October 2008Virginia EMS Conference 1 EMS 101 Presented by: Harry E. Gregori, Jr., AICP Environmental Solutions, Inc. Michele M. Lawton Volvo Trucks North America Dublin, Virginia
October 2008Virginia EMS Conference 2 EMS 101 – Speakers Harry Gregori, –15 years of experience in EMS, lead auditor trained – Virginia DEQ background – P2 and EMS –One of principal architects of the VEEP –ISO14001 with Public and Private Entities –Conducts EMS E2/E3/E4 and ISO Training Michele Lawton, –Nine years of experience in EMS implementation –Manufacturing background – currently Volvo Trucks –ISO 14001 & ISO 9000 – Public & Private Entities –Lead Instructor in numerous EMS workshops across Virginia
October 2008Virginia EMS Conference 3 EMS 101 Session (Part I) Environmental Management System (EMS) Basics –Brief history and getting started –Defining the basic elements of an EMS –Implementing an EMS –Common implementation road-blocks
October 2008Virginia EMS Conference 4 EMS 101 Session (Part II) Implementation Basics –All at once –Department by department –Actual implementation process –Decisions about software
October 2008Virginia EMS Conference5 Environmental Management Systems 101 … or how do I get started and how do I reinvigorate a stalled program?
October 2008Virginia EMS Conference6 What is an EMS EMS Defined Section 10.1-1187.1 Code of Virginia: "Environmental Management System" means a comprehensive, cohesive set of documented policies and procedures …
October 2008Virginia EMS Conference7 What is an EMS … adopted by a facility or person and used to establish environmental goals, to meet and maintain those goals, to evaluate environmental performance and to achieve measurable or noticeable…
October 2008Virginia EMS Conference8 What is an EMS … improvements in environmental performance, through planning, documented management and...
October 2008Virginia EMS Conference9 What is an EMS … operational practices, operational changes, self assessments, and management review...
October 2008Virginia EMS Conference10 What is an EMS … The term shall include, but not be limited to, any such system developed in accordance with the International Standards of Operation 14001 standards.”
October 2008Virginia EMS Conference11 What is ISO all about? International Organization for Standardization – creates programs ISO “program numbers and names” “ISO” is Greek for “equal”
October 2008Virginia EMS Conference12 What is ISO all about? ISO9000 Quality Management system ISO14000 Environmental Management Systems ISO18000 (OHSMS) Safety Management System ISO28000 Security Management Systems
October 2008Virginia EMS Conference13 EMS Basics Based on the concept of: Plan ActDo Check
October 2008Virginia EMS Conference14 What about “VEEP” and “PT?” VEEP stands for “Virginia Environmental Excellence Program” PT stands for the U. S. EPA “Performance Track Program”
October 2008Virginia EMS Conference15 Should I be “Interested?” …Defined “What interest do I have in Environmental Management Systems anyway?”
October 2008Virginia EMS Conference16 Should I be “Interested?” Website dictionaries define “interest” as: 1 a (1) : right, title, or legal share in something (2) : participation in advantage and responsibility (3): Concern
October 2008Virginia EMS Conference17 Should I be “Interested?” b : BUSINESS, COMPANY 2 a : a charge for borrowed money generally a percentage of the amount borrowedBUSINESSCOMPANY b : the profit in goods or money that is made on invested capital c : an excess above what is due or expected
October 2008Virginia EMS Conference18 Virginia Environmental Excellence Program VEEP Virginia code Section 10.1-1187.6 of the Code of Virginia, the Air Pollution Control Board, the State Water Control Board and the Waste Management Board…
October 2008Virginia EMS Conference19 Virginia Environmental Excellence Program VEEP Virginia code: “… may grant alternative compliance methods to the regulations adopted pursuant to their authorities” for Virginia Environmental Excellence Program E3 and E4 facilities
October 2008Virginia EMS Conference20 Virginia Environmental Excellence Program VEEP Performance Track Facilities Only: … that extends on-site storage times for large-quantity generators of hazardous wastes to up to 180 days (and 270 days if the waste is transported 200 miles or more) to accumulate hazardous waste without a RCRA permit or interim status.
October 2008Virginia EMS Conference21 Virginia Environmental Excellence Program VEEP Permit Benefits Solid Waste Management: Participating E2 facilities will receive potentially up to a 10% discount on annual fees; E3 facilities will receive potentially up to a 20% discount. The total of all discounts cannot exceed $140,000 annually for all solid waste facilities.
October 2008Virginia EMS Conference22 Virginia Environmental Excellence Program VEEP Permit Benefits Hazardous Waste Management: Participating E2 facilities will receive potentially up to a 5% discount; E3 facilities will receive potentially up to a 10% discount. The total of all discounts will not exceed a total of $26,000 annually.
October 2008Virginia EMS Conference23 Virginia Environmental Excellence Program VEEP Permit Benefits Water: Participating E2 facilities will receive potentially up to a 2% discount; E3 facilities will receive potentially up to a 5% discount. The total of all discounts will not exceed a total of $64,000 annually.
October 2008Virginia EMS Conference24 EMS “What’s Involved?” EMS Cost/time Fully developed EMS 9-12 months Monthly meetings of EMS Team Organization lead/hero
October 2008Virginia EMS Conference26 EMS Resources Harry E. Gregori, Jr. AICP Environmental Solutions, Inc. 804-740-5605 firstname.lastname@example.org
October 2008 Virginia EMS Conference27 The Basic Elements of an EMS
Virginia EMS Conference28 An EMS is a Management System: To systematically manage environmental affairs, and Integrate environmental management with the overall management.
4.2 Policy 4.3 Planning 4.4 Implementation & Operation 4.5 Checking 4.6 Management Review Environmental Policy Environmental Aspects Legal & Other Requirements Resources, Roles, Responsibility and Authority Control of Documents Objectives & Targets and Programs Evaluation of Compliance Documentation Operational Control Emergency Preparedness & Response Competence, Training and Awareness Control of Records Nonconformity, Corrective Action & Preventive Action Monitoring & Measurement Internal Audit Management Review Communication
Policy Planning Implementation & Operation Checking Management Review Environmental Policy Environmental Aspects Legal & Other Requirements Resources, Roles, Responsibility and Authority Control of Documents Objectives & Targets and Programs Evaluation of Compliance Documentation Operational Control Emergency Preparedness & Response Competence, Training and Awareness Control of Records Nonconformity, Corrective Action & Preventive Action Monitoring & Measurement Internal Audit Management Review Communication 1 st Stage 2 nd Stage 3 rd Stage 4 th Stage Operational Control (and) Contractor Management
Virginia EMS Conference31 Define the Terms and Acronyms EMSEMS ElementsElements PolicyPolicy ProceduresProcedures Work Product (Supporting documents)Work Product (Supporting documents) Work Instructions (SOPs)Work Instructions (SOPs) RecordsRecords FormsForms AuditingAuditing
Virginia EMS Conference32 Environmental Policy Declares your organization’s commitment to the environment. Provides the framework for planning and action.
Virginia EMS Conference33 Environmental Aspects Identify environmental attributes of your activities, products and services. Determine which aspects that could have significant impacts on the environment.
Virginia EMS Conference34 Legal and Other Requirements Identify and ensure access to relevant laws and regulations (and other requirements to which your organization adheres).
Virginia EMS Conference35 Objectives, Targets and Programs Establish environmental goals for your organization, in line with your policy, your environmental aspects, impacts, views of management, and other factors. Action plans to achieve objectives and targets.
Virginia EMS Conference36 Resources, Roles, Responsibility and Authority Establish roles and responsibilities and provide resources. Clear designation of Authority.
Virginia EMS Conference37 Competence, Training and Awareness Ensure that your employees are trained and capable of carrying out environmental responsibilities.
Virginia EMS Conference38 Communication Establish processes for internal and external communication of the environmental management issues.
Virginia EMS Conference39 Documentation Maintain information on your EMS and related documents.
Virginia EMS Conference40 Ensure effective management procedures and other system documents. Control of Documents
Virginia EMS Conference41 Identify, plan and manage your operations and activities in line with your policy, objectives and targets. Operational Control
Virginia EMS Conference42 Identify potential emergencies and develop procedures for preventing emergencies and responding to them. Emergency Preparedness and Response
Virginia EMS Conference43 Monitor key activities and track their performance. Monitoring and Measurement
Virginia EMS Conference44 Periodically evaluate the legal and other requirements. Keep records of the results. Evaluation of Compliance
Virginia EMS Conference45 Identify and correct problems; prevent recurrences. Nonconformity, Corrective Action & Preventive Action
Virginia EMS Conference46 Keep adequate records of EMS performance. Control of Records
Virginia EMS Conference47 Periodically, review your commitments, verify that your EMS is operating as intended. Report the audit results to senior management. Internal Audit
Virginia EMS Conference48 Review your EMS with an eye to continual improvement. Management Review
October 2008Virginia EMS Conference 49 Elements of the ISO 14001:2004 StandardProcedureWork Product on Paper 1. Environmental Policy 4.2 Policy 2. Environmental Aspects 4.3.1 Matrix 3. Legal & Other Requirements 4.3.2 Matrix 4. Objectives, Targets and Programs 4.3.3 Template or matrix of programs 5. Resources, Roles, Responsibility and Authority 4.4.1 Organization chart 6. Competence, Training and Awareness 4.4.2 Needs matrix, schedule & records 7. Communication 4.4.3 Memos, log sheets, news letters 8. Documentation 4.4.4 Flow chart (document structure) 9. Control of Documents 4.4.5 Flow chart (approval & revisions) 10. Operational Control 4.4.6 SOP’s, contractor packet 11. Emergency Preparedness & Response 4.4.7 Plans, inspections 12. Monitoring & Measurement 4.5.1 2 types of tracking matrix 13. Evaluation of Compliance 4.5.2 Compliance audit results 14. Nonconformity, Corrective & Preventive Action 4.5.3 Competed corrective action form 15. Control of Records 4.5.4 Retention time matrix 16. Internal Audit 4.5.5 Audit schedule & results 17. Management Review 4.6 Reports, meeting minutes EMS Supporting Documents (objective evidence)
Policy Planning Implementation & Operation Checking Management Review Environmental Policy Environmental Aspects Legal & Other Requirements Resources, Roles, Responsibility and Authority Control of Documents Objectives & Targets and Programs Evaluation of Compliance Documentation Operational Control Emergency Preparedness & Response Competence, Training and Awareness Control of Records Nonconformity, Corrective Action & Preventive Action Monitoring & Measurement Internal Audit Management Review Communication 1 st Stage 2 nd Stage 3 rd Stage 4 th Stage Operational Control (and) Contractor Management 1/2 1/2 1/2
Virginia EMS Conference51 October 2008 Stepping outside our comfort zone to learn new things can be painful! EMS is too hard! We don’t have time! We already have full time jobs! EMS is dry & boring! We hate EMS!
Virginia EMS Conference52 October 2008 The EMS wiring harness Env Policy Env Aspects Legal Req Objectives & Targets EMPs Structure & Resp Training Communication Operational Control Emergency Preparedness EMS Documentation Management Review Monitoring & Measurement Records Corrective Action Auditing
Virginia EMS Conference53 There will be road blocks … …and you must maneuver around them.
Virginia EMS Conference54 Common road blocks –L–Loss of momentum –W–Wrong team –L–Lack of management support –R–Reorganization –S–Shift in focus –F–Fence line unclear
Virginia EMS Conference55 How big is your EMS? Don’t worry about the size of your EMS…
Virginia EMS Conference56 You need an EMS that fits “just right” Build your own EMS
Virginia EMS Conference57 Remember to: Keep your focus on the goal by stepping back and looking at the “Big Picture”. Ask what we really need to do to achieve this element of the EMS? Be Creative!
October 2008 Virginia EMS Conference58 Questions?
October 2008Virginia EMS Conference 59 EMS 101 Session (Part II) Implementation Basics –All at once –Department by department –Actual implementation process –Decisions about software (Open discussion with time remaining)