1. From CP to EMS Introducing an Environmental Management System based on Cleaner Production STENUM GmbH www.stenum.at

2. Slides11 – From CP to EMS Cleaner Production – Principles CP considers  Technologies  Employees  Raw materials  Processes  Emissions  Partners  Products

3. Slides11 – From CP to EMS PRODUCTS Primary and secondary Material emissions Solid waste, gases, wastewater SYSTEM UNDER CONSIDERATION MATERIAL Raw material, process material, other material, water ENERGY CARRIERS Fuels, e.g. gas, oil, coal ENERGY Mass-free, e.g. electricity or district heating Energetic emissions Waste heat, noise Cleaner Production – Principles

4. Slides11 – From CP to EMS ISO 14001:2004 – Continuous improvement Continuous improvement Environmental policy Planning  Environmental aspects  Legal requirements  Objectives, targets and programme(s) Implementation and operation  Resources, roles, responsibilities and authorities  Competence, training and awareness  Communication  Documentation  Control of documents  Operational control  Emergency preparedness and response Checking  Monitoring and measurement  Evaluation of compliance  Nonconformity, corrective and preventive action  Control of records  Internal audit Management review

5. Slides11 – From CP to EMS Method: Plan-Do-Check-Act  PLAN: Objectives and processes are defined in accordance with the environmental policy.  DO: Processes are implemented.  CHECK: Processes are monitored and measured against the environmental policy, targets, objectives, legal requirements and requirements from stakeholders. The results are reported.  ACT: Measures to continually improve the performance of the EMS are implemented.

6. Slides11 – From CP to EMS What is an EMS? An EMS controls all activities of the organization with environmental impact through responsibilities, tasks and procedures.  Environmental policy: Where do we want to go?  Check environmental impacts: Where are we?  Environmental programme and targets: Where are we going?  Environmental management system: How are we getting there?  Environmental audit: Are we on the right track?

7. Slides11 – From CP to EMS Benefits of an EMS for a company

8. Slides11 – From CP to EMS ISO 14001:2004 Requirements of an EMS:  Compliance with all relevant legal regulations  Identification, documentation and regular monitoring of objectives and programmes for the continuous improvement of the environmental aspects  Provision of relevant environmental information to the general public

9. Slides11 – From CP to EMS Elements of an EMS  Environmental policy  Initial review  Environmental programme  Internal audit  Certification audit

10. Slides11 – From CP to EMS Objectives of ISO 14001:2004 Based on this international standard a company shall establish a procedure which describes and analyses the environmental impacts resulting from its activities in a comprehensive way and take effective action to improve and control them.

11. Slides11 – From CP to EMS Structure of ISO 14001:2004 ISO 14001:2004 consists of 4 chapters and the appendixes A and B.  Chapter 1: Scope  Chapter 2: Normative references  Chapter 3: Terms  Chapter 4: Requirements for an EMS  Appendix A: Instruction for application  Appendix B: Comparison of ISO 14001:2004 and the quality management system standard ISO 9001:2000

12. Slides11 – From CP to EMS Initial environmental review  Analysis of environmental aspects and impacts  Objectives:  Collection of all relevant data (material and energy flows by volume, costs and risk)  Evaluation of aspects according to their specific environmental importance  Definition of company-specific problems in the scope of the environmental policy  Setting priorities for possible improvement

13. Slides11 – From CP to EMS Initial environmental review  Assessment of environmental impacts  Evaluation tool  Analysis of specific aspects  Development of opportunities for improvement  Potential environmental impacts:  Location of impact: atmosphere, water, soil, resources, etc.  Environmental impact: ground ozone, hazardous gases, smoke, radioactivity, hazardous substances, waste, soil contamination, energies, raw materials, noise, vibrations, etc.  Influence of: CO ², N ² O, freons, energy consumption, industrial usage, sealing of land, etc.

14. Slides11 – From CP to EMS Procedure for the assessment of environmental impacts  Site inspection  Material and energy analysis  Gap analysis  Risk assessment  Legal compliance

15. Slides11 – From CP to EMS Assessment: Site inspection  Identifying environmental aspects and impacts of all technical equipment, processes and prior activities  Analysing the equipment and comparing to best available technology (efficiency, losses)  Analysing the possible risks arising from use of the equipment

16. Slides11 – From CP to EMS Assessment: Material and energy analysis  Identification of material and energy losses due to inefficiencies  Identification of toxic or environmentally hazardous substances  Balance scheme

17. Slides11 – From CP to EMS Assessment: Gap analysis and risk analysis  Gap analysis: Evaluation of responsibilities, existing procedures and documents related to environmental aspects  Risk analysis: Determined by relevance and probability  Example:

18. Slides11 – From CP to EMS Assessment: Legal compliance  Determine which legal and other requirements apply to the company’s situation  Adapt procedures accordingly  Define the environmental aspects concerned

19. Slides11 – From CP to EMS Evaluation of the initial environmental review  Prioritization of the evaluated environmental problems  Priorities set by evaluation criteria  In practice often determined by economic parameters  High losses occur but only low investment is necessary  Responsibilities are not defined  Limits are exceeded  Clear non-compliance with ISO 14001:2004

20. Slides11 – From CP to EMS Environmental Policy – Environmental Objectives Where are we going? Steps to draft and issue an environmental policy 1.Analysing environmental policy requirements 2.Environmental policy proposal 3.Identifying and evaluating aspects 4.Include significant aspects in the policy 5.Discussion with the heads of department whether the policy can be used as a basis for the definition of environmental objectives 6.Issuing the environmental policy

21. Slides11 – From CP to EMS Environmental targets and environmental programme  Definition of targets to ensure that the objectives are met  Environmental targets must be defined to  Provide all necessary resources  Define responsibilities at all relevant levels  Ensure a continuous process of improvement

22. Slides11 – From CP to EMS Documentation  The EMS manual describes how the company’s EMS operates  The EMS manual should include:  Environmental policy  Organizational structure  Statement of objectives and targets and the environmental improvement programme  Responsibilities and authorities of employees involved in the EMS  Documented procedures for all processes and activities with significant potential environmental impact

23. Slides11 – From CP to EMS Documentation of selected elements  Operational control and record keeping  Management of the EMS  Emergency planning  Internal audits  Selecting auditors  Frequency  Audit process  Nonconformities  Information on the management system  Basic information  Deeper understanding  Training records  Contractor awareness

24. Slides11 – From CP to EMS Template for an EMS manual according to ISO 14001:2004 The EMS manual documents:  Environmental policy  Environmental objectives  Planning process  Responsibilities and procedures for environmental protection

25. Slides11 – From CP to EMS Structure of an EMS I.Table of Contents II.General Requirements 1Environmental Policy 2Planning 3Implementation and procedures 4Control 5Management review

26. Slides11 – From CP to EMS General requirements  Introduction of the company  Authorities – responsibilities (environmental organization chart)  Revision status and date of last revision  Information for the user, contents of the environmental manual and structure of an element  List of environmentally relevant documents  Terms and abbreviations TOOLKIT The environmentally relevant documents (energy and material flows, hazardous materials, waste management concept) have been defined in the respective volumes of the UNIDO CP Toolkit.

27. Slides11 – From CP to EMS 1 Environmental policy  Part of the company’s overall policy  Objectives:  Definition of an environmental policy  Authorization and communication within the company  Contents:  Lines of action  Compliance with relevant environmental legislation  Commitment to continuous improvement of environmental aspects  Reduction of environmental aspects using best available technology TOOLKIT Environmental policy defined during the cleaner production programme (Volume 2).

28. Slides11 – From CP to EMS … building a vision

29. Slides11 – From CP to EMS 2 Planning – Environmental aspects  Objective:  Development of a procedure for auditing, controlling and evaluating the relevant environmental aspects  Implementation:  Identifying the environmental aspects of activities, products and services  Considering aspects which are connected to products and services  Introducing criteria and an identification process for environmental aspects  Documenting and filing relevant environmental aspects TOOLKIT  An input-output analysis carried out and documented in the Top 20 worksheets;  Worksheets for waste and emissions completed;  Toxic raw materials identified;  Material flow analysis and energy analysis completed.

30. Slides11 – From CP to EMS Relevant processes and plants  Which environmentally relevant plants are in operation? What are their regular emissions? (Flowchart, emissions)  Which unscheduled processes are relevant? (FMEA, Ishikawa)

31. Slides11 – From CP to EMS Example: Process map of a machine manufacturing company Core processes: Customer consulting Development and design Prototyping Production Sampling Servicing Recruitment, training CUSTOMER Support processes: Sales Accounting and administration Maintenance Management processes: Planning Controlling Investment

32. Slides11 – From CP to EMS Evaluation of environmental effects Standard process operation Emergency RedUse of toxic materials Non-compliance High loss of material and energy in relation to sector-specific benchmarks. Or: No information available Several accidents per year Considerable effects possible No precautions Or: No information available on risks and effects YellowEfficiency could be improved Materials could be substituted A few accidents, Precautionary measures could be improved GreenNo toxic materials Full compliance, Small losses No accidents, no risk, effective precautionary measures

33. Slides11 – From CP to EMS 2 Planning – Legal and other requirements  Objective:  Establishment of a procedure for identifying, evaluating and updating legal requirements and requirements from stakeholders  Implementation:  Identification of all legal requirements  Compliance with laws and regulations  Identification of a person responsible for environmental laws TOOLKITNo direct reference.

34. Slides11 – From CP to EMS 2 Planning – Objectives, targets and programme(s)  Objective:  Objectives and targets for each relevant function and level of the organization  Implementation:  Objectives consistent with the environmental policy to support preventive environmental protection and minimize negative environmental impacts  Specific and measurable objectives and targets – development of indicators TOOLKIT Use of indicators described in Volume 7 and the environmental programme documented in the Cleaner production report (Volume 9).

35. Slides11 – From CP to EMS Policy – targets – programme Policy Objectives Targets Programme Action (responsibility, date, resources)

36. Slides11 – From CP to EMS Definition of targets Targets could be:  Best available practices and technology  Minimization of costs  Continuous improvement

37. Slides11 – From CP to EMS Targets should be  S pecific  M easurable  A chievable  R ealistic  T ime-related

38. Slides11 – From CP to EMS 3 Implementation and operation – Framework  Objectives:  Allocation of the necessary resources (personnel, know-how, technology and financial means)  Definition of responsibilities, tasks and authorities  Implementation:  Appointment of an environmental management representative  Documentation of responsibilities and authorities  Sufficient resources TOOLKIT  Environmental team set up and environmental manager appointed (see Volume 2);  Responsibilities are partly defined.

39. Slides11 – From CP to EMS Organization

40. Slides11 – From CP to EMS 3 Implementation and operation – competence, training and awareness  Objectives:  Implementation of a procedure to systemically develop technical competences  Identifying training needs, preparing a training plan and creating awareness  Implementation:  Training, information and motivation of employees  Focused training ensures competence of personnel  Reducing the risk of accidents and incidents TOOLKITNo direct reference.

41. Slides11 – From CP to EMS 3 Implementation and operation – Communication  Objectives:  Development of a system which ensures external and internal information  Implementation:  Development of a communication concept and its implementation  Use of different instruments (meetings, reports, etc.)  Communication with relevant stakeholders (employees, external stakeholders such as suppliers, investors, NGOs, etc.) TOOLKIT Some measures implemented (see Volume 2: Providing information for relevant stakeholders).

42. Slides11 – From CP to EMS Communication and information How long does it take to inform our employees about the environmental policy? If each informed employee talks to two uninformed ones per day, on will know!

43. Slides11 – From CP to EMS Information

44. Slides11 – From CP to EMS 3 Implementation and operation – Documentation  Objectives:  Installation of a documentation system including the elements required by ISO 14001.  Implementation:  Elements of an EMS documentation (manual, checklists, forms, process instructions, etc.)  Criteria for the documentation  Benefits of proper documentation: Easier implementation by communication and training Easier maintenance and revision Lower risks Easier proof and explanation TOOLKIT Cleaner production report (Volume 9) documented certain elements of an EMS (environmental policy, environmental manager, environmental team).

45. Slides11 – From CP to EMS 3 Implementation and operation – Control of documents  Objectives:  Definition of a procedure which controls the collection, identification, registration, storage and retrieval of environmental documents  Implementation:  Decision on the contents of the documents and the objectives  Explanation of the procedures for drawing up, checking, dissemination, updating and invalidation TOOLKITNo corresponding measures.

46. Slides11 – From CP to EMS 3 Implementation and operation – Operational control  Objectives:  Exact control of processes with environmental impacts  Identification of necessary measurements and indicators  Implementation:  Description of regulations and definition of processes with relevant environmental impacts Ecological procurement Storage of materials Maintenance Energy management, … TOOLKIT A basis for operational control has been developed during the identification of environmentally relevant company areas (Volume 1) and all relevant emissions have been identified and quantified (Volumes 3 and 4).

47. Slides11 – From CP to EMS Development of a set of indicators Targets:  Reduction of material losses  Substitution (e.g. processes, materials)  Cost reduction  Structuring of relevant data (databases, organization charts etc.),  Presentation, analysis and monitoring of data  Decision making (choose relevant data to achieve targets) Mass balances and costs Targets Set of indicators

48. Slides11 – From CP to EMS 3 Implementation and maintenance – Emergency preparedness and response  Objectives:  Identification of potential accidents and emergencies and implementation of preventive measures  Implementation :  D efinition of emergency procedures for all activities and areas  Individual procedures for the use of hazardous materials  Establishing a standard procedure to prevent risks and minimize danger  Documentation of behaviour during accidents and emergency situations TOOLKIT A list of hazardous materials has been compiled and environmental risks have been considered during the identification of priority areas (Volume 6).

49. Slides11 – From CP to EMS 4 Checking – Monitoring and measurement  Objectives :  Introduction of a procedure to measure and monitor environmentally relevant aspects  Documentation of corresponding objectives and targets  Implementation :  Permits, specific threshold values for concentrations and loads of pollutants, applicable procedures and standards for measurement and monitoring  Measurement of process parameters  Recording of measurements  List of inspection equipment including parameters (emission parameters, equipment to be used, frequency of measurements, etc.) TOOLKIT The results of environmentally relevant measurements partly documented in the Cleaner production report (Volume 9).

50. Slides11 – From CP to EMS 4 Checking – Evaluation of compliance  Objectives:  Implementation of a procedure to evaluate compliance with all relevant laws, regulations and legal obligations  Documentation of compliance audits  Implementation:  Definition of the responsibility for implementation  Regular compliance audit  Monitoring compliance with the identified legal requirements TOOLKIT No corresponding measures during the cleaner production programme.

51. Slides11 – From CP to EMS 4 Checking – Nonconformity, corrective and preventive action  Objectives:  Implementation of a procedure for identifying corrective measures and eliminating measures which result in nonconformity  Implementation of corrective and preventive measures  Implementation of a procedure to document gaps and corrective measures including updates  Implementation:  Documentation of procedures in case of deviation from the targets and the environmental programme TOOLKIT Some basic activities have been implemented in the UNIDO IPA report (Volume 7 – Worksheets 7-1 and 7-2 for the definition of indicators for an environmental management system).

52. Slides11 – From CP to EMS 4 Checking – Control of records  Objectives:  All documents used inside the company Must be clearly identified Are checked and revised Must only be used in their valid version  Expired documents have to be immediately withdrawn and clearly marked as such  Implementation:  Identification, filing, protection, retrieval, retention and disposal of relevant records (documentation of trainings, records from process control, etc.) TOOLKIT  Documentation of the environmental programme  Input/output data in the IPA report  Data describing waste and emissions  Results of the environmental impact assessment and environmental measures

53. Slides11 – From CP to EMS 4 Checking – Internal audit  Objectives:  Development of a procedure and programme for internal audits and systematic preparation and documentation of the certification audit  Implementation:  The regular and objective evaluation of performance of the company, the management and the processes is systematically documented  Qualified internal auditors or external auditor TOOLKIT No corresponding measures during the cleaner production programme.

54. Slides11 – From CP to EMS The tasks of an auditor Training Planning Learning Option identification ?

55. Slides11 – From CP to EMS 5 Management review  Objectives:  Regular management review of the system and documentation of a procedure to ensure continuous improvement  Implementation:  Regular monitoring and evaluation ensures improvement of the environmental performance  Definition of responsibilities  Report including observations, conclusions and recommendations and a list of necessary measures  Various documents (results from internal audits, reports, analyses and minutes, results of external audits, etc.) TOOLKIT No corresponding measures during the cleaner production programme.

56. Slides11 – From CP to EMS Case Study: Znovin Znojmo  Winery with 80 employees  100 m crowns of annual turnover  30,000 hl of production in 1997  High quality wines Objective: Production of organically grown wine Wine production: Wine harvest, Transport to cellar Pressing Fermentation Filtering, treatment Filling, packing Delivering Wastewater Organic waste

57. Slides11 – From CP to EMS Case Study: Znovin Znojmo Environmental programme:  Environmental policy  Manual  Definition of procedures:  Legal compliance  Materials, products and emissions  Plants  Training  Correction, audit, review  Training of employees  Optimization of water system Introduction of the EMS (1995) Review Workshops Collection of regulations and documents Completion, documentation of procedures Documentation Coordination, training

58. Slides11 – From CP to EMS Case Study: Znovin Znojmo EMS: Procedure, organization, documentation Legal compliance Materials, Emissions Plants Training Control, audit Review Documentation:

59. Slides11 – From CP to EMS Case Study: Znovin Znojmo Result: BOD emissions reduced by 18 t per year!