A Concept for Comprehensive IT Support for Environmental and

Energy Management in SMEs

Anna O’Faol

ain de Bhr

oithe

, Frank Fuchs-Kittowski

, J

orn Freiheit

, Detlef H

uttemann

Stefan Voigt

and Thomas Dinkel

HTW Berlin, Wilhelminenhofstr. 75 A, 12459 Berlin, Germany

CosmoCode GmbH, Prenzlauer Allee 36g, 10405 Berlin, Germany

Fraunhofer IFF, Sandtorstr. 22, 39106 Magdeburg, Germany

{stefan.voigt, thomas.dinkel}@iff.fraunhofer.de

Keywords:

Energy Management, Environmental Management, IT, QuiXel, SMEs.

Abstract:

Environmental and energy management (EnvM and EM, respectively) are important aspects in the everyday

running of companies. However, there is no single software tool that completely supports companies throug-

hout the entire management process. The aim of the QuiXel project is to develop an integrated data and

information platform for evolving and collaborative EnvM and EM in small and medium-sized enterprises

(SMEs). The platform will provide comprehensive software support for the complete management process

and will simplify tasks such as planning goals and targets, data structuring, data acquisition, data analysis,

report generation, and documentation. In addition, the platform will provide an integrated manual providing

instructions and guidelines for the best practice of EnvM/EM in accordance with the ISO 14001 and ISO

50001 norms. The requirements for such a platform are presented in this paper, along with an overview of the

system concept.

1 INTRODUCTION

Small and medium-sized enterprises (SMEs) can gain

signiﬁcant beneﬁts from implementing energy ma-

nagement; they can reduce their costs, protect the

environment, increase the sustainability of the eco-

nomy, and improve their public image (Bundesminis-

terium f

ur Umwelt, Naturschutz und Reaktorsicher-

heit (BMU), 2012). However, many tasks covering a

broad range of areas including documentation, con-

trol, planning, monitoring, evaluation and decision-

making must be fulﬁlled as part of a complete energy

management process. It is not possible to success-

fully implement energy management without the sup-

port of appropriate tools as the tasks are too nume-

rous and too complex (Wohlgemuth, 2015). It is no-

teworthy, then, that no single software tool capable of

supporting all these tasks currently exists (EnergieA-

gentur.NRW, 2013). At present, only certain aspects

of the management process are addressed by speciali-

zed software solutions, e.g., energy data management

or energy control (R

oßler et al., 2013). A single tool

capable of guiding users through the complete process

as well as managing all necessary data (including do-

cumentation, raw data, analysis results, and reports)

would be helpful for experienced environmental and

energy managers as well as for beginners.

The QuiXel project, funded by the BMBF “KMU-

innovativ” program, is pursuing a comprehensive ap-

proach to providing complete IT support throughout

the management process with a single platform. Ba-

sed on the European norms for environmental ma-

nagement (EnvM) and energy management (EM) as

well as discussions with industry partners, the requi-

rements for such a system have been determined and

consequently integrated into an all-inclusive concept.

The platform must aid in a multitude of tasks such as

planning efﬁciency measures, setting goals and tar-

gets, data structuring, data acquisition (both manual

and automatic), data analysis, reporting, and docu-

mentation. The system should also provide informa-

tion and instructions to its users on EnvM/EM best

practices so that non-experts can quickly start making

progress. These instructions should be compliant with

ISO norms for EnvM and EM so that users who fol-

low the guidelines are eligible for certiﬁcation. The

project is currently in the implementation phase, with

the testing and evaluation phase to be completed by

O’Faoláin de Bhróithe, A., Fuchs-Kittowski, F., Freiheit, J., Hüttemann, D., Voigt, S. and Dinkel, T.

A Concept for Comprehensive IT Support for Environmental and Energy Management in SMEs.

DOI: 10.5220/0006660501870194

In Proceedings of the 20th International Conference on Enterprise Information Systems (ICEIS 2018), pages 187-194

ISBN: 978-989-758-298-1

187

the end of 2018.

This paper is structured as follows: Section 2 pre-

sents the current status of technology in the area of

tool-assisted energy management in SMEs. Section 3

discusses the procedure used to perform the require-

ments analysis for software support of the complete

EnvM/EM process. The concept derived from this

analysis is presented in Section 4. The paper con-

cludes with a summary and outlook on the continuing

work in the project.

2 TECHNOLOGICAL STATUS

AND RELATED WORK

The main tasks of industrial environmental infor-

mation systems (IEISs) are to provide information

and documentation, support evaluation and decision-

making, and enable control, planning, and monitoring

throughout the management process (Wohlgemuth,

2015). Software solutions are available for each of

these tasks, however, usually as separate, isolated ap-

plications or stand-alone systems (Heldt and Wohlge-

muth, 2009). Established deﬁnitions of IEISs, for ex-

ample (Wohlgemuth, 2015, S. 224), only require par-

tial support for environmental and sustainability ma-

nagement tasks, as no comprehensive solution exists.

The European norms for energy management

(ISO 50001) and environmental management (ISO

14001, 14004, 14006, 14031, 14044, and 14063) do

not provide explicit instructions for implementing and

executing EM/EnvM in speciﬁc cases, but rather per-

tain to the general process that is followed. Corre-

sponding handbooks such as (Bundesministerium f

Umwelt, Naturschutz und Reaktorsicherheit (BMU),

2012; S

achsische Energieagentur SAENA GmbH,

2015; Umweltgutachterausschuss (UGA), 2011) pro-

vide organisational guidance and recommendations,

but do not offer any tool support. Additionally, SMEs

generally lack ﬁnancial and human resources, as well

as knowledge and experience in the area of imple-

menting such systems (Eichhammer et al., 2011).

Software support — i.e., the use of IEISs — is the-

refore necessary for processing environmental and

energy data for administration, analysis, visualisation

and simulations (Hilty and Rautenstrauch, 1995).

Model-based approaches, such as that presented

in (R

oßler et al., 2013), provide helpful support in

the form of a manual or reference process for imple-

menting energy management. Similar to the system

proposed in this paper, model-based approaches are

based on a detailed analysis of the requirements pre-

sented in the norms and therefore ensure a formally

valid implementation of energy management. Howe-

ver, they lack any tool-based support for analysis, vi-

sualisation, or simulations.

Currently, IEISs are mainly used to ensure legal

compliance, provide support for EnvM, and collect

and display data (Wohlgemuth, 2015). However, the

present trend is to take material aspects (raw materi-

als and energy consumption) into account alongside

the classical control parameters of the production si-

mulation in tactical and strategic problems (Wohlge-

muth, 2015). Accordingly, attempts are being made

to utilise and further develop pre-existing information

resources and applications in companies in order to

achieve this (Boß and Wohlgemuth, 2015). The open-

source tool “OpenResKit-Framework” has similar go-

als, but mainly concentrates on the integration of ex-

isting data and information (Boß and Wohlgemuth,

2015) and is therefore focused on providing informa-

tion and documentation (Wohlgemuth, 2015). In the

area of analysis and decision-making support, the tool

“e!Sankey” is used in conjunction with a Microsoft

Excel

 table to visualise energy, material, or cost

ﬂows (Boß and Wohlgemuth, 2015). Even the ap-

plication of the OpenResKit-Framework to learning

energy-efﬁciency networks (Schneider et al., 2014)

does not pursue a comprehensive approach to sup-

porting all aspects of the management process, but

instead focuses on the areas of information and do-

cumentation.

The QuiXel project, presented in this paper, at-

tempts to provide an all-inclusive approach to suppor-

ting EnvM and EM by addressing the areas of plan-

ning, data structuring, data acquisition, analysis, vi-

sualisation, and documentation. Guidelines that are

compliant with the European norms will also be pro-

vided within the system in the form of a platform-

integrated manual so that the necessary expertise is

always readily available without the need to consult

external resources.

3 PROCEDURE FOR

REQUIREMENTS ANALYSIS

In order to assess the requirements for comprehensive

IT support of the entire EnvM/EM process in SMEs,

a model of the work packages necessary for obtaining

certiﬁcation was ﬁrst drafted based on the ISO 50001

(DIN, 2011) and ISO 14001 (DIN, 2015) norms. This

model is shown in Figure 1. The numbers of the work

packages correspond to the section numbers of the re-

spective norm.

In the next step, a reﬁned model was created by

further detailing all work packages according to the

norms. This ensured that all necessary functions for

ICEIS 2018 - 20th International Conference on Enterprise Information Systems

188

Figure 1: Implementation and operation of EM and EnvM systems.

all work packages were taken into account and resul-

ted in a detailed list of requirements for the software

system. Figure 2 shows the details of the “Planning”

work package as an example. The numbers of the sub-

packages also reﬂect the numbering of the relevant

subsections in the norms.

Workshops were then held with pilot users of the

platform based on the reﬁned model. The workshops

addressed, in particular, the question of what type of

software support could be expected for which tasks.

Functional “focus areas” were identiﬁed during the

workshops by considering all the tasks in the context

of different use cases.

4 REQUIREMENTS AND

CONCEPT

Based on the reﬁned model, a requirements catalo-

gue for the entire system was collated. These requi-

rements were categorised according to the individual

work packages as shown in Figure 1. One further ca-

tegory “General/other” was deﬁned to cover the re-

maining requirements, such as user management. The

full list of requirements is brieﬂy presented below.

Management

• A1.1 Team deﬁnition: It shall be possible to deﬁne

and document the EnvM/EM team and differenti-

ate between different roles (e.g., manager, mem-

ber).

• A1.3 Conﬁgurability: The system should provide

a customised experience to the user in terms of

information provided and task emphasis based on

the target level of EnvM/EM (e.g., if certiﬁcation

is sought or not).

Planning

• A0.3 Action plan creation: The platform shall in-

clude a function to designate and describe efﬁ-

ciency measures, i.e., an action plan.

• A0.4 Action plan maintenance: It shall be possible

to edit the action plan. It should be possible to

document the status of the edits.

• A1.2a Goal deﬁnition: It shall be possible to de-

ﬁne and document individual goals.

• A1.2b Goal speciﬁcation: It shall be possible to

differentiate between strategic and operative go-

als.

• A1.2c Goal designation: It shall be possible to

link operative goals with any number of associ-

ated strategic goals.

• A2.2.1a Acquisition of variables: The energy ma-

nager and the energy team shall be able to colla-

boratively deﬁne a variable (e.g., a meter such as

a gas, water, or electricity meter) with the aid of

real-time hints from the system (tooltips).

• A2.2.1b Description of variables: The energy ma-

nager and the energy team shall be able to add a

text description to variables.

• A2.2.1c Authentication of variables: The energy

manager and the energy team shall be able to au-

thenticate variables in order to make them availa-

ble for further use in the system.

• A2.2.1d Templates for variables: It should be pos-

sible for the energy team to reuse already-deﬁned

variables as well as save variables as templates in

order to use these as the starting point for subse-

quent deﬁnitions.

• A2.2.2 Structuring of variables: Single variables

shall be available for evaluation in different com-

binations/structures.

A Concept for Comprehensive IT Support for Environmental and Energy Management in SMEs

189

Figure 2: Detailed view of the “Planning” work package.

• A2.2.3 Evolving collaborative process: It shall

be possible to continuously develop energy and

environmental key performance indicators (KPIs)

via an iterative process of collaborative discussion

and negotiation, as changes to company goals as

well as in company structure lead to changes in

the structure of the data and the variables.

• A2.2.4 Release procedure of ﬁnal model: It shall

be possible for the team to organise the collabo-

rative work process over multiple hierarchical le-

vels. Only the highest level of the hierarchy shall

have the right to validate and release the model

consisting of the structured variables and KPIs

produced throughout this process.

• A2.3.1a Selection of reference data: It shall be

possible to deﬁne a reference data set to be used

as a comparison for the current review period.

• A2.3.1b Comparison with reference data: It shall

be possible to calculate KPIs for the reference pe-

riod as well as the current review period.

• A2.4.1 Assigning KPIs to deﬁned goals: It shall

be possible to link individual KPIs to one or more

goals set forth in the action plan.

• A2.4.2 Bottom-up KPI deﬁnition: It shall be pos-

sible to deﬁne KPIs by selecting and aggregating

a set of suitable variables from those already deﬁ-

ned in the system.

• A2.4.3 Top-down KPI deﬁnition: It shall be possi-

ble to deﬁne KPIs and then check if all necessary

variables are available in the system.

• A2.4.4 Deﬁnition of KPIs as a function of the vari-

able structure: It shall be possible to deﬁne KPI as

a function of variables. For this purpose, it shall

be possible to deﬁne the mathematical equation

for calculating the KPIs in a formula editor using

mathematical operations and multiple variables.

Execution

• A0.1 Dashboard: It should be possible to see an

overview of the current status of individual mana-

gement tasks.

• A3.3.1 Documentation of the EnvM/EM process:

It shall be possible for the team to document the

EnvM/EM process in a collaborative manner.

• A3.4.1 Reading of data from external systems: In

order to maintain existing business processes, it

shall be possible to read data from external sys-

tems (e.g., Tekla, SteelOfﬁce).

• A3.4.2 Raw data import: It shall be possible to

import meter readings from existing spreadsheets

or tables.

• A3.4.3 Manual data entry: The system shall faci-

litate manually saving a reading from a meter de-

ﬁned in the system. An appropriate, standardised

ICEIS 2018 - 20th International Conference on Enterprise Information Systems

190

input form containing information about the me-

ter as well as an input ﬁeld for the meter reading

shall be provided for this purpose.

• A3.4.4a Data quality control: The platform shall

continuously check if the data in the system are

complete, i.e., measurements for all deﬁned me-

ters arrive at the expected times.

• A3.4.4b Data quality alerts: The system should

notify the responsible person if data are missing

for a particular meter or for a given time period.

Validation

• A5.1.1 Creation of reports: The system should au-

tomatically create reports allowing an evaluation

of the data from the deﬁned KPIs and/or data on-

hand in the system. The report shall be available

both in a format that is easily viewed on-screen as

well as in a print-ready format (e.g., pdf).

• A5.1.2a Comparison of results with reference

data: The system shall be able to compare the

data and KPIs from the current review period with

those from the reference period.

• A5.1.2b Comparison of results with reference data

failure alert: If the current KPIs cannot be calcu-

lated for the reference period, the system should

report that the chosen reference period is no lon-

ger valid.

• A5.1.3 Analysis of review period: It shall be pos-

sible to assess the data with respect to the goals

deﬁned in the action plan.

Management Review

• A5.4.1a Measures for improvement: The system

shall allow a review of the current review period

with respect to the goals set out in the action plan.

• A5.4.1b Documentation of measures: It shall be

possible to document progress towards the diffe-

rent goals.

• A5.4.1c Continuous improvement: It shall be pos-

sible to deﬁne new efﬁciency measures, and to ex-

tend or amend those that already exist based on

the most recent results.

General/Other

• A0.2 Administrative functions: An administrator

shall be able to add, change, and delete users from

the system, as well as control user rights. In the

case that the system comprises multiple compo-

nents requiring user authentication, a Single Sign

On is desirable.

• A0.5 Model export: It shall be possible to export

the validated data model (structured variables and

KPIs).

• A0.6 Model transformation: It shall be possible to

generate a formal description of the data model.

• A0.7 Model storage: It shall be possible to save

the data model in a formal manner (e.g., in a rela-

tional database).

• A0.8 Integrated manual: The system shall provide

instructions and guidelines for the best practice

of EnvM/EM in the form of a platform-integrated

manual.

4.1 Overall Concept

The overall concept developed from the requirements

is depicted in Figure 3. The ﬁgure is split into two

distinct layers: the top layer of pictograms shows the

necessary tasks and the bottom layer represents the

actions that must be performed by one or more of the

system users in order to complete the steps shown in

the top layer. The corresponding requirement ID is

written in grey beside each task or action. Except

for documentation, all tasks are grouped according to

their work packages (and therefore according to the

speciﬁc areas described in the ISO norms). Docu-

mentation — shown in Box A — is instead visualised

as a continuous task that is supported throughout the

entire management process with input coming from

other tasks that are performed in parallel.

Box B “Management” represents the task of choo-

sing the target level of EnvM/EM to be implemented.

The system should be automatically adapted accor-

ding to the chosen target level (e.g., a company that

wishes to be certiﬁed will require much more rigorous

procedures and documentation than a company that

only wishes to reduce its electricity costs). In parti-

cular, this includes conﬁguring the guidelines that are

presented to the user as well as selecting which docu-

mentation the user is obliged to produce.

Box C shows the individual steps that must be

completed in the “Planning” work package. The steps

correspond to those from Figure 2, and are embedded

here in a use case that describes the entire process of

energy and environmental management.

The actual data is collected in “Execution — data

acquisition” (Box D). Data can be acquired by the

system from manual user input (collaborative data

entry), by automatically collecting data provided by

electronic meters, or by importing raw data from other

sources (e.g., enterprise resource planning systems).

In the “Validation” work package (Box E), reports

are generated that can then be made available to the

A Concept for Comprehensive IT Support for Environmental and Energy Management in SMEs

191

Figure 3: Illustration of the overall concept of the system.

ICEIS 2018 - 20th International Conference on Enterprise Information Systems

192

decision-makers. The reports include the calculated

values of the KPIs that were deﬁned earlier in the

“KPI deﬁnition” step (see “Planning”, Box C). These

values are calculated using the data collected in Box

An automatically generated (and adapted) data

model is a necessary interface between the “Planning”

and “Execution — data acquisition” work packages in

order to ensure data consistency and to facilitate the

collection of the data necessary for the analysis. This

data formalisation process does not require any input

from the user and therefore takes place in the back-

ground.

Overall, the system offers a comprehensive appro-

ach to EnvM/EM in which the level of management

can be iteratively improved by adapting the action

plan and efﬁciency measures in the company based

on the information contained in the reports and the

documentation (see “Management review”, Box F).

4.2 Technical Concept

In a technical sense, the system must provide two ba-

sic functions: it must support collaborative content

modiﬁcation (e.g., documentation and KPI deﬁnition)

as well as facilitating data acquisition and analysis. A

structured wiki could provide a technical basis for col-

laborative KPI deﬁnition. On the other hand, a spre-

adsheet is the best solution for the data acquisition,

as this provides a familiar environment for data entry.

One option is to create a system using existing wiki

and spreadsheet software as front ends to a common

database. However, this is an inelegant solution, as

the workﬂow is split across multiple front ends/user

interfaces and it is difﬁcult to deﬁne exactly what in-

formation should be entered from which interface wit-

hout making a somewhat arbitrary divide in the work

process.

Although more implementation-intensive, a cus-

tom front end containing both wiki-like elements and

spreadsheet-like elements as needed provides a much

better interface to the system. With this solution,

users can complete all aspects of the entire EnvM/EM

process from a single, uniﬁed front end. It is there-

fore planned to realise the user interface as a custom-

built web front end. To ensure multi-user capabi-

lity (collaboration) and data consistency, this front

end will be connected to a central database back end.

An export/import function to/from popular spreads-

heet formats (e.g., csv, LibreOfﬁce Calc or Microsoft

Excel

) is a feasible addition that would allow users

to acquire data with well-known and widely used soft-

ware (Junker, 2010; Leyh et al., 2011).

Another focus area is the conﬁgurability of the

process depending on the objectives of the company.

The scope and level of detail of the management pro-

cess should be adapted to the goals and needs of the

speciﬁc company. It is planned that the company ini-

tially identiﬁes its EnvM/EM goals and on this basis,

the system offers a tailored process for the company

to follow, i.e., the guidelines and documentation tem-

plates are adapted based on the company’s manage-

ment targets. In addition, the KPI deﬁnition compo-

nent is conﬁgured in such a way that the complexity of

the KPIs corresponds to the user’s goals. Customer-

oriented step-by-step instructions and tailored docu-

mentation templates are provided. Since the model

beneath this system conﬁguration contains all the es-

sential aspects of the European EnvM and EM norms,

it is ensured that the management process is carried

out in accordance with regulations.

5 SUMMARY AND OUTLOOK

This paper presents the central concept of the QuiXel

project: an integrated data and information plat-

form for collaborative and evolving environmental

and energy management in SMEs. The need for com-

prehensive IT support for all aspects of EnvM/EM is

discussed.

The requirements for such a platform are deri-

ved from a detailed analysis of the European envi-

ronmental and energy management norms as well as

from workshops held with potential industry partners.

A catalogue of essential functional requirements for

a comprehensive EnvM/EM system is presented. A

sketch of the technical concept, based on this catalo-

gue, is outlined.

The project is currently in the implementation

phase. A prototype platform will be delivered to the

industry partners by mid-2018 for testing and evalu-

ation. The software will be improved based on input

and feedback from the pilot users and the ﬁnal evalu-

ation phase will be concluded by the end of 2018.

ACKNOWLEDGEMENTS

This work is kindly supported by the German Federal

Ministry of Education and Research.

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