5.3. Planning the Audit

5.3.1.   Developing the audit plan and schedule

An audit plan is a “living” strategic document that outlines the audit process. Although rigid enough to keep the audit “on track”, it must also be flexible enough to permit adjustments during the audit to allow for information gathered or changed conditions.

It is also a vital communication tool that ensures consistency and completeness of audit coverage and effective use of the resources involved in the audit process. 

The audit plan should provide the following:

  • Audit mandate and scope 
  • Dates and places where the audit is to be conducted
  • Details of the organizational and functional units to be audited and contacts 
  • Identification of the energy audit elements that are of high priority
  • Expected time and duration for major audit activities
  • Identification of audit team members 
  • Audit report content and format, expected date of issue and distribution.

5.3.2.   Coordination with O & M personnel and building occupants

Coordination with organizational departments, engineering, building operations and maintenance, etc. is critical to a successful audit.  A good opening meeting with staff, representing all of the departments involved in the audit, can form a foundation of confidence about the process and ultimately, the audit findings. 

Coordination with the various departments should include the following considerations:  

  • Review the purposes (objectives), scope and plan of the audit
  • Make changes to the audit plan as required 
  • Describe and understand audit methodologies
  • Define communication links during the audit
  • Confirm availability of resources and facilities
  • Confirm the schedule of meetings with the management group (including the closing method)
  • Inform the audit team about relevant site health, safety and emergency procedures
  • Answer questions
  • Establish a comfort level with the audit purposes and outcomes.

Another option is to create an “Audit Team”, at the outset, to not only solicit input at the planning stages but to garner support and resources throughout the audit.   Regardless of the method used, the key is to distribute ownership of the audit results to all of the affected departments, by encouraging their involvement in the audit process.