Institutional Capacity Development

Component 1: Institutional Capacity Development


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This component will address the identified barriers concerning widespread implementation of energy management activities in the government sector. It is well recognized that there are potentially large energy savings to be reaped by systematic and continuous activities to manage energy consumption in individual organizations. Despite this, it has proved deceptively difficult to make headway and convince management to allocate manpower and resources to such activities which are generally of secondary importance to the core business of the organization. This has also been the case in many developed countries that today operate highly successful government energy management programs.
The expected outcome from this component is a clear and effective system of monitoring and improving the energy performance of the building sector. The activities that will be carried out under this component will all contribute to the delivery of a single tangible output – GOM agencies/departments that employ and implements energy management systems in their buildings and facilities.
The component aims at emulating the successful approach taken in other countries and the establishment of a dedicated Malaysian Federal Buildings Energy Management Programme (MFBEMP) to support, and promote energy management activities in the public sector.

The activities comprise of the setting up of the MFBEMP organizationally and provide assistance in terms of promotional materials and facilitating tools for energy managers, as well as a framework within which to share and exchange information and experiences. Experiences from other countries has shown that to sustain a strong and active energy management programme it is necessary to have an organizational anchoring point and backbone to ensure continuity and resources for the effort. Also included is the development of a comprehensive energy management guideline for GOM and disseminate its use to potential energy managers, as well as key decision makers in government in order to break the ice and secure the all important backing of top management.
GOM agencies/departments that employ and implements energy management systems in their buildings and facilities
This output is expected to be realized from the implementation of several activities that are designed to promote and implement energy management activities in government agencies and organizations.

Assessment of Capacity Needs of GOM Institutions in the area of Building Energy Management
This involves the evaluation of the current level of awareness about, and understanding of, energy management among the people working in the government agencies/institutions. It will involve the conduct of an assessment of the gaps and needs of these government units regarding the practice and application of energy management, in general, and building energy management, in particular. The assessment will enable the programming of appropriate capacity development interventions for GOM agencies at the federal, state and local levels. Promotion of the energy management practice and, as well as the planning for the design of the capacity development program will also be undertaken prior to its implementation.

Activity 1.1.1: Promotion of Building Energy Management in Government Agencies and Institutions
This will involve the holding of meetings, a series of workshops and agency-wide promotional campaign to inform and introduce the concept of, and the plans for the introduction of energy efficiency in their premises and facilities. A monitoring system as well as feedback mechanisms will be set to gauge agency-wide performance on energy management.
Activity 1.1.2: Assessment of Level of Awareness on Energy Management
A survey will be conducted to determine the level of awareness on, and understanding about, EM. The results of the survey will be used as basis for the design of a government-wide EM/ awareness raising program. The survey will be done a year before end-of-project to determine how well the program has impacted on the energy utilization performance in GOM agencies, as well as in the operation of GOM-owned buildings.
Activity 1.1.3: Design and Conduct of Capacity Development Program on EM in GOM
Based on the results of the survey in Activity 1.1.2, a continuing education program on EM/ for different levels of personnel in government agencies, particularly for those operating and maintaining building facilities, will be developed. The program will form part of any personnel self-development programs instituted in GOM agencies/institutions (federal, state and local). Lessons identified from the evaluation of the similar training 20 events under the BSEEP will also be considered in identifying new strategies to ensure effective implementation of the capacity development program.

Development of the Malaysian Federal Building Energy Management Program (MFBEMP)
This activity will involve the design, development and implementation of a government-wide building energy management programme.
Activity 1.2.1: Review of Government Energy Management Programs
A study will be conducted to review and evaluate similar schemes in other countries and come up with a scheme that is adapted to the conditions and needs of Malaysia. Data and information will be gathered on experiences on government building EM program implementation in other countries (e.g., ASEAN countries). An analysis of building EM program development and implementation in these countries will also be conducted.
Activity 1.2.2: Framework Design of the MFBEMP
A working group will be organized to discuss and define the program objectives, targets, beneficiaries, operating procedures, organizational set-up and governance, and funding requirements. In addition to the results of previous surveys on the capacity development needs in the area of EM, consultations with the heads of government agencies, as well as administrators of government-owned buildings will be conducted in order to come up with the most workable strategy of ensuring active participation of the various government agencies but also of their personnel. Short term concerns such as the program budget allocations, promotional activities and launching of the program will be addressed.
Activity 1.2.3: Design of the MFBEMP
Based on the defined framework of the program, the first work plan of the program will be designed. The relevant activities that will be carried out under the program will be formulated, budgeted and responsibilities for implementation designated.
Activity 1.2.4: Establishment of the Entity for Administering the MFBEMP
Initially the BSEEP project staff and ad-hoc experts will form the core of the operational entity but will gradually hand over the responsibilities to the MFBEMP agency. Part of their job is to determine the suitable entity in the country that will manage and run the MFBEMP. A dedicated agency will need to be appointed and the selection will be based on a set of criteria determined by the project stakeholders, as to their suitability to manage and institutionalize the program.

Activity 1.2.5:
Approval of the MFBEMP

This will involve the implementation of actions to promote, advocate, and where necessary petition the approval of the MFBEMP as an official GOM program that is in line with the country’s energy objectives. A government circular instructing the full participation in the program by all GOM agencies/institutions will help move and ensure its successful implementation. Linkage to the overarching national Climate Change objectives will also be made.

Preparation of Specific Energy Management (EM)) Guidelines for Government Institutions

A guidebook (or Standards Operating Procedures) specifically for government agencies will be prepared to assist in the identification and formulation of annual work plans, and also for implementation of specific actions to improve the energy efficiency in government facilities.
Activity 1.3.1: Review of Government Operations
This will entail the evaluation of various energy consuming operations (e.g., purchase of equipment and services, production and consumption of energy, etc.) and procedures to determine energy saving opportunities. Energy audits of representative government buildings/facilities will be conducted to establish the baseline energy utilization performance. Moreover, the audits will determine and assess any wasteful as well as energy conserving practices, operations and procedures. The present operations and procedures will be analyzed, vis-à-vis proposed MFBEMP objectives and activities. An assessment of potential improvements/modifications to allow compliance or complementation with the MFBEMP will also be carried out.
Activity 1.3.2: Formulation of Specific EM Guidelines
Based on the energy audit findings and the assessment of potential energy efficiency improvements, specific guidelines for each type of government buildings will be prepared. Such guidelines are meant to assist the relevant government agencies/institutions to comply with the requirements and objectives of the MFBEMP. A monitoring scheme will be included in the guidelines in order for the government agencies to monitor on their own their progress in implementing the MFBEMP. At the same time, a nationwide monitoring scheme will also be devised specifically to monitor the extent and impacts of the application of the EM guidelines.
Activity 1.3.3: Promotion of the Application of the EM Guidelines
Seminar/Workshops will be conducted at the national and state levels for the promotion, and for introducing the application, of the EM Guidelines. This activity will include the design and conduct of seminar-workshops on the application of the EM Guidelines vis-à-vis the MFBEMP implementation.

Monitoring and Evaluation of the MFBEMP Impacts
A nationwide monitoring scheme for gauging how the MFBEMP is implemented and the program performance will be developed. Included in that scheme is the monitoring of how the EM guidelines are applied and the resulting impacts. Initially, a baseline survey will be carried out amongst the GOM agencies/institutions organizations to ascertain uptake of, investments on, and savings/benefits from Energy Management, in general, and Building Energy Management, in particular. A market research sub-contractor will be engaged to prepare and mock test the survey design, then carry out the survey. The survey results will be used as part of the inputs to the design of the MFBEMP, particularly in the design of the program’s M&E component.

Building Energy Reporting and Monitoring (BERM) Program
The BERM program focuses mainly on the MFBEMP and its result will be fed into CBEED (Activity 4.1.2) and synthesis result of BERM will be also a useful input to design and development of the MEERB in Activity 4.2.3. This will involve the monitoring of the energy utilization performance of the Malaysian buildings sector. The program will be carried out in two phases. Phase 1 will only cover government-owned buildings. This will be carried out as part of the MFBEMP. Building owners/administrators will be required to submit periodic reports (e.g., quarterly) of, among others, their energy consumption and level of activities for a specific period. The periodic reports will be submitted to the MFBEMP agency, which will monitor and evaluate the energy performance of each participating building. That database will include, among others, a special module for the energy consumption data of each participating buildings. The relevant staff members of the MFBEMP agency and the engineering/utilities departments of the buildings will be trained to carry out the energy consumption monitoring (in some cases systematic calculation or estimation). The training will also include energy consumption reporting and ways and means to improve the energy utilization efficiency in building operations.
Phase 2 will include buildings in the private sector. The same approach used in Phase 1 will be applied. This time around, the information that will be gathered from the energy reports coming from both the public and private sector buildings will be used as bases for the building rating scheme under the MEERB. The BERM program will be designed to become a regular activity of the MFBEMP agency. The program will track the achievement of the target indicators to determine project impacts.
Activity 1.5.1: Design of Data Collection System
JKR will develop an energy reporting template that will be used to collect data on energy consumption and production figures from the various government buildings in the country. The data that will be collected will be the bases for determining the energy performance of the participating buildings. As part of the process, a literature review of various buildings (design and operations) in other countries (e.g., ASEAN countries) will be carried out. The MEGTW’s endorsement of the energy reporting template is very essential in the energy reporting activity of the private buildings. Consultations with the relevant parties will be conducted to get the commitments of business community in supporting the nationwide buildings energy reporting and monitoring program. It must be emphasized that confidentiality of the data provided by building owners/administrators will be assured.
Activity 1.5.2: Energy Use Benchmarks for Malaysian Buildings
This will involve the evaluation of the energy performance of the various buildings that are participating in the BERM. JKR, with the endorsement of the Malaysian Sustainable Buildings Council, will submit (or mail) the energy reporting forms (with guidelines) to the participating buildings. The MSBC will then reconcile and strengthen the CBEED, MFBEMP and BERM. The BSEEP personnel will conduct visits to selected buildings particularly those that are:
  • Requesting assistance in filling up the report forms;
  • Big buildings that have various operations and processes (e.g., hotels, hospitals); and,
  • Presently complying with certain corporate energy use benchmarks
If necessary, visits will also be made to other buildings but mainly for the purpose of collecting the completed report forms. This is to ensure that responses are obtained from majority of the participating buildings. These visits are best done with different groups covering selected areas. Data from the reports will be used to come up with the energy use benchmarks. Energy-use benchmarks will be established for each building type.
Activity 1.5.3: Data Banking of Building Energy-Use Information
This will involve the processing of all pertinent data from the energy reports from the participating buildings for encoding into a specific module in the CBEED. Said module will be designed by BSEEP consultants specifying the various data input requirements, sub-modules and deliverables. The MFBEMP agency personnel that will work on the database will be trained on-the-job by the consultants on how to operate and maintain it. Subsequent data inputs to the database will include the results from the demonstration projects. The database will be updated regularly based on the next batch of energy consumption reports that will be submitted by the monitored buildings. The information in the database will also be used in other energy efficiency activities and services of JKR, the ESCOs and other relevant institutions. The project, together with JKR will submit a necessary plan to the Government to finance the system after BSEEP is ended.
Activity 1.5.4: Dissemination of Building Energy-Use Benchmarks
The established benchmarks, aside from other relevant information will be disseminated to the monitored buildings and the building practitioners to assist them in their EE&C activities. Since energy-use monitoring and reporting will be a continuous activity, there will be enough data to update "benchmarks” regularly. A seminar-workshop will be conducted to disseminate the initial findings of the energy- use benchmarking program. The findings will be compiled and documented and discussed during the seminar-workshop. Recommendations as to the energy use reporting format and the regular reporting requirement for buildings will be put forth and discussed. The range of energy-use benchmarks will be highlighted and some comparison will be made to figures available from sources in other ASEAN and developed countries. Moreover, the energy use performance analysis report for a building will be provided to the building owner/administrator. Such report will serve as feedback to the industrial building owners that complied with the energy reporting requirement. The reports will be prepared and submitted after each period of report submissions to the MFBEMP agency.