Roadmap for using SmartTrackers

For some it may seem like a daunting task to set up a proper CO2 reduction program. At SmartTrackers we made this ten step roadmap that will help you to make this process a bit more digestable. Our roadmap is designed to help you clarify the CO2 performance ladder, or any similar assessments, like the ISO 50001 or an EED.

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The following ten steps will provide you all the information you need to optimally use our assessment application. You can use this roadmap to fill in all the data, measures, action plans and reports as well as doing the re-assessment. If you follow these steps it will assure your company meets the requirements of having a steering cycle and quality manual.


Step one: setting up an organizational structure

The first thing to do is to determine the organizational structure and to put all entities in the desired order, specific for your organization. Then create the different legal entities; after that it's recommended put all the projects, establishments and branches in separate subentities. If some entities relate to each other you can create a group to put them together. 

Create an organizational section


Stap two: adding gauges

If you want to add a gauge, go to the desired organisational component and choose in the top right corner the green button add new gauge. The most common used gauges you can find by clicking the From template option. In most cases it is appropriate to put all the mobility related gauges like fuel/mileage underneath the main organisational entity. However the gas, electricity and heat related gauges are best put underneath their specific branch or establishment. 

In case you can't find the desired gauge in any template you can choose the manual option.

Adding gauges


Step three: adding  performance indicators

Certain performance indicators can be found as a preset in the application. You can select them when you add a new component in a report (step 5). If you can't find a suitable indicator you can easily create your own custom ones. The indicators are used to improve and expand a more detailed view of the CO2 performance, instead of only seeing the total outcome.

adding  performance indicators


Step four: filling out measurements

Go to the applicable entity or sub-entity to fill out the gauge(s). Attach evidential documents and set the meter to registered. The validator will be notified (provided this is set in the admin settings) and (s)he can check the values and set the gauge to validated, and, if applicable, add remarks. It is very useful and convenient to add labels, such as evidence or insecurities.

If you want you can add a third verification step, where a consolidator can set the gauge's values to Final.

Entering values in gauges

Notifying a coworker directly about a gauge and/or a value

Creating users and adding roles


Step five: setting up an energy assessment report

Within the reports functionality, use the energy assessment template to quickly create a sound analyses and report. Add extra elements like graphs and charts and descriptions of your company's progress to the report where needed. You can also add in more detailed overviews concerning specific data, such as gas- and electricity consumption.

Choose report template

Editing a report


Step six: adding measures and targets

Add your desired measures. It is not a measure until there is a concrete plan to implement it, and management has sanctioned it. Indicate when the measure starts, and what the expected results are.

Establish the ambitions of the company bij outlining targets. These should be indicated separately per scope. It is prudent to this for the long term (several years, even decades).

Using the trending charts and their calculated forecast (based on the entered measures) it is possible to to estimate what a realistic target looks like. Of course your target can be more ambitious than the expected result based on entered measures shows, especially if this target lies  in a seemingly distant future. The target is meant to visualise the level of ambition by the management. The target is separated per scope and is morphed into a total target in absolute values.


Step seven: creating a periodic reassessment and energy action plan

Under Reports, create a report from the (CO2) progress report and energy action plan template.

Texts, like explanations concerning the trending chart, can be added to the template and photo's and illustrations can be added as paragraphs. CO2 charts or custom indicators like CO2 per FTE can also be added to the report. Reports can be copied so the basic layout can be reused for the next period.


Step eight: self-assessment en internal audit

To self-assess any standard you can use the assessment tool. The entire process of inventarisation (whether the demands of the norm are met up to and including the external assessment) can be done here.

Making the complete dossier available to the internal auditor as well as the certifying body also happens from this tool. You can request the CB to also put his/her remarks and scores into the tool

The CB may also elect to only look at the documents concerning the self-assessment and the internal audit. Using the Report functionality you can make this info available as PDF or as hard copies.


Step nine: management review/final assessment

When the dossier has been updated according to steps 1 through 7 you can present the result to management. Use the summary from the management report. Provide a brief and concise explanation of trends, progress of measures and further opportunities for improvement.

Ask management to decide about further CO2 reduction measures. Management may arrive at these decisions based on clear plans, but it depends on cost and complexity. They may also opt for further feasability studies. CO2 policy becomes more and more integrated into the working processes in this way.

adding and editing reports


Step ten: communication

Communicate the progress of the CO2 reductionprogram within your organisation. Internal communication may consist of information about the measures that are being taken as well as the general progress of the program.

Publish the progress reports and the energy-actionplan contained within it on your website once every six months. In this way you comply with the demands of external reporting for the CO2-performance ladder.

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