase absolute overall energy demand.
Every new building is an opportunity to make it as energy efficient as possible
with the most up to date control functionality. However, there are also issues
that when a building is planned the detail of exactly how it will be used has not
been finalised and may change after the contract is let. Budgetary constraints
will also limit which technologies can be deployed.
New The University works closely with industry and some of the contracts require
Research energy intensive equipment to be used either intermittently or 24/7, sometimes
Contracts for many weeks, months or even years at a time. Inevitably this will increase
and both absolute energy demand and the kWh/m2 for those locations when this
Experiments occurs.
Examples of such facilities include three large wind tunnels, aircraft engine test
cells and large-scale compressors. These are all detailed in the High Energy
Use Equipment Register.
Page 8 of 53

Version 2.2
Issue Comment
Uncertain The University can take advantage of interest free loans from Salix, but all such
Financing – projects have to meet Salix’s strict requirements on payback times and the cost
Loans, per tonne of CO2 saved. These loans still include the annual Revolving Green
Credit Fund (RGF), but the Government blocked further one-off SEELS loans in 2021.
Ratings and The RGF can now have 8-year paybacks but the University prefers to achieve
Grants a 5-year payback to help maintain a good credit rating. It is now possible to
apply for very large “Public Sector Decarbonisation Scheme” grants up to £5M
but competition is fierce and such projects must include removing time expired
fossil fuel heating equipment. This both limits the scope and number of projects
whilst simultaneously removing the ability to sensibly plan for many other
energy efficiency works. There is no certainty at all how many of these Grants
will be available in the future, when they will become available, nor what the
changing criteria may be. Without other sources of Finance being identified,
creating a firm plan to achieve net Zero carbon is now much more difficult to
achieve.
Failure of The CHP engine, PV farm, biomass boiler and steam boiler are all single points
key plant of failure with no like for like replacement on site.
If the PV farm or CHP fails the lost electricity supply will be made up by
importing more electricity from the National Grid, whilst gas boilers will make up
the missing CHP heat supply (although overall gas imports may reduce as the
CHP is no longer demanding gas.)
If the biomass boiler fails gas boilers will make up the missing biomass sourced
heat supply. This was the case for most of 2020/21.
If the steam boiler fails, the only alternative at present is to provide extensive
electric heating. The steam infrastructure is also a maintenance liability due to
the corrosive nature of a steam supply.
Maximum If all the SEU equipment at the Cranfield Campus were turned on
Demand on simultaneously there is a risk that the resulting load would be greater than the
Site private wire network on site could support resulting in a site wide black out.
At present the risk of that is very, very small but a process has been proposed
with Engineering and the Technical Support Services team to ensure it cannot
happen.
This will become a greater risk if more SEU equipment is added to the Campus
facilities.
Page 9 of 53

Version 2.2
4.2 Understanding the Needs and Expectations of Interested Parties

Interested Party Requirements Addressed through the EnMS
UK Government and To meet all legal Fully met and recorded via the
Local Authorities obligations and support Obligations Register which details all
emission reduction relevant legislation and summarises how
targets. the University complies with those
obligations.
Cranfield University To ensure all legal The Obligations Register includes all
Council, the Executive requirements and these requirements. In addition, annual
Committee and the internal targets for and quarterly reports are provided to the
Board for Energy and energy efficiency are Senate, Executive and BEE as required.
Environment. being met.
Staff and Students To provide a Operational controls and systems
comfortable work achieve the comfort requirements whilst
environment whilst also the University’s EnMS and EMS seek to
meeting good achieve good practice. Issues can be
environmental and raised at quarterly SHE meetings or by e-
energy practice. mailing green@cranfield.ac.uk.
Partners and To meet good The University’s EnMS and EMS seek to
Customers environmental and achieve and demonstrate good practice,
energy practice. certified to ISO 50001 and ISO 14001
respectively.
Tenants at Cranfield To provide a Operational controls and systems
Campus comfortable work achieve the comfort requirements whilst
environment whilst also the University’s EnMS and EMS seek to
meeting good achieve good practice. Monthly and
environmental and quarterly billing processes.
energy practice. Timely
and accurate billing.
Non-Tenants supplied Continuity of electricity Processes to ensure site demand does
with electricity from supply. Timely and not exceed the infrastructure capacity or
the University Private accurate billing. the maximum capacity agreed with the
Wire Network DNO. Monthly and quarterly billing
processes.
Local DNO (UK No export of electricity Control systems are in place on the CHP
Power Networks) from the site. such that if the combined PV and CHP
output could exceed site demand the
CHP modulates back up to 50% and then
turns off. Any new production on site
needs similar controls.
On Site HVAC To be aware of how Fully discussed in Section 8. Weekly
Contractor (BAM) Cranfield University RAG reports and monthly Review
wants the HVAC used meetings
to be as energy efficient
as practical.
Neighbours That Cranfield Energy use is largely invisible to the
University will not University’s neighbours. However,
cause unnecessary or consultation takes place as required on
avoidable annoyance. significant projects which may cause a
visual annoyance, such as the PV Farm.
Page 10 of 53

Version 2.2
4.2.1 Identification of Relevant Legislation

New legislation pertinent to the University will be ascertained via the Energy Legislation Hub,
Environmental Association of Universities and Colleges (EAUC), and by subscription to monthly
legal update services from Cedrec. The National Archives will also be consulted for full versions
of legislation.
The Compliance Obligations Register MS Access Database includes all Energy Legislation and
other requirements applicable to Cranfield University. It is maintained and updated as required,
and at least annually, by the University’s Energy Advisor. The Register is shared with the EMS.
Compliance with specific EPC, DEC and ACI requirements is monitored and recorded in a
separate MS Access database “DEC_EPC_ACI.accdb”.
4.2.2 Responsibilities
The Energy and Environment Team will amend as necessary any relevant University
documentation and provide information regarding changes to energy regulations and other
requirements to the relevant people.
It is the responsibility of various departments to ensure that the requirements of relevant
legislation and other requirements are implemented by appropriate staff and/or students within
their own Professional Services Unit. E.g. Campus Services are responsible for domestic EPCs;
Facilities are responsible for commercial EPCs, DECs and Air Conditioning Inspections; the
Development Team are responsible for new build EPCs.
Progress of implementation of new or revised legislation will be included in Management Reviews
of the EnMS.
4.2.3 Ensuring Compliance

Compliance with legislation and other requirements is ensured via several processes operating
across the University as well as via a formal review. These include:
 An annual review of compliance against all applicable legislation and other requirements
included within the Compliance Obligations Register Database.
 The DEC_EPC_ACI.accdb database is checked at least annually by the Energy Advisor. It is
always updated when the new annual DECs are produced each year.
 Weekly RAG reports and monthly meetings ensure that BAM are performing the necessary
checks and following the correct operational procedures.
 Monthly and quarterly billing runs to a strict internal deadline set by finance and they will
chase up if any bills are missing or look incorrect.
 Internal auditors taking account of applicable legislation and other requirements when
undertaking internal audits.
 Planned preventive maintenance of equipment to ensure continued normal operation.
 Training of employees to ensure work is undertaken in line with appropriate procedures and
codes of practice.
It is the responsibility of all staff and students to notify the Energy and Environment Team of any
energy waste through the appropriate reporting mechanisms.
It is the responsibility of the Energy and Environment Team to bring to the attention of relevant
managers/academics/senior management (as appropriate) any instances of legislation being
breached and vice versa.
Page 11 of 53

Version 2.2
4.2.4 Related Documents and Websites

Document Location
CU-ENV-REG- \\cns.cranfield.ac.uk\FileStore\Groups\Facilities\Fa
05_Compliance_Obligations_Register_ cilities MS Access Databases
Database.accdb
DEC_EPC_ACI.accdb \\cns.cranfield.ac.uk\FileStore\Groups\Facilities\Fa
cilities MS Access Databases
Energy Legislation Hub http://www.energylegislation.co.uk/
Environmental Association of http://www.eauc.org.uk/
Universities and Colleges (EAUC)
Cedrec Environmental https://cedrec.com/energy/index.htm
National Archives www.legislation.gov.uk
4.3 Determining the Scope of the Energy Management System

The scope of the EnMS includes all the activities, operations and services associated with
employees, students and visitors at the Cranfield campus, COTEC site and MK:U that are
covered by the Carbon Management Plan. That plan covers electricity, heating, process fuels and
on-site vehicle fuels for the whole University estate but excluding Shrivenham Campus (where
the MOD control energy efficiency, use and consumption).
Cranfield University has approximately 3,200 students and 1,300 staff at any one time, on the
Cranfield campus. In addition, approximately 14,500 people attend short courses each year.
The layout of the Cranfield campus is shown on the centrally published Cranfield University
maps. Energy use at COTEC is less than 1% of the total energy use.
MK:U was added in 2021 with its first building, Bouverie House, being refurbished and prepared
for the first students in September 2021.
4.4 Energy Management System

This manual describes Cranfield University’s EnMS.
4.5 Related Documents

Document Location
ISO50001 Manual CU- FacilitiesShare/SHEE Management/Energy/4.4) Energy
SHE-PROC3.48 Energy Management System (CoP and Manual)
Management System
Manual.doc
Cranfield Campus maps https://intranet.cranfield.ac.uk/about/Pages/CampusMaps.aspx
(Intranet)
Cranfield Campus maps https://www.cranfield.ac.uk/about/how-to-find-cranfield
(Extranet)
Page 12 of 53

Version 2.2
5 Leadership
5.1 Leadership and Commitment
The Board for Energy & Environment (BEE) is a formal sub-committee of the University
Executive. It reports to the Executive on energy and environmental issues, including:
 Energy and Environmental standards,
 Energy management
including ISO 50001 and ISO 14001
 Energy and Environmental legislation  Carbon management
 Water management, including drainage  Sustainable travel
 Sustainable buildings and infrastructure  Waste minimisation and recycling
 Biodiversity including Grounds Management  Pollution minimisation
 Sustainable procurement, including Fairtrade  Community Involvement
Authority
BEE has delegated authority from the University Executive to:
i. drive continual improvement in environmental performance in line with the University’s
strategic aims.
ii. ensure compliance with existing energy and environmental legislation.
iii. realise recurrent cost savings and reduce financial risk related to utilities.
iv. progress links between Cranfield’s academic business in energy and environment and the
performance of its Estate regarding corporate sustainability; and
v. enhance Cranfield’s reputation by demonstrating a leading capability in environmental
performance.
BEE may establish sub- or working groups as required to fulfil its duties.
BEE Responsibilities
The Board’s responsibilities are to:
 formulate and recommend to the University Executive energy and environmental policies,
procedures and programmes for implementation, to achieve compliance with legislation,
permits, consents and good practice.
 ensure the full implementation of the energy and environment policies, procedures and
programmes by means of monitoring and audit, and reporting to the University Executive.
 take appropriate action where policies, standards or targets are not being met.
 recommend to the University Executive the level of resources required to facilitate effective
energy and environmental management at the University.
 integrate energy and environmental management system requirements into University
business processes.
 receive progress reports from the Energy and Environment Team, and relevant Cranfield
bodies and working groups on compliance with policies and progress of programmes.
 support the development and sharing of good practice.
 develop and deliver an action plan, identifying priorities from within the terms of reference.
 review progress against the plan at each Board meeting; and
 develop, implement and monitor a University Carbon Management Plan and report to
University Executive and Council.
Page 13 of 53

Version 2.2
Specifically, for ISO 50001 the Board:-

a) identified the scope and boundaries addressed by the EnMS
b) approves the Energy Policy before it is sent to the Vice Chancellor for sign off and ensures that
the energy objectives and targets are established and remain compatible with the strategic
direction of the University and are appropriate to its purpose
c) ensures the EnMS requirements are integrated into Cranfield University’s business
processes
d) ensures that action plans are approved and implemented
e) ensures the necessary resources for the EnMS are made available
f) communicates to those in the University the importance of effective energy management and of
conforming to the EnMS
g) ensures that the EnMS achieves its intended outcomes
h) promotes continual improvement of energy performance and the EnMS
i) ensured the formation of the energy management team, as part of the E and E Team
j) directs and supports people to contribute to the effectiveness of the EnMS and to energy
performance improvement
k) supports other relevant management roles to demonstrate their leadership as it applies to their
areas of responsibility
l) ensures the EnPIs appropriately represent the energy performance of the University
m) ensures processes are established and implemented to identify and address changes affecting
the EnMS and energy performance within the scope and boundary of the EnMS.
Frequency of BEE meetings

The Board meets at least quarterly on a timescale that allows onward reporting to the Cranfield
Executive and to Council, as necessary.
Papers presented to BEE are retained and decisions agreed in the meetings minuted. Minutes
are published on the Intranet under Environmental Reports.
https://intranet.cranfield.ac.uk/EnergyEnvironment/Pages/EnvironmentalReports.aspx
Page 14 of 53

Version 2.2
Membership
The membership of BEE will usually comprise:
 Chair (appointed by Executive, normally from Senior Academic Staff)
 Executive Lead for Energy and Environment.
 University Finance Director.
 Director of Facilities.
 Director of Finance and Operations (CDS)
 Energy and Environment Manager.
 Environment Advisor.
 Energy Advisor
 an additional member of the Professional Services Executive.
 a member of academic staff (normally early career academic).
 a member of Campus Services; and
 a member nominated by the Cranfield Student’s Association.
The Board may, as required, co-opt additional members and invite attendees. The Chair is
normally a three-year term.
BEE members represent a cross section of Cranfield University’s activities and functions at a
senior level. Membership of the Board changes over time, especially the student representative
and Chair. The current make up is recorded in the Excel spreadsheet “ISO50001 People.xlsx”.
5.1.1 Related Documents

Document Location
BEE Papers and Minutes EstatesShared\6. ENERGY+ENVIRONMENT\Board for Energy +
Environment\BEE Meetings
ISO50001 People.xlsx FacilitiesShare/SHEE Management\Energy\5) Leadership
Page 15 of 53

Version 2.2
Figure 1 Governance structure for Energy Management at Cranfield University.
Council
As the governing body of the University, Council has the ultimate authority for
energy management of the University
The University Executive
(Monthly)
Working Groups
Cranfield University
Carbon
Board for Energy and Management
Environment (BEE)
(Quarterly) Waste
Management
Biodiversity
SHEE Performance Group Fair trade and

(Quarterly) sustainable food
School/Professional Facilities Cranfield Airport

Service SHEE Committee Compliance (Quarterly) and National
Meetings
or equivalent (SHEF at Flying Laboratory Centre
CDS) (Every 6 weeks) (Quarterly)
Departmental Management /
Team Meeting (as locally
required)
Page 16 of 53

Version 2.2
5.2 Energy Policy

The Energy Policy is reviewed and updated annually at BEE meetings, where it is signed off by
the Chair of BEE. It is then sent to the Vice-Chancellor for approval and signature. The Energy
Policy is a written statement of the approach of the University regarding the management of
energy and its compliance with the requirements of ISO 50001. The University’s Energy Policy
Statement is made available to all members of staff and students. It may be viewed on
University notice boards and on the University’s intranet or external website.
The Energy Policy Statement documents the University’s commitment to continual improvement
in energy performance, and the aim to reduce absolute carbon emissions to 50% of 2005 levels
by July 2021. The next version will change the aim to being Net Zero Carbon by 2030.

Document Location
CU-ENV-POL-02 FacilitiesShare/SHEE Management\Energy\5.2) Energy Policy
Energy Policy
Intranet:
Statement
https://intranet.cranfield.ac.uk/EnergyEnvironment/Pages/Carbon-
home.aspx
and click on “University Energy Policy” in the “Further Links” box
External website:
https://www.cranfield.ac.uk/about/environmental-
credentials/carbon-and-energy-management
and clicking “Download our Energy Policy Statement”.
5.3 Organisational Roles, Responsibilities and Authorities

The key roles within the Energy and Environment Team are:
 Energy and Environment Manager
 Energy Advisor
 Environment Co-ordinator
The relationship of these roles to management is shown in Figure 1 above. The Energy Advisor
and Environment Co-ordinator report to the Energy and Environment Manager, who in turn is
line managed by the Director of Facilities. All four sit on BEE. The responsibilities of these
positions are described below.
Page 17 of 53

Version 2.2
Energy & Environment Manager

 Acting as the main link between the Energy Advisor and Board for Energy and Environment.
 Formulating and recommending to the Board, energy and environmental policies,
procedures and programmes for implementation, to achieve compliance with legislation
and good practice.
 Ensuring the full implementation of the energy and environment policies, procedures and
programmes by means of monitoring and audit, and reporting to the BEE.
 Taking appropriate action where standards or targets are not being met.
 Receiving progress reports from the Energy and Environment Team, and relevant
Cranfield bodies and Working Groups on compliance with policies and progress of
objective programmes.
 Supporting the development and sharing of good practice.
 Allocating budgets for training and EnMS maintenance.
Energy Advisor
The Energy Advisor ensures the efficient running, management and continual improvement of
the EnMS and compliance with relevant legislation and ISO50001. Key specific responsibilities
include:
 Overall responsibility for facilitating the implementation of and promoting continual
improvement of the EnMS at the Cranfield campus.
 Advising and assisting senior management on the development and implementation of the
Energy Policy, Objectives and Targets.
 Preparing and delivering reports covering the status of the EnMS including energy
compliance, progress against Objectives and Targets, system audits and corrective
action status for consideration during the management review process.
 Developing and implementing procedures and/or work instructions to ensure that all
necessary data are collected, recorded and reported to ensure statutory compliance.
 Ensuring EnMS documentation is established and maintained.
 Developing and maintaining a register of energy intensive equipment
 Promoting energy efficiency.
 Managing EnMS surveillance audit visits by the external certifying body and arranging for
internal audits to take place.
 Ensuring energy awareness of all staff and students is kept up to date including, where
appropriate, delivery and making records of general and specific energy training.
 Management of non-conformity issues from audit reports and other sources in
collaboration with relevant staff.
 Maintaining an up-to-date knowledge of UK and European energy legislation and
informing/advising management on compliance.
Page 18 of 53

Version 2.2
Environment Co-ordinator
The Environment Co-ordinator supports behaviour change programmes, communications,
information system management and re-charging. Key specific responsibilities include:
 Delivering a behaviour change programme covering carbon reduction, recycling, sustainable
transport and other environmental improvements.
 Communicating progress on energy and environmental improvements to University staff and
students, and also externally.
 Maintaining an information system covering the data required to comply with statutory
requirements and University targets for Carbon, Energy and Environment.
 Supporting the recharging of electricity and water on Cranfield Campus
Page 19 of 53

Version 2.2
6 Energy Planning
6.1 Actions to Address Risks and Opportunities
This EnMS Manual defines the energy planning process which is designed to lead to
continually improved energy performance, taking account of the external and internal
issues detailed in Section 4.1, and the expectations of interested parties detailed in Section
4.2.
The key points to note are:
1) All energy use is recorded in the Energy Manager Database from SystemsLink. The
underlying data is sourced from several different routes:-
a. Automatic Meter Readings (AMR)
b. Manual Meter Reads
c. Oil Dips
d. Invoice Data
The AMR is provided by several different systems:

Utility Type AMR System Comment
Electricity; Name: MeterRingMM An automatic data collection module runs in
Gas; Supplier: Elcomponent SystemsLink Energy Manager to pick up the
Heat; half hourly data provided by MeterRingMM.
PV; Name: IQ Vision BMS There are also meters connected to the
Solar Water; Supplier: Trend Johnson Controls BMS from which half hourly
data can be downloaded. In future more data
Name: Johnson BMS will come from the Trend IQ BMS which sends
Supplier: Johnson Controls daily files by E-mail to SystemsLink for
downloading into Energy Manager. Where
practical, meters communicating via battery
driven radio transmitters are being replaced
with either LAN connections or MODBUS
radio solutions. Battery radio transmitters
only have a life 6-7 years and are replaced
as they show signs of expiring. New meters
use LAN unless it is prohibitively expensive
to do so, when MODBUS Radio is used
instead.
Electricity; Name: MeterRingMM Meters monitoring the main incomers to
buildings (i.e. NOT building sub-meters
Supplier: Elcomponent except where PV must be considered) also
have their data FTP’ed daily to
SystemsLink. This enables Smart Spaces
warnings to be set up to send alerts of any
unusual usage.
Page 20 of 53

Version 2.2
Utility Type AMR System Comment

Electricity Name: MainsTalk This is now only used for Housing Meters in
the three Closes and on College Road.
Supplier: Energy Controls
Other houses were transferred to the
Elcomponent system as the LV
infrastructure was upgraded. MainsTalk is
an increasingly temperamental system to
maintain with the meter transmitters
beginning to fail after over 10 years’ use.
Spare meters have been retained from
earlier upgrades and from building
demolitions. Energy Controls aim to replace
the existing system within the next year.
Electricity Name: Focus PAYG Only used for Housing Meters where the
MainsTalk system has failed before
Supplier: Energy Controls
Elcomponent took over.
Electricity Name: SavenergyOnline Used to download the half-hourly profile
data for the 2 Main Incomers on Cranfield
Supplier: Stark
Campus (MIE1 and MIE2) and the Martell
House incomer (MH001).
This data is FTP’ed direct to SystemsLink for
downloading to the Energy Manager
database.
Gas Name: Total Gas and All 21 of the main gas meters on site are
Power now supplied with half hourly data from TGP
which is FTP’ed to SystemsLink. 126 of the
Supplier: Total Gas and 128 domestic houses where Cranfield
Power University owns the gas account now also
have Smart meters installed and half hourly
data for those is now also being received
via an FTP to SystemsLink. The other 2 pre-
existing meter types currently have no
industry solution to provide AMR and those
will not provide half hourly data until the
industry identifies a solution. 7 domestic
properties have assured/protected tenants
who maintain their own gas accounts.
2) The Main meters and other records which sum together to give the total energy use on
site are detailed in the SystemsLink Energy Manager database, split by type into:
Electricity, Gas, Biomass, Aviation Fuels (AVTUR and AVGAS), Solar Water, LPG, Oil,
Petrol and Diesel. New meters are added as required to ensure adequate coverage in
sufficient detail for all buildings. Meters are closed when buildings cease to be used
but the data is retained to ensure a full history is maintained.
3) DEC results and total energy use guide the University’s planning to identify the most
inefficient buildings, considering any process loads which inherently warp the DEC
results due to the energy intensity of the processes involved. The top ten heaviest
energy usage areas are identified in “CU-SHE-PLAN-04 Energy & Carbon Plan 2020-
21.docx”. DEC results are summarised in the MS Access database
“DEC_EPC_ACI.accdb” (which also includes all EPC and Air Conditioning Inspection
reports).
Page 21 of 53

Version 2.2
4) There is an annual Salix planning cycle to identify potential projects across the
University which can use the Revolving Green Fund to pay, or partly pay, for new
energy efficiency work. This fund has £397,900 in total, the amount available per
annum is dependent upon previous projects and the repayments made against them.
An MS Access database of potential projects is maintained in “SalixProjects.accdb”
with new possibilities added and researched throughout the year and then prioritised
for funding.
5) Salix also makes available occasional larger scale Public Sector Decarbonisation
Scheme (PSDS) Grant funding for specific projects which the University bids for as and
when the opportunity arises. The present rules require that a significant part of any bid
removes time expired fossil fuel heating systems and replaces them with a renewable
solution. This can be used for large infrastructure projects to reduce the risk of single
point of failures and enhance the robustness and security of the energy supplies e.g.
expanding PV, adding battery storage and removing steam from the District Heating
system. The timing of future PSDS Grants is unknown and competition is fierce. The
criteria required to be met may also be changed between each grant application.
6) Degree Day data is used when reviewing heating energy performance to ensure as
much of a like-for-like assessment as possible is done when comparing performance
across several years.
7) A record of intensive “Process” energy loads, as distinct from “General Office” energy
use, has been created in the “High Energy Use Equipment Register.xlsx”.
Issues Risks and Opportunities

Electricity Care will continue to have to be taken to ensure appropriate controls and
Export not operating procedures are in place to avoid any export to the grid. Failure to
permitted do so will result in significant costs.
Carbon Savings Running the CHP full time minimises the cost of electricity to the University,
vs Cost Savings but the National Grid is now cleaner than CHP electricity production
for the CHP creating a tension between minimising costs and minimising CO2 emissions
when the heat from the CHP is not needed.
Degree Days Colder winters and hotter summers will increase demand for heat and
cooling respectively, thereby increasing energy demand. It is most likely
that Climate Change will drive hotter summers so maximising the efficiency
of cooling methods will give long term benefits.
Student, Partner Continuing to improve the University’s EnMS and maintaining ISO 50001
and certification will help to meet all these expectations which should help
Government secure future funding and maintain or boost student numbers.
Expectations
Global These may affect University income and can severely disrupt the usual
Pandemics methods of working. Closed buildings do not use zero energy unless
everything is shut down completely. New ways of working may also be
needed. Buildings may have greatly reduced occupancy but still require full
heating or cooling. During the COVID pandemic in 2020/21 Air Conditioning
and Air Handling equipment, unless it was turned off entirely, was run
constantly to stop the virus building up inside it. Air Handling had 100%
fresh air make up and therefore additional heating was also required.
Old Buildings Maximising insulation and upgrading old plant will help to make these old
buildings as energy efficient as practical.
Page 22 of 53

Version 2.2
Issues Risks and Opportunities

New Buildings Every new building is an opportunity to make it as energy efficient as
possible with the most up to date control functionality. However, there are
also issues that when a building is planned the detail of exactly how it will
be used has not been finalised and may change after the contract is let.
Budgetary constraints will also limit which technologies can be deployed.
New Research Some of the University’s contracts and research requires energy intensive
Contracts and equipment to be used either intermittently or 24/7, sometimes for many
Experiments weeks, months or even years at a time. Inevitably this will increase both
absolute energy demand and the kWh/m2 for those locations when this
occurs.
Finance – The University can take advantage of interest free RGF loans from Salix
Loans and but also needs to protect its Credit Rating by not having too much debt.
Credit Ratings.
Failure of key The CHP engine, PV farm, biomass boiler and steam boiler are all single
plant points of failure with no like for like replacement on site.
If the PV farm or CHP fails the lost electricity supply will be made up by
importing more electricity from the National Grid, whilst gas boilers will
make up the missing CHP heat supply.
If the biomass boiler fails gas boilers will make up the missing biomass
sourced heat supply. This occurred for most of 2020/21.
If the steam boiler fails electric heating must be used. The steam
infrastructure is also a maintenance liability due to the corrosive nature of a
steam supply.
Maximum If all the SEU equipment at the Cranfield Campus were turned on
Demand on Site simultaneously there is a risk that the resulting load would be greater than
the private wire network on site could support resulting in a site wide black
out.
At present the risk of that is very, very small and a process has been
proposed with Engineering and the Technical Support Services team to
ensure it cannot happen.
This will become a greater risk if more SEU equipment is added to the
Campus facilities.

Document Location
Energy & Carbon Plan SHEE Management\Energy\6.2) Objectives, Energy Targets
and Planning\Energy and Carbon Plan
SalixProjects.accdb \\cns.cranfield.ac.uk\FileStore\Groups\Facilities\Facilities MS
Access Databases
High Energy Use SHEE Management\Energy\8.1) Operational Planning and
Equipment Control\8.1) High Energy Use Equipment and Photos
Register.xlsx
DEC_EPC_ACI.accdb \\cns.cranfield.ac.uk\FileStore\Groups\Facilities\Facilities MS
Access Databases
Page 23 of 53

Version 2.2
6.2 Objectives, Energy Targets and Planning to Achieve Them

An annual Energy and Carbon Plan is produced to identify the key objectives, targets and
action plans supporting achievement of the EnPIs detailed below.
This plan identifies the top 10 areas of electricity and gas use with focus on the largest loads.
39 buildings require annual DECs to be completed by the end of October and these results
are compared with previous years and the information fed back to the main users of those
buildings via regular quarterly SHEE meetings.
In some areas there are extremely energy intensive processes which are used on a highly
variable basis depending upon the nature of the current research or requirements of
companies hiring those facilities (8 x 6 wind tunnel, 8 x 4 wind tunnel, icing wind tunnel, the
Test Area’s 1MW compressors and the Thermal Management Systems Facility). Usage of
that equipment is specifically monitored to assess its contribution to the overall energy
performance of the organisation. See the register of High Energy Use Equipment detailed
below.
Whilst specific action plans will vary from year to year, certain common themes continue from
one year to the next:
 Use of SALIX and other capital funds to replace equipment with more energy efficient
versions – there is still great scope for replacing fluorescent lights with LEDs and to
upgrade the lighting control systems. A database of potential SALIX opportunities is
maintained to ensure the annual Revolving Green Fund is spent within the SALIX year
(April to March).
 Improvements to motor controls used in air handling and heating systems
 Ensuring building heating patterns continue to match the occupancy hours
 The site HVAC contractor, BAM, has a contractual obligation to identify opportunities for
achieving 5% annual energy savings as part of their normal duties
 Ensure use of the CHP heat and biomass heat is optimised to minimise the gas used to
supplement the District Heating system.
Primary responsibility for delivering the overall Annual Action Plan rests with the Energy and
Environment Manager and the Energy & Environment Team, supported by the Engineering
Team.
The improvement in energy performance will be measured and verified using the meters and
sub-meters relevant to the area and utilities concerned, as recorded in the SystemsLink
Energy Manager database.

Document Location
Energy & Carbon Plan SHEE Management\Energy\6.2) Objectives, Energy Targets
and Planning\Energy and Carbon Plan
SalixProjects.accdb \\cns.cranfield.ac.uk\FileStore\Groups\Facilities\Facilities MS
Access Databases
Equipment Register.xlsx Control\8.1) High Energy Use Equipment and Photos
Page 24 of 53

Version 2.2
6.3 Energy Review

Every month a report is prepared to identify total annual carbon emissions to date and a
revised forecast of savings to the end of the University’s financial year (end July). These
monthly reports are reviewed every quarter at the BEE meetings to assess progress against
the overall carbon emissions target for July 2021.
The report uses the official Government figures for Scope 1 and Scope 2 carbon emissions per
kWh or per litre for each fuel type used by the University. It should be noted that for electricity,
the Transmission and Distribution emissions are also included. The total kWh for each fuel
type is recorded in the SystemsLink database.
In addition, there are quarterly Safety, Health, Environment and Energy (SHE) meetings held
with the University schools at which the energy use in those departments’ key buildings and/or
processes (as appropriate) is reported. These reports cover electricity, gas and district heating
use.
Previously District Heating kWh assigned to each building was solely based on a percentage
share of the total District Heating input based on the Gross Internal Floor area of each building.
Progress has been made getting regular data from the heat meters installed in nearly all the
buildings on the DH system. These continue to be actively investigated and monitored to
identify gaps and to add them to the AMR system where they are missing. Progress is
monitored at monthly District Heating meetings with Engineering and BAM. Where heat meter
data is available that is now used to assign heat demand. Remaining buildings still use the
“percentage based on GIA sq. m approach” including a calculated value for network losses.
Building reports compare present usage with the previous 3 years’ worth of data (where
available) to help identify any issues and to review the results of energy efficiency projects.
Where building performance is heavily affected by the intermittent use of energy intensive
equipment within it, that effect is noted.
Facilities Managers for each building are encouraged to identify areas where their buildings will
benefit from energy efficiency projects. All such opportunities are recorded in the Salix
database which also keeps a record of completed projects which can be reviewed by Year,
Building and Technology Type. These opportunities are then investigated to see if they can be
implemented within the payback time and the “cost per tonne of CO2 saved” required under the
prevailing Salix rules.
Page 25 of 53

Version 2.2
6.4 Energy Performance Indicators

Cranfield University has two Energy Performance Indicators.
The long-standing indicator is for total carbon emissions where the target is by end July 2021
to have achieved a 50% reduction compared with the 2005 Baseline. This translates into a
6% year on year reduction target since 2010. It is reviewed on an annual basis at the end of
each financial year to ensure progress is on track and that plans for the coming year will
continue maintain the necessary progress. This will shortly be replaced by a target to be Net
Zero Carbon by 2030.
The total energy use recorded in the SystemsLink database is used to calculate the total kWh
or litres of fuel used and this is then converted into tonnes of CO2 emissions using the official
Government conversion factors for that year. See also 6.5 Energy Baseline below.
This indicator does not allow for any change resulting from activity growth or adverse weather
conditions.
To meet the requirements of ISO50001:2018 a second performance indicator was agreed in
2020. This second indicator is the Energy Intensity in kWh/m2 of Floor Area relating to
buildings, adjusted for Degree Days.
6.5 Energy Baseline

The University’s energy baseline for its carbon emission target is defined in the Carbon
Management Plan, beginning in 2005 and adjusted to take account of the sale or
acquisition of any assets in the interim.
The key modifications to that baseline since 2005 are:
Date Location Comment
30/08/2012 Silsoe Demolished; stays in original baseline
31/07/2013 Best Western Sudbury House Hotel Sold; removed from baseline
The present carbon Baseline is dynamically calculated from data held in the SystemsLink
Database and exported into the “Custom_Group_Report_Carbon&Budget.xlsx”.
The Annual kWh, Annual tonnes of CO2, Annual Conversion Factors used, and a chart
tracking progress against the key Energy Performance Indicator are all extracted from the
template and saved in “Energy Baseline Summary.xlsx”.
The energy baseline for kWh/m2 indicator is the University’s performance in
2015/2016, and the Degree Days for that year.

Document Location
Custom_Group_Report_Carbon \\cns.cranfield.ac.uk\FileStore\Groups\Facilities\Syste
&Budget.xlsx msLink Energy Manager
Energy Baseline Summary.xlsx SHEE Management\Energy\6.5) Energy Baseline
Page 26 of 53

Version 2.2
6.6 Planning for Collection of Energy Data

Key characteristics of the University’s operations which determine energy performance are
monitored, measured and analysed at planned intervals.
The fundamental tool for this work is the SystemsLink Energy Manager database into which all
automatic (AMR/Profile), manual (Direct) and invoice data gathered is entered for all meters, oil
tanks and other energy purchases. (N.B. In some cases, the Invoice data includes data
generated to create Internal Invoices to send out to tenants, so an Invoice entry does not
necessarily mean it is an external charge to the University.)
The SystemsLink database contains data going back to at least 2005, and in some cases back
to 1994, and can produce numerous graphs and comparisons with earlier years for each data
point.
In parallel with SystemsLink a second MS Access database “Meter History” has been created to
make it easier to track any ongoing issues with meters or automatic data collection and to note
the source of the data for every meter. This is used to drive Engineering work to improve the
quality of the data available. With over 1,200 meters on site it is inevitable that some will always
have a problem and as the original infrastructure ages an increased amount of work is needed
to keep the automatic data systems working (e.g. replacing time expired battery driven radio
transmitter systems).
Calibration of all incoming utility meters is the responsibility of the utility companies themselves.
Most meters on site are sub-meters used to give greater granularity of data and to enable
month-on-month and year-on-year comparisons to be made. The Meter Design Guide requires
that all new meters installed meet the required legal requirements to allow billing to be done
from them and that they are provided with working AMR functionality at the time of handover.
Sanity checks are done on new meter installations to check:
a) that the AMR data received agrees with manual readings
b) that the consumption figures indicated are realistic for the equipment the meter is
covering
c) that the sum of any building sub-meters matches, within meter tolerance and parasitic
loss factors, the total recorded on the master meter feeding those sub-meters
d) that any new buildings have an overall incoming meter
For the CHP it is a requirement that the gas feed meter is calibrated by the University and this
work is undertaken by Edina.
Page 27 of 53

Version 2.2
The key characteristics monitored are explained below:

a) significant These are closely monitored via several different routine routes
energy uses including:
and other
1) Quarterly reviews of key buildings’ meter information and
outputs of the
comparison with past performance, considering weather conditions
energy review
and changes to building usage. This data is used in preparing for
SHE meetings with the various schools.
2) Monthly or quarterly reviews of electricity and gas bills created
internally for domestic tenants, non-domestic tenants and university
departments who can re-charge for energy use. A comparison with
previous bills is done both to ensure each bill makes sense but also
to spot any usage anomalies that may indicate operational
problems.
3) Monthly reviews of overall energy usage to provide a monthly
report of progress against the Carbon Management Plan target.
4) Monthly/Quarterly reviews of external bills received by the
University from Laser (for nPower and Total Gas and Power)
covering the utility imports to the sites for all electricity and gas
supplies. This also includes reviewing the half hourly data where
available.
5) Annual DECs for buildings over 250 Sqm regularly visited by the
public (including students) to compare with previous years’ DEC
results.
6) Annual SECR reports where the reasons for any significant changes
in emissions are required to have a high-level explanation.
7) Reviews of energy usage in locations where Salix projects have
been implemented after sufficient time has passed to make it
feasible to assess the difference (assuming there is appropriate
metering/sub-metering to distinguish the impact).
b) the relevant Degree data is used to assess the impact of cold weather. Any
variables knowledge of changes to operations on site, including the addition of new
related to buildings, the removal of old buildings, the sale of any assets, installation
significant of more efficient plant, changes to opening hours, or significant changes
energy uses to the test equipment used on site is also considered.
c) Energy A monthly report is produced and published on the intranet showing annual
Performance progress against the main Energy Performance Indicator. This is then backed
Indicators up by an annual report summarising progress against the 15-year target (July
2021 vs July 2005 carbon emissions).
d) the Progress against specific annual plans to achieve objectives and targets
effectiveness is reported to the Carbon Management Working Group and the Board for
of the action Energy and Environment on a quarterly basis.
plans in
achieving
objectives and
targets
Page 28 of 53

Version 2.2
e) evaluation of At the highest level this is already covered by the key Energy
actual versus Performance Indicator which looks at the combined effect of all energy
expected efficiency projects across the whole University.
energy
Where Salix projects have been implemented and the level of sub-
consumption
metering gives sufficient granularity comparisons of before and after
usage are made and reported.
An annual energy management plan is agreed and documented each year,

Where any significant deviations in energy performance are observed they are investigated to
understand the root cause and to correct any problems identified. Engineering and BAM will
record any issues with the HVAC equipment and the actions taken to resolve them.
Any other issues highlighted to the Energy and Environment Team will have the results of any
investigations recorded against the relevant buildings folder.
Any issues with metering equipment, and the solutions, are recorded in the Meter History
Database.

Document Location
SystemsLink Energy \\cns.cranfield.ac.uk\FileStore\Groups\Facilities\SystemsLink
Manager Database Energy Manager
Meter History Database \\cns.cranfield.ac.uk\FileStore\Groups\Facilities\Facilities MS
Access Databases
Annual Action Plan SHEE Management\Energy\6.2) Objectives, Energy Targets and
Planning\Energy and Carbon Plan
CRC and SECR EstatesShared\6. E+E\CRC & SECR
Reports
DECs SHEE Management\Energy\4.2) 9.1.2) Legal and Other
Requirements\Display Energy Certificates
Building Folders EstatesShared\6. ENERGY+ENVIRONMENT\Buildings +
Infrastructure\Buildings
Register.xlsx
Page 29 of 53

Version 2.2
7 Support
7.1 Resources
Section 5.3 defines the key members of the Energy and Environment Team who have primary
responsibility for the establishment, implementation, maintenance and continual improvement of
the University’s energy performance and the EnMS.
The Leadership Team, to whom the Energy and Environment Team Report and who also have
primary responsibility for ensuring sufficient resources are allocated, are detailed in Section 5.1.
In addition, several key people have been identified who have a significant role in supporting
the EnMS due to the nature of their jobs in either looking after buildings, operating equipment
with Significant Energy Use and/or having primary opportunities to identify inefficient practices.
These are listed in the Excel sheet “ISO50001 People.xlsx”.
In addition, there are many other people who take care of the day to day running of the
University and who are trained on the correct Operating Procedures for specific items of
equipment, for site maintenance and providing services ranging from building surveys to meter
readings.
The operation of the main Cranfield Campus’ Heating, Ventilation and Air Conditioning (HVAC)
systems is contracted out to BAM, who are also contracted to identify cost effective
opportunities to reduce energy use by 5% each year.
7.2 Competence
All people working for or on the University’s behalf, related to significant energy uses, are
competent based on appropriate education, training, skills or experience. Training is provided
when necessary to meet the needs of the Energy Management System.
The primary significant energy uses on site relate to the Heating, Ventilation and Air
Conditioning (HVAC) systems but there are also several very high energy demand pieces of
test equipment.
HVAC systems are the responsibility of the Engineering team for overall control with day-to-
day operations and maintenance carried out by the University wide sub-contractor BAM.
Test equipment falls under the University’s own Technical Support Services. These
technicians follow Standard Operating Procedures for the equipment they are responsible for
and are aware of the need to use the kit as efficiently as possible and to avoid the 4-7pm
period as much as possible to keep costs down.
Cranfield University training records are maintained within the Agresso system. Key people also
maintain their own Continuous Professional Development records and history of training prior to
working for Cranfield University.
BAM maintain their own Training Records.
All staff and students also go through an induction process which includes compulsory
Environmental and Energy Awareness training. That training is repeated every three years.

Document Location
ISO50001 People SHEE Management\Energy\5) Leadership
BAM Terms and Conditions SHEE Management\Energy\8.3) Procurement\HVAC
as per HVAC Contract Contract BAM
Invitation to Tender
Page 30 of 53

Version 2.2
7.3 Awareness
The following key points are addressed as described below to ensure that any people working
for or on the University’s behalf are aware of:
a) the energy policy The Energy Policy, signed by the Vice Chancellor, is
displayed on Building Noticeboards and copies are on
both the Intranet and Extranet. It is normally updated
annually.
b) their contribution to the Under the Energy Policy everyone has a responsibility
effectiveness of the EnMS, to help reduce energy wastage and identify
including achievement of opportunities for improvement, but the key people for
objectives and energy targets supporting ISO50001 are identified in “ISO50001
and the benefits of improved People.xlsx” along with their roles.
energy performance
Due to their roles and experience these people already
have a general knowledge of the requirements to
support the EnMS and to be energy efficient but further
training was provided in June 2018 to the people then
in post to highlight several key aspects for them and
their teams, especially the cost of electricity in the 4-
7pm period and the associated Triad charges.
BAM personnel are employed based on their
competence and training to operate and maintain the
HVAC facilities on site.
The Energy Advisor and Energy and Environment
Manager have received specific technical training on a
range of Energy Efficiency topics and maintain their
own Continuous Professional Development records to
satisfy the requirements of the professional bodies
and/or accreditation organisations to which they are
affiliated.
The University Intranet contains many pages relating
to Energy Performance and makes clear the financial
and environmental benefits of minimising energy use
as much as possible, including shifting the time of
operations to try to avoid the expensive periods of
electricity use and during winter to minimise the
University’s exposure to Triad charges. (Triad charges
are expected to cease after the 2021/22 winter, with
additional costs based on Maximum Demand Capacity
instead.)
Page 31 of 53

Version 2.2
c) the impact of their activities or The Energy Code of Practice refers to comfort
behaviour with respect to heating/cooling. Notices about Triad periods are
energy performance displayed on the intranet when Triad warnings are
received; SHEE committees are briefed about the
impact of 4-7pm electricity charges, the Triad results
and the energy use in the buildings they use. There
are regular shutdown campaigns over Christmas and
Easter periods and other ad hoc campaigns, such as
Energy Champions training to remind people of their
responsibilities and how their individual actions will
affect energy use.
d) the implications of not The induction training, repeated every 3 years, and
conforming with the EnMS contractor training, repeated every year, covers the
requirements impact of not being energy efficient in terms of
monetary costs, climate change and potential loss of
ISO 50001 certification.

Document Location
Energy Policy SHEE Management\Energy\5.2) Energy Policy
Energy Code of SHEE Management\Energy\4.4) Energy Management System (CoP
Practice and Manual)\Code of Practice
ISO50001 People SHEE Management\Energy\5) Leadership
Page 32 of 53

Version 2.1
Approval date: August 2020
7.4 Communication
Communication of the University’s energy performance and EnMS is achieved via several different routes:-
Subject Frequency Audience Method Responsibility
The most important information about As the relevant All staff and students The Energy and Energy and Environment Manager.
the EnMS and its supporting data and information is Environment web pages
Energy Advisor.
actions that is to be shared with Internal updated and on the intranet
people. deemed appropriate Environment Co-ordinator
for the intranet.
The most important information about As the relevant Everyone who looks at Cranfield University’s Energy and Environment Manager.
the EnMS and its supporting data and information is Cranfield University’s web website on the internet for
Energy Advisor.
actions that is to be shared with updated and site – especially external communications
External people. deemed appropriate prospective new students Environment Co-ordinator
for the extranet.
Switch off campaigns Ad hoc. All Staff and Students Intranet Announcements. Energy and Environment Manager.
Christmas. E-mails. Energy Advisor.
Easter Meetings Environment Co-ordinator
Actual Energy performance year to date Monthly All Staff and Students Published on the Intranet Energy and Environment Manager.
and forecast of the future performance
for the rest of the Financial Year.
Review of energy and environment Monthly Facilities Managers. Meeting with reports, Energy and Environment Manager.
progress. presentations and
Engineering.
discussion.
Development Team
Page 33 of 53

Version 2.1

Review of the performance of the CHP Monthly Engineering. Meeting with reports, Energy and Environment Manager.
system. presentations and
BAM. Energy Advisor.
discussion.
Edina.
Engineering Consultant
Review of the performance of the Monthly Engineering. Meeting with reports, Energy and Environment Manager.
District Heating system. presentations and
BAM. Energy Advisor.
discussion.
Engineering Consultant.
Project Development
Triad warnings and results 1st November to All University Staff and Announcements on the Energy Advisor
28/29th February for Students, especially the Intranet when a warning is
(no longer applicable after Winter
warning. Late key people who can take received.
2021/22)
March/early April for action to reduce energy
E-mail to key people
results use from 4pm to 7pm
asking them to act when a
warning is received.
E-mail the resulting Triad
charge details to key
people and finance when
they are known after the
Triad season has
completed.
The latest news on changes or plans to Quarterly Staff Green Team Team Meeting Energy and Environment Manager.
the overall University Environment and Members
Energy Advisor.
Energy use. Requests for assistance if
needed. Environment Co-ordinator
The latest news on changes or plans to Quarterly Student Green Team Team Meeting Energy and Environment Manager.
the overall University Environment and Members
Page 34 of 53

Version 2.1

Energy use. Requests for assistance if Energy Advisor.
needed.
Student Green Team Leader
Progress against targets and action Quarterly BEE Members. Meeting with reports, Energy and Environment Manager.
plans, results of actions. presentations and
University Executive. Energy Advisor;
discussion.
Updates on Actions from previous BEE
University Council
meetings
Progress against targets and action Quarterly University Executive; Meeting with reports, Energy and Environment Manager.
Chair of BEE
discussion.
Updates on Actions from previous
Executive meetings
Energy Use in key buildings. Quarterly Safety, Health, Meeting with reports, Energy and Environment Manager.
Environment and Energy presentations and
Updates to Energy and Environmental Energy Advisor.
(SHEE) meeting members discussion.
Action Plans.
of the Schools and (Due to the number of SHEE
Updates on Actions from previous Professional Units meetings, some of which are
SHEE meetings simultaneous, the Environment
Advisor will also attend them and
report on behalf of the Energy
Team to spread the load.)
Energy consumption of major buildings Quarterly All Staff and Students pdfs on the intranet Energy Advisor;
Reminders of the EnPI(s) Quarterly Domestic tenants who pay Electricity bills Energy Advisor;
for their electricity use
Progress against targets and action Annually University Council Meeting with reports, Energy and Environment Manager.
Chair of BEE
discussion.
Page 35 of 53

Version 2.1

Updates on Actions from previous
Council meetings
Progress made over the last year Annually University Executive Formal Report and Energy and Environment Manager.
Presentation.
The Energy and
Environment web pages
on the intranet
The Board for Energy and Environment decided that the University will communicate externally about its energy policy, EnMS and energy performance. This is
achieved by publishing relevant documents, including the Annual Report and the Carbon Management Plan on the internet.
The Environment Co-ordinator has principal responsibility for issuing regular information on the EnMS and for updating the Intranet pages of the E&E Team. The
Co-ordinator also liaises with the External website team and the University’ Communications Team as required. The Co-ordinator also maintains an annual
Calendar of events, reviewed regularly, which has additional planned communications listed for both energy and environment, often tying in with “National Days”
or “International Days”. All energy related communications are agreed with either the Energy Advisor or the Energy and Environment Manager to ensure the
content is accurate and consistent with the EnMS, especially data from the SystemsLink Energy Manager database and information relating to EnPIs.
Comments or suggested improvement to the EnMS can be made by emailing green@cranfield.ac.uk and this e-mail address is highlighted on the intranet. All
such suggestions are recorded in a Suggestions Database shared with ISO 14001. The database contains a history of the actions taken in response to each
suggestion. Progress responding to those suggestions are reviewed at regular Energy and Environment Team Meetings.

Document Location
Events Calendar YYYY- YYYY+1 EstatesShared\6. E+E\Engagement + behaviour change\Calendar of Events
Page 36 of 53

Version 2.1
7.5 Documented Information

7.5.1 General
This Manual and the documents (electronic or paper) and databases it refers to describe the
core elements of the University’s EnMS and how they interact. This Manual and all the listed
Related Documents within it ensure that the EnMS includes the:
a) documented information required by the ISO 50001:2018 Standard
b) documented information determined by Cranfield University as being necessary for the
effectiveness of the EnMS and to demonstrate energy performance improvement.
The University’s Energy Advisor is responsible for reviewing, amending, issuing and controlling
EnMS related documents. Where these are shared with the EMS and/or the Health and Safety
Management System this is done in collaboration with the relevant people.
7.5.2 Creating and Updating

The requirements for document identification, description, format, review and approval are
documented in the following process:
CU-SHE-PROC-01 Control of Management System Documentation Procedure (V1.5) April
2018(PB)
7.5.3 Control of Documented Information

Documented information required by ISO 50001 and the EnMS is controlled to ensure:
it is available and All documents are saved in the SHEE Management folder SHEE
suitable for use, when Management with the vast majority in the Energy sub-folder but
and where it is some shared documents in the Environment or Health and Safety
needed sub-folders.
it is adequately Most of the documentation is held electronically on the University’s
protected mirror server system or in the Cloud. Only manual meter readings
or older utility bills are sometimes recorded on paper. Those
records are retained in files but the data from them is transferred to
the SystemsLink Energy Manager database at the earliest
opportunity. Access to the documents requires a Username and
Password, along with either physical access to the University LAN
or advanced knowledge of the University’s computer system to
enable remote access over the internet.
it is appropriately All old documents are moved to an Archive or History folder where
retained and disposed it is useful or required that old versions are retained. Printed
of versions of controlled documents are automatically uncontrolled.
changes are All controlled documents reviewed as per their own documented
controlled review timetable and in response to any agreed suggestions to
improve them. Controlled documents contain a header on each
page and a document control panel at the end to record the version
status of each document. These are also recorded in the Excel
sheet Control of Management System Spreadsheet for Controlled
Documents.
Page 37 of 53

Version 2.1
The internal documents used by the EnMS include:

Record Type Format Location
Energy
Specific electronic
Management SHEE Management\Energy
folders
System
Specific electronic EstatesShared\6.
CRC and SECR
folders ENERGY+ENVIRONMENT\CRC & SECR
MS Access Database
Compliance and (CU-ENV-REG-
Obligations 05_Compliance_Obligati Facilities\Facilities MS Access Databases
Register ons_Register_Database
.accdb)
Energy Savings EstatesShared\6.
Opportunity Specific electronic folders ENERGY+ENVIRONMENT\Energy + Carbon
Scheme Management\ESOS
SHEE Management\Energy\4.2) 9.1.2) Legal
and Other Requirements\Display Energy
Display Energy Specific electronic folders and Certificates
Certificates National Register https://find-energy-
certificate.digital.communities.gov.uk/find-a-
certificate/type-of-property
and Other Requirements\Energy Performance
Energy
Specific electronic folders and Certificates
Performance
National Register https://find-energy-
Certificates
and Other Requirements\Air Conditioning
Air Conditioning Specific electronic folders and Inspections TM44
Inspections National Register https://find-energy-
Meter Readings SystemsLink Energy Manager
EstatesShared\SystemsLink Energy Manager
and Invoices database
EstatesShared\6.
Reported electronically in
Manual Meter ENERGY+ENVIRONMENT\Budget +
Excel and then uploaded into
Readings Finance\Energy Invoicing\7 Meter Reading
SystemsLink
Templates
Manual Meter Paper copies (all details Folders stored in B44 by the Energy and
Readings entered into SystemsLink) Environment Team
EstatesShared\6.
Manual Meter Photos (all details entered into
ENERGY+ENVIRONMENT\Energy + Carbon
Readings SystemsLink)
Management\2 Meters\1 Photos
Page 38 of 53

Version 2.1
Record Type Format Location

\\cns.cranfield.ac.uk\FileStore\Groups\Facilitie
s\Facilities MS Access Databases
Any Issues with MS Access Database and
Meters specific electronic folders EstatesShared\6. E+E\Energy + Carbon
Management\2 Meters\2 Meter Database
Use_Performance
\\cns.cranfield.ac.uk\FileStore\Groups\Facilitie
MS Access Database and s\Facilities MS Access Databases
Salix History and
specific electronic folders plus
Plans https://sers.salixfinance.co.uk/sun/(S(osdy414
Salix’s own Website
5tyzjgn45xr2a1s45))/login.aspx
Actions from EstatesShared\6.
Management Specific electronic folders ENERGY+ENVIRONMENT\Board for Energy
Reviews + Environment\BEE Meetings
Agresso Database and University Agresso System and own records
Training
Personal/Line Management for training prior to joining Cranfield University
Records
Records or held by Contractor’s company.
CU-ENV-REG- \\cns.cranfield.ac.uk\FileStore\Groups\Facilitie
Corrective
07_CAPA_Register_Database. s\Facilities MS Access Databases
Actions
accdb
EstatesShared\6.
“Switch Off”
Specific electronic folders ENERGY+ENVIRONMENT\Energy + Carbon
Campaigns
Management\5 Switch Off Campaigns
Communications Specific electronic folders
to Schools and especially regular Safety, SHEE Management\Energy\7.4)
Professional Health, Environment and Communications
Service Units Energy meetings (SHEEs)
Table: Energy Management System Internal Records and Locations
The external documents used by the EnMS are:

Record Type Location
the Government’s https://www.gov.uk/government/publications/greenhouse-gas-
officially published CO2e reporting-conversion-factors-2020
factors for different
This includes links to earlier years. Future years will have the
energy sources
same URL format, so only the year reference needs to be edited
calorific value of gas http://marketinformation.natgrid.co.uk/gas/DataItemExplorer.aspx
DEC CIP files (official https://members.elmhurstenergy.co.uk/WebFormLogin.aspx

Government data
under My Documents/DECs after the user has logged in.
provided to members via
Elmhurst)
Table: Energy Management System External Records and Locations
Page 39 of 53

Version 2.1
7.5.3.1 Related Documents

Document Location
CU-EHS-PROC-01 Control of SHEE Management\Health and Safety\3)
Management System PROCEDURE
Documentation Procedure DEVELOPMENT\Procedures\Control of
Management System Doc\Current
Control of Management System SHEE Management\Health and Safety\3)
Spreadsheet for Controlled PROCEDURE DEVELOPMENT\Procedures\Control of
Documents v1.5.xlsx Management System Spreadsheet for
Documents\Current
8 Operation
8.1 Operational Planning and Control
The most significant energy uses at the University relate to:
 Heating, Ventilation and Air Conditioning (HVAC) of all buildings – non-domestic and
domestic.
 The 1.4 MW Combined Heat and Power (CHP) unit meeting over 60% of campus
electricity demand.
 The District Heating (DH) system using the waste heat from the CHP, supplemented by
three combi-steam boiler heat exchangers, a 960kW biomass (woodchip) boiler, and two
gas boilers.
 The 1 MW PV farm.
 Individual items of energy intensive test equipment used for testing and research
The University plans, implements and controls the processes, related to its SEUs defined in
6.3 above, needed to meet requirements and to implement the actions determined in 6.2
above by:-
establishing criteria for The Engineering Team and the site contractor BAM are
these processes, including responsible for the correct operation and maintenance of all
the effective operation and HVAC equipment on site. The equipment is operated to
maintenance of facilities, reflect the individual usage patterns and thermal
equipment, systems and characteristics of each building based on information
energy-using processes, supplied by the Facility Managers responsible for each
where their absence can building, many years’ experience of running the site and
lead to a significant any additional relevant criteria. Regular meetings are held
deviation from intended between Engineering and BAM to ensure satisfactory
energy performance; operation of the equipment and that planned preventative
maintenance is occurring as required.
A large proportion of the site is controlled via the Johnson
Building Management System with some buildings on a
newer Trend Building Management System. Some
individual buildings work from timers or have individual Air
Conditioning controls within certain rooms. All BMS and
timer systems are the responsibility of BAM. Where local
Air Conditioning controls exist limits on the temperature
Page 40 of 53

Version 2.1
settings have been set where possible, but individuals are

responsible for using them in line with the Energy Code of
Practice to minimise any waste.
Monthly meetings are held with Edina, the supplier and
maintainer of the CHP system to review its performance,
review any issues arising and plan for future maintenance
and meter calibration issues. These are attended by the
Engineering Team, BAM and the Energy and Environment
Team
Separate monthly meetings are also held to discuss the
performance of the District Heating system attended by the
Engineering Team, Facility Managers, BAM and the Energy
and Environment Team.
Test and laboratory equipment are operated by
Technicians in the Technical Support Services team
following Standard Operating Procedures for each item.
They are aware of the need to avoid 4-7pm all year round
whenever possible but especially when a Triad warning has
been received. Usage is driven by contractual obligations
and research demands and thus follows no particular
pattern.
communicating the criteria The start of the HVAC contract included a long
to relevant people doing familiarisation process to ensure BAM understand the
work under the control of systems they are responsible for operating and
the University; maintaining.
Domestic tenants are provided with information on their
heating systems by Campus Service when they first arrive.
Edina are the experts on the CHP system they provide and
have remote control and monitoring facilities via a
broadband link.
implementing control of the The comments above also address this aspect but it should
processes in accordance be noted that, in addition to the regular meetings, any
with the criteria, including deviation from the accepted normal practice is monitored in
operating and maintaining a number of ways as detailed in Section 9.1 below.
facilities, equipment,
systems and energy-using
processes in accordance
with established criteria;
keeping documented Engineering maintains a very close working relationship
information to the extent with BAM having daily, monthly and quarterly meetings.
necessary to have Daily operations meetings take place to identify any issues
confidence that the or to review SEU controls. Any ongoing issues are fed into
processes have been a weekly RAG (Red, Amber, Green) report, which is then
carried out as planned reviewed at the monthly meetings. The quarterly meetings
are more focussed on contract performance. Appropriate
records are kept from all these meetings to ensure the
required processes have been carried out as planned.
Page 41 of 53

Version 2.1

Document Location
Energy Code of Practice SHEE Management\Energy\4.4) Energy
Management System (CoP and
Manual)\Code of Practice
Monthly reports https://intranet.cranfield.ac.uk/EnergyEnvir
onment/Pages/EnvironmentalReports.aspx
Internal Energy Bills EstatesShared\6.
ENERGY+ENVIRONMENT\Budget +
Finance\Energy Invoicing
External Energy Bills (in relevant EstatesShared\6.
CRC/SECR folder for all electricity and ENERGY+ENVIRONMENT\CRC & SECR
significant gas supplies – details are
added to SystemsLink when received)
Edina Meeting Information EstatesShared\6. E+E\Energy + Carbon
Management\CHP Performance, Heat &
Steam Minutes
BAM Terms and Conditions as per SHEE Management\Energy\8.3)
HVAC Contract Invitation to Tender Procurement\HVAC Contract BAM
BAM Contract Information EstatesShared\4.
ENGINEERING\Contracts\BAM
BAM Meeting Information EstatesShared\4.
ENGINEERING\MINUTES\BAM
Display Energy Certificates SHEE Management\Energy\4.2) 9.1.2)
Legal and Other Requirements\Display
Energy Certificates
8.2 Design
Engineering is responsible for the Design Guide used on all new projects. Input to this guide
comes from the Engineering Team, the E&E Team, the Development Team and external
consultants employed to look at particular aspects. There is a formal process to request any
changes to the Design Guide and it is kept under regular review.
The Design Guide contains specific criteria on energy performance, including the overall aim
of the University to be as energy efficient as practical and the fact that it has an EnMS which
must be followed.
The University’s Development Team are responsible for the projects requiring the design of
new, modified and renovated facilities, equipment and systems that will have a significant
impact on energy performance. They will use the agreed Design Guide as their starting point,
and it will be issued with any Invitations to Tender. Any deviations required by a project due to
its particular constraints will be agreed between the teams.
Specific design criteria vary in detail from one project to another and are documented within
the Development Team’s own filing structure.
Page 42 of 53

Version 2.1

Document Location
Facilities Design Standards FacilitiesShare/FacilitiesDesignStandards
Specific Project Design EstatesShared\5. DEVELOPMENT\Development
Documentation Team\Project Team standard forms\Tender Document file
EstatesShared/5.DEVELOPMENT/Development Team
8.3 Procurement
Any Project related procurement of energy services, products and equipment that have, or can
have, an impact on significant energy use, will follow the Design Standards used by the
Development Team as described in Section 8.2 above.
The BAM contract for operating and maintaining the University HVAC equipment contains key
criteria to help improve energy efficiency by 5% per annum across the site and that was a
requirement of the Invitation to Tender.
Other purchases relating to significant energy use are most likely to result from a Salix funded
project. In that case the items purchased must be on the approved list of Salix technologies
proven to be energy efficient and must pay back their capital costs from the savings achieved
within either 5 or 8 years whilst not costing more than £120 per tonne of CO2 saved (5-year
projects are preferred, 8-year projects need specific prior agreement from Salix before
proceeding). Cranfield has used both Salix SEELS and Salix Revolving Green Funding since
2010, with SEELS loans being replaced by much less certain PSDS Grants in 2021. The
history of those projects including capital expenditure, estimated – and where possible to
measure, actual – kWh savings, and estimated CO2 savings are all detailed in the Salix
projects MS Access database.
The Procurement Team uses public sector framework agreements, where possible, which
include suppliers already vetted for sustainable practices. IT equipment (including pcs and
servers) has historically been purchased to meet energy efficiency standards. Some
equipment required for research is highly bespoke with very limited supplier choice and thus
the application of energy efficiency as a key criterion is inappropriate, however such
equipment rarely constitutes a significant energy use.
All Invitation to Tender documentation makes clear that energy performance is one of the
evaluation criteria for procurement.
All of Cranfield University’s gas and electricity is procured using Kent County Council’s Laser
Public Sector Buying Group and its OJEU compliant frameworks. This is a managed service
which includes detailed supplier bill checking, with any disputed bills not being paid until the
dispute is resolved.

Document Location
Salix Database of Historic \\cns.cranfield.ac.uk\filestore\Groups\Facilities\Facilities MS
and Potential Future Access Databases
Projects –
SalixProjects.accdb
Page 43 of 53

Version 2.1
9 Performance Evaluation
9.1 Monitoring, Measurement, Analysis and Evaluation of Energy Performance
and the EnMS
9.1.1 General
Key characteristics of the University’s operations which determine energy performance are
monitored, measured and analysed at planned intervals.
The fundamental tool for this work is the SystemsLink Energy Manager database into which all
automatic (AMR/Profile), manual (Direct) and invoice data is entered for all meters, oil tanks and
other energy purchases. (N.B. Within SystemsLink Energy Manager the Invoice data also
includes data generated by the E and E Team to create internal invoices to send out to tenants,
so an Invoice entry does not necessarily mean it is an external charge to the University.)
The SystemsLink database contains data going back to at least 2005, and in some cases 1994,
and can produce numerous graphs and comparisons with earlier years for each data point.
In parallel with SystemsLink the MS Access database “Meter History” has been created to make
it easier to track any ongoing issues with meters or automatic data collection and to note the
source of the data for every meter. This is used to drive Engineering work to improve the quality
of the data available. With over 1,200 meters on site it is inevitable that some will always have a
problem and as the original infrastructure ages an increased amount of work is needed to keep
the automatic data systems working (e.g. replacing time expired battery powered radio
transmitter systems).
Calibration of all incoming utility meters is the responsibility of the utility companies themselves.
Most meters on site are sub-meters used to give greater granularity of data and to enable
month-on-month and year-on-year comparisons to be made. The Meter Design Guide section of
the overall Design Guide requires that all new meters installed meet the required legal
requirements to allow billing to be done from them and that they are provided with working AMR
functionality at the time of handover. Sanity checks are done on new meter installations to
check:
a) that the AMR data received agrees with manual readings
b) that the consumption figures indicated are realistic for the equipment the meter is covering
c) that the sum of any building sub-meters matches, within meter tolerance and parasitic loss
factors, the total recorded on the master meter feeding those sub-meters
d) that any new buildings have an overall incoming meter
For the CHP it is a requirement that the gas supply meter is calibrated by the University and
this work is undertaken by Edina.
Page 44 of 53

Version 2.1
The key characteristics monitored and measured are detailed below:

the effectiveness Progress against specific annual plans to achieve objectives and
of the action targets is reported to the Board for Energy and Environment on a
plans in achieving quarterly basis and discussed in the BEE meetings.
objectives and
Progress is also reported quarterly to the University Executive and an
energy targets
annual report on progress produced each year.
Energy A monthly report is produced and published on the intranet showing annual
Performance progress against the main Energy Performance Indicator. This is then backed
Indicators up by an annual report summarising progress against the 15-year target (July
2021 vs July 2005 carbon emissions). This will be replaced by a new report on
our 2030 targets after July 21.
operation of the These are closely monitored via several different routine routes
SEUs including:
Quarterly reviews of key buildings’ meter information and comparison
with past performance, considering weather conditions and changes to
building usage. This data is used in preparing for SHE meetings with
the various schools.
Monthly or quarterly reviews of electricity and gas bills created
internally for domestic tenants, non-domestic tenants and university
departments who can re-charge for energy use. A comparison with
previous bills is done both to ensure each bill makes sense but also to
spot any usage anomalies that may indicate operational problems.
Monthly reviews of overall energy usage to provide a monthly report of
progress against the Carbon Management Plan target.
Monthly or Quarterly reviews of external bills (as appropriate) received
by the University from Laser (for nPower and Total Gas and Power)
covering the utility imports to the site for all electricity and gas supplies.
This also includes reviewing the half hourly data where available.
Annual DECs for buildings over 250 Sqm regularly visited by the public
(including students) to compare with previous years’ DEC results.
Annual SECR reports where the reasons for any significant changes in
emissions are required to have a high-level explanation.
Reviews of energy usage in locations where Salix projects have been
implemented after sufficient time has passed to make it feasible to
assess the difference (assuming there is appropriate metering/sub-
metering to distinguish the impact).
Daily operational meetings between BAM and Engineering which results
in the weekly RAG report.
Page 45 of 53

Version 2.1
actual versus At the highest level this is already covered by the key Energy
expected energy Performance Indicator which looks at the combined effect of all energy
consumption efficiency projects across the whole University.
Where Salix projects have been implemented and the level of sub-
metering gives sufficient granularity comparisons of before and after
usage are made and reported.
As detailed above, checks against previous usage are also made on a
regular basis against key building and billed meters.
Degree data is used to assess the impact of cold weather. Any knowledge of changes to
operations on site, including the addition of new buildings, the removal of old buildings, the sale
of any assets, installation of more efficient plant, changes to opening hours, or significant
changes to the test equipment used on site is also considered.
An annual energy management plan is agreed and documented each year,
Where any significant deviations in energy performance are observed they are investigated to
understand the root cause and to correct any problems identified. Engineering and BAM will
record any issues with the HVAC equipment and the actions taken to resolve them.
Any other issues highlighted to the Energy and Environment Team will have the results of any
investigations recorded against the relevant buildings folder.
Any issues with metering equipment, and the solutions, are recorded in the Meter History
Database.
Document Location
SystemsLink Energy \\cns.cranfield.ac.uk\filestore\Groups\Facilities\SystemsLink
Manager Database Energy Manager
Meter History Database \\cns.cranfield.ac.uk\FileStore\Groups\Facilities\Facilities MS
Access Databases
Annual Action Plan SHEE Management\Energy\6.2) Objectives, Energy Targets and
Planning\Energy and Carbon Plan
CRC/SECR Reports EstatesShared\6. ENERGY+ENVIRONMENT\CRC & SECR
DECs SHEE Management\Energy\4.2) 9.1.2) Legal and Other
Requirements\Display Energy Certificates
Building Folders EstatesShared\6. ENERGY+ENVIRONMENT\Buildings +
Infrastructure\Buildings
Register.xlsx
Page 46 of 53

Version 2.1
9.1.2 Evaluation of Compliance with Legal Requirements and Other

Requirements
A register of applicable legislation and other requirements is maintained and checked at least
once a year, usually March, to ensure ongoing compliance. New legislation or other
requirements are added to the register as it becomes applicable and is identified. The register
itself is used to record the results of the evaluation, along with the dates of any reviews.
For each piece of legislation or other requirement the database includes the Stakeholders and
their expectations.

Document Location
CU-ENV-REG-05_Compliance_ \\cns.cranfield.ac.uk\FileStore\Groups\Facilities\Facili
Obligations_Register.accdb ties MS Access Databases
9.2 Internal Audit

Cranfield University conducts internal audits of the EnMS at planned intervals to provide
information on whether the EnMS:
a) improves energy performance
b) conforms to
 the University’s own requirements for its EnMS
 the energy policy, objectives and targets established by the University
 the requirements of the ISO 50001:2018 standard.
c) is effectively implemented and maintained
The agreed audit plan allows for each clause in the standard to be reviewed at least once
every 3 years. The plan defines the scope and criteria for each audit and is updated with the
actual areas audited as required. Future audit plans are adjusted as necessary to ensure each
clause is audited within the three-year cycle. Any Non-Conformities or Opportunities for
Improvement identified are added to the CAPA database and progressed as required.
The auditors used are a mixture of internal and external auditors as resources allow and will
not be conducted by anyone directly involved with delivering the actions necessary to
achieve the ISO 50001 requirements.
Planning for each audit is the responsibility of the Energy Advisor. For each audit, relevant
people for the clauses to be checked are invited to attend the audit at specific times, as
agreed with the auditor. Each resulting audit report is saved within the EnMS folder
structure.
Results from all audits are reported to the Board for Energy and Environment, including any
trends identified. The minutes of the BEE meetings record the fact that each audit’s results
were discussed. The papers provided as inputs to those meetings are also retained.
Page 47 of 53

Version 2.1

Document Location
ISO50001 3 Year Internal SHEE Management\Energy\9.2) Internal Audit\Audit
Audit Schedules Schedules
BEE Minutes and Papers EstatesShared\6. ENERGY+ENVIRONMENT\Board for
Energy + Environment\BEE Meetings
Audit Reports SHEE Management\Energy\9.2) Internal Audit
9.3 Management Review

9.3.1 Planned Intervals
Top Management formally review the EnMS annually in January. The January 2021 review was
pulled forward to July 2020 to ensure a review of the 2018 version of the standard was
completed in time for the Transition Audit in August 2021. The next review will revert to January
2022. A full Management Review report is discussed to ensure the continuing adequacy,
effectiveness and alignment of the EnMS with the strategic direction of the University.
Different aspects of the Management System are also considered at each quarterly meeting,
including progress against targets, results from internal audits and progress against the
Corrective and Preventative Action lists (CAPA).
The University’s Energy and Environment Manager and Energy Advisor are responsible for
ensuring that inputs are prepared for these meetings.
Outputs from the Reviews are recorded in the minutes of the meetings.
9.3.2 Items to be Considered

Inputs to the management review include:
a) the status of actions from previous management reviews.
b) changes in external and internal issues and associated risks and opportunities that are
relevant to the EnMS.
c) information on the EnMS performance, including trends in:
1) nonconformities and corrective actions.
2) monitoring and measurement results.
3) audit results.
4) results of the evaluation of compliance with legal requirements and other requirements.
d) opportunities for continual improvement, including those for competence.
e) energy policy.
Page 48 of 53

Version 2.1
9.3.3 Further inputs to the Management Review

The energy performance inputs to the annual management reviews include:
 the extent to which objectives and energy targets have been met.
 energy performance and energy performance improvement based on monitoring and
measurement results including the EnPI(s).
 status of the action plans.
The elements identified in Sections 9.3.2 and 9.3.3 above are reflected in the papers
submitted to the BEE meetings.
9.3.4 Output from Management Review

The minutes from the BEE meetings will include decisions related to continual improvement
opportunities and any need for changes to the EnMS, including:
a) opportunities to improve energy performance.
b) the energy policy.
c) the EnPI(s) or EnB(s).
d) objectives, energy targets, action plans or other elements of the EnMS and actions to be
taken if they are not achieved.
e) opportunities to improve integration with business processes.
f) the allocation of resources.
g) the improvement of competence, awareness and communication.
In addition, any changes to the energy performance of the organisation are reflected in the
Annual Report.
Changes to the energy policy are agreed by BEE before being sent to the Vice Chancellor for
approval.
Changes to the EnB(s), EnPI(s), objectives, targets or other elements of the EnMS, or to the
allocation of resources will be recommended by the Energy and Environment Manager and
reported upwards to BEE for approval.
The agreed output from the review is minuted at the BEE meeting and the formal output
document saved within the EnMS folder structure.

Document Location
BEE Papers and EstatesShared\6. ENERGY+ENVIRONMENT\Board for Energy +
Minutes Environment
Management Review SHEE Management\Energy\9.3) Management Review
Inputs and Outputs
Page 49 of 53

Version 2.1
10 Improvement
10.1 Nonconformity and Corrective Action
The University regularly reviews its EnMS and conducts audits using both internal and external
resources.
When a nonconformity is identified, the University:

a) reacts to the nonconformity and, as applicable:
1) takes action to control and correct it.
2) deals with the consequences.
b) evaluates the need for action to eliminate the cause(s) of the nonconformity, in order that it
does not recur or occur elsewhere, by:
1) reviewing the nonconformity.
2) determining the causes of the nonconformity.
3) determining if similar nonconformities exist or can potentially occur.
c) implements any action needed.

d) reviews the effectiveness of any corrective action taken.
e) makes changes to the EnMS, if necessary.
Corrective actions taken are appropriate to the effects of the nonconformities.

Full details on every nonconformity and the corrective actions taken are recorded in the
Corrective and Preventive Action Register (CAPA) database, including the nature of the
nonconformities, the subsequent actions taken and the results of any corrective action. All
nonconformities have a status of Ongoing, Completed or Verified (if identified after April 2018).
Target dates are set to complete each nonconformity, and verification that the solution has
worked is agreed in formal CAPA review meetings between the Energy Advisor and the Energy
and Environment Manager. The CAPA database is shared with the ISO 14001 EMS and the
formal review meetings include the Environmental Advisor. The Energy Advisor and
Environmental Advisor also review the CAPA at frequent intervals to ensure action is being
taken prior to the formal reviews.
10.2 Continual Improvement

The University continually improves the suitability, adequacy and effectiveness of the EnMS
and demonstrates continual energy performance improvement. This is demonstrated by the
results against the EnPI(s) and the results of Salix/SEELS/PSDS Grant projects.
Opportunities for Improvement and recommendations reported in audits are also fully recorded
in the CAPA database. They are reviewed and acted upon in the same way as nonconformities
but with a lower priority. Progress is subject to the availability of resources and some OFIs may
be rejected where they will not lead to any tangible benefit to the EnMS.
OFIs in the same area which have been repeatedly identified are very likely to be prioritised.
Page 50 of 53

Version 2.1

Document Location
CU-ENV-REG- \\cns.cranfield.ac.uk\filestore\Groups\Fac
07_CAPA_Register_Database.accdb ilities\Facilities MS Access Databases
(Corrective and Preventive Action
Register)
Page 51 of 53

Version 2.1
11 Document Control
Document title Energy Management System Manual
Document number CU-SHE-PROC3.48
Version number 2.2
Originator name/document owner Angus Murchie – Energy Advisor
Professional Service Unit/Department Facilities/Energy and Environment Team
Implementation/effective date May 2018 (when ISO 50001 first began)
Date of last review and version number August 2020 V2.1
Date of this version May 2021
Date of next review May 2022
Standards reference ISO50001:2018
Signature
Name Gareth Ellis
Title Energy and Environment Manager
Document Review
Version Amendment By Date
Draft Not Applicable – First Version Angus Murchie May 2017
1.0 Updated from the initial draft reviewed in May 17. Angus Murchie May 2018
Version 1.0 is designed to closely match all the
required clauses in the ISO50001 Standard with
links to external supporting documentation and
databases.
1.1 Organisational diagram updated, minor textual and Angus Murchie May 2018
layout changes.
1.2 Hyperlinks checked throughout and edited as Angus Murchie June 2019
required.
1.2 Updated Radio Tx numbers in Section 6.1 to Angus Murchie June 2019
reflect changes from Radio to LAN and to Supplier
Data for gas meters.
1.2 Reference to MeterWeb2 from Elcomponent in Angus Murchie June 2019
Section 6.1 removed as no longer used.
Page 52 of 53

Version 2.1
Document Review
Version Amendment By Date
1.2 Updated details on gas meters providing half Angus Murchie June 2019
hourly AMR data in Section 6.1.
1.2 Updated SHEE reports to include District Heating Angus Murchie June 2019
too in Section 6.3
1.2 Update to potential EnPI in Section 6.4 Angus Murchie June 2019
1.2 Update to training provided in Section 7.2. Angus Murchie June 2019
1.2 Addition of monthly CHP and District Heating Angus Murchie June 2019
meetings to Section 7.4
1.2 Update to Salix details in Section 8.3 Angus Murchie June 2019
2.0 Entire Manual updated to the 2018 version of ISO Angus Murchie July 2020
50001. This required a complete renumbering of
the sections and considerable amendment to some
of the detail. (The Section Numbers detailed above
have been edited to match the new locations of
those amendments.)
2.0 More explanation provided about COTEC and its Angus Murchie July 2020
energy use.
2.1 Added in additional Interested Parties following Angus Murchie August 2020
Transition Audit Review. Also add a little more
detail on how Compliance is reviewed for DECs,
EPCs, ACIs and external billing.
2.2 All sections’ references to other document Angus Murchie May 2021
locations updated since the University’s electronic
filing system was largely moved to the Cloud and
any remaining files were moved to new University
server locations.
2.2 Reference to Forensics Labs for CDS added since Angus Murchie May 2021
they moved from Shrivenham in the last year.
2.2 SEELS Loans removed and uncertain PSDS Angus Murchie May 2021
Grants added.
2.2 Removal of reference to the Trend 963 BMS Angus Murchie May 2021
system which will be halted at the end of May 2021
2.2 Addition of MK:U Bouverie House location to the Angus Murchie May 2021
scope of the EnMS.
Page 53 of 53

ISO 50001 Manual

Uploaded by

Copyright:

Available Formats

ISO 50001 Manual

Uploaded by

Document Information

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

ISO 50001 Manual

Uploaded by

Copyright:

Available Formats

CU-SHE-PROC3.

48 Energy Management System Manual

This document is uncontrolled when printed - check for continued validity.

2 Common Acronyms .......................................................................................................... 4

3 Common Terms and their Definitions.............................................................................. 5

4 Context of the Organisation ............................................................................................. 7

This document is uncontrolled when printed - check for continued validity.

9 Performance Evaluation ................................................................................................. 44

11 Document Control ........................................................................................................... 52

This document is uncontrolled when printed - check for continued validity.

This document is uncontrolled when printed - check for continued validity.

3 Common Terms and their Definitions

This document is uncontrolled when printed - check for continued validity.

This document is uncontrolled when printed - check for continued validity.

ISO 50001 Energy Management System Requirements

This document is uncontrolled when printed - check for continued validity.

This document is uncontrolled when printed - check for continued validity.

This document is uncontrolled when printed - check for continued validity.

4.2 Understanding the Needs and Expectations of Interested Parties

This document is uncontrolled when printed - check for continued validity.

4.2.1 Identification of Relevant Legislation

4.2.3 Ensuring Compliance

This document is uncontrolled when printed - check for continued validity.

4.2.4 Related Documents and Websites

4.3 Determining the Scope of the Energy Management System

4.4 Energy Management System

4.5 Related Documents

This document is uncontrolled when printed - check for continued validity.

This document is uncontrolled when printed - check for continued validity.

Specifically, for ISO 50001 the Board:-

Frequency of BEE meetings

This document is uncontrolled when printed - check for continued validity.

5.1.1 Related Documents

This document is uncontrolled when printed - check for continued validity.

Figure 1 Governance structure for Energy Management at Cranfield University.

The University Executive

SHEE Performance Group Fair trade and

School/Professional Facilities Cranfield Airport

This document is uncontrolled when printed - check for continued validity.

5.2 Energy Policy

5.2.1 Related Documents

5.3 Organisational Roles, Responsibilities and Authorities

This document is uncontrolled when printed - check for continued validity.

Energy & Environment Manager

This document is uncontrolled when printed - check for continued validity.

This document is uncontrolled when printed - check for continued validity.

The AMR is provided by several different systems:

This document is uncontrolled when printed - check for continued validity.

Utility Type AMR System Comment

This document is uncontrolled when printed - check for continued validity.

Issues Risks and Opportunities

This document is uncontrolled when printed - check for continued validity.

Issues Risks and Opportunities

6.1.1 Related Documents

This document is uncontrolled when printed - check for continued validity.

6.2 Objectives, Energy Targets and Planning to Achieve Them

6.2.1 Related Documents

This document is uncontrolled when printed - check for continued validity.

6.3 Energy Review

This document is uncontrolled when printed - check for continued validity.