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Accelerated EMS Session 4 – 28 January 2008. Agenda - WIP Review –Policy – complete –Aspects and Impacts – complete –Legal and Other Drivers – complete.

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Presentation on theme: "Accelerated EMS Session 4 – 28 January 2008. Agenda - WIP Review –Policy – complete –Aspects and Impacts – complete –Legal and Other Drivers – complete."— Presentation transcript:

1 Accelerated EMS Session 4 – 28 January 2008

2 Agenda - WIP Review –Policy – complete –Aspects and Impacts – complete –Legal and Other Drivers – complete Review –Objectives and Targets – working draft –Environmental Action Plan – working draft –Ownership – Structure and Responsibilities – final draft 2www.sustainabledirection.com

3 Agenda - WIP Review –Training, Awareness and Competence - draft –Communication - draft –EMS Record Keeping – started, more today Your system – based on the template provided is one way…. 3www.sustainabledirection.com

4 Today – Month 4 EMS Map Document Control Procedures Emergency Actions www.sustainabledirection.com4

5 Environmental Policy environmental policy (ISO14001:2004) –overall intentions and direction of an organization related to its environmental performance as formally expressed by top management –NOTE The environmental policy provides a framework for action and for the setting of environmental objectives and environmental targets. 5www.sustainabledirection.com

6 Aspects ISO14001 Definition of an Aspect: –‘An element of an organisation’s activities, products or services that can interact with the environment’. An aspect has the potential to impact on the environment to a greater or lesser degree E.G. –Activity = Car Use –Aspect = Fuel Consumption

7 Impacts ISO14001 definition of an Impact: ‘Any change to the environment, whether adverse or beneficial, wholly or partially resulting from an organisation’s aspects’ The actual physical change in the environment resulting from an aspect E.G. –Activity = Car Use –Aspect = Fuel Consumption –Impact = Increase of CO 2 in the atmosphere (global warming)

8 Some Common Approaches RISK BASED CRITERIA BASED ISSUES BASED

9 Significance Assessment Top Tips: –Make it appropriate for your organisation –Don’t make it too involved - remember, it’s a means to an end! –You’ve got to keep it up to date! –Recognise subjectivity and try to minimise it –Conduct a ‘Sanity Check’ on the results

10 The legal register While a legal register is NOT a specific requirement of ISO 14001, many organisations see it as the most practical way to manage the issue –Can provide a framework to help check and ensure compliance –Provides a structure for the procedure of identification and compliance checking which IS required by the standard 10www.sustainabledirection.com

11 Objectives &Targets: The Role of Indicators Indicators: –Demonstrate that targets have been achieved –Help you track progress against targets –Help you identify problems, opportunities, and solutions Support your objectives and targets with suitable indicators

12 Steps to Setting Objectives, Targets, and Indicators 1) Identify broad aims from policy 1) Identify broad aims from policy 2) Consider significant aspects and impacts 2) Consider significant aspects and impacts 3) Draft objectives 4) Draft targets to support objectives 4) Draft targets to support objectives 6) Check all elements for consistency 6) Check all elements for consistency 5) Identify indicators to track against targets 5) Identify indicators to track against targets

13 Environmental Management Programmes ISO14001 states: –‘The organisation shall establish and maintain programme(s) for achieving its objectives and targets’ ISO14001 requires: –Designated responsibility –The means –The time-frame –New projects to be incorporated

14 Building the EMS POLICY Objectives Targets Actions Aspects & Impacts Legislation Environmental Management Programme Indicators

15 Environmental Management Programme Template www.sustainabledirection.com15 Objective Env improvement or control Objective Reference No. Target What by when Link to Policy or Significant aspects Supporting Indicator(s) What Broad Outline of Programme Where and to Who will the programme apply

16 www.sustainabledirection.com16 How Required Actions to meet above Objective and Target Who Responsible Person(s) When Target Date Relevant Documentation Additional Resources Required

17 EMS Structure Mapping your EMS

18 EMS Structure An EMS comprises a large number of components and documents To the untrained eye the EMS can appear to be a collection of components and documents that have no obvious links or structure. There are many components of an EMS which are common to all management systems

19 Management System Overlaps Environment Policy Planning Documentation Training & Communications Auditing Records Checking & corrective action Management review Continual Improvement Health & Safety Quality

20 EMS Structure The EMS cascades down from the POLICY, ASPECTS and IMPACTS, and LEGISLATION

21 EMS Structure –Your POLICY covers the most significant ASPECTS and IMPACTS –OBJECTIVES and TARGETS support the commitments of the POLICY. –INDICATORS track progress against TARGETS –ACTIONS enable the organisation to meet their TARGETS. –ACTIONS might require PROCEDURES to help control them. –The EMP outlines activities for the operation of the EMS and RESPONSIBLITIES for carrying these out. –The EMP highlights resource requirements.

22 A Typical EMS Structure POLICY Objectives Targets Actions Aspects & Impacts Legislation Environmental Management Programme Procedures Where controls are needed Indicators

23 Mapping your EMS Why is mapping important? Mapping your EMS allows: –Links and overlaps between the various components and documents that form your EMS to be identified. –Links and overlaps between your EMS and other management systems to be identified –components and documents of other management systems to be identified that can be used in the EMS

24 Mapping your EMS Why is mapping important? (cont) Mapping your EMS allows: –Gaps in the EMS to be identified, for example: What has yet to be developed; Any missing components and documents (by comparison with the requirements) Mapping your EMS therefore reduces the amount of work that has to be done and prevents duplication of documents e.g. procedures

25 Mapping your EMS How do I map my EMS? Identify the specific components and documents that are key to your EMS –Work down the hierarchy. Start by identifying aspects and impacts, move on to legislation, policy commitments, objectives, targets, procedures etc Identify any links and areas of potential duplication between the components and documents you have identified Identify key components and documents of other management systems Identify any areas of overlap and duplication

26 Exercise 1 Mapping Your EMS Start with the EMS Map provided as part of the course

27 Ownership Structure – two tiered –Steering Committee –Action Team Responsibility –Committee –Environmental Manager –Team Roles –Others as delegated www.sustainabledirection.com27

28 ISO14001 Requirements Structure & Responsibilities –Defined –Documented –Resources provided –Management Rep Management Rep Responsibilities –EMS implementation and maintenance –Reporting

29 Defining Roles, Responsibilities & Authorities What needs to be done ? Who will be responsible for doing it ? Is this a new role ? What authorities do individuals have?

30 Ways of Documenting –Procedures –Schedules –Responsibilities Document –Organisation Chart Communication –To those affected –Skills/Knowledge building Roles, Responsibilities & Authorities

31 Communications What Constitutes Communication ? Why Define Procedures for Communications in the EMS? Do you need Procedures for all Communications ? Where would you Define Procedures for Communication in the EMS ?

32 ISO14001 Requirements Communications –Procedures for: Internal Receiving Communications –Consideration of External

33 Training What is training ? What sort of activities do you use ? Does training ensure competence ? Do you have to have received training to be competent ?

34 Training, Awareness, & Competence What types to do: –Awareness Raising Activity –Specific Issue Related Training –Task / Procedure Related Training

35 Meeting ISO14001 Training Needs Identification Understanding –Importance of compliance –Significant Impacts –Roles & Responsibilities –Consequences Competence Training Records

36 Training Needs Identification Identify tasks, roles, or responsibilities Identify specific skills or knowledge requirements Identify individuals or groups Assess what skills or knowledge exists Determine the ‘gaps’ Decide on approach to fill ‘gap’ Plan training activity

37 Some Key Areas of Training Induction General Awareness Specific Skill –Theory –Practical Refresher Assessments

38 Training Records Needs Assessment Evidence of Existing Competences Plans & Schedules Who When Where What Feedback Assessments & Reviews Certificates & Awards Requests

39 Documentation Good Practice Design a Documentation System that Works –Centralised or Decentralised systems –Electronic or Paper systems Write Policies and Procedures that Work –Language, Style and Readability –Avoid information overload The Document Life Cycle –Information and data gathering –Documentation generation, review and approval –Validation –Implementation (including training) –Archiving and Destruction

40 EMS Documents & Records EMS Documentation –Input –[Documents] –Output –[Records] –Related –[Documents or Records]

41 Options for Document Management Input - Documents –EMS Manual –Multiple Manuals –Electronic Media –Other Management Systems –Index of Documentation

42 Document Control What is Document Control ? Why do you need it ?

43 Document Control – ISO14001 ISO14001 Requirements –Procedure(s) –Can be Located –Reviewed & Revised –Available –Removed when Obsolete –Clearly Identified –Legible & Dated –Responsibilities

44 Approaches to Document Control Check Existing Practices Document Identification and Status Issuing Documents Access to Documents Amending and Withdrawing Documents Authorised Approval

45 Records Management Output - Records –Hard Copy or Electronic Media –Retention Period –Storage –Responsibilities Related –Clear Referencing

46 Operational Control Procedures Why have procedures? Where would you consider that you would need to apply procedures? What makes procedures effective and efficient? What should procedures look like? Who needs access to procedures?

47 ISO 14001 Requirements Operational Control: 4.4.6 –Associated with significant aspects and impacts –Plan these activities –Documented procedures –Operational criteria –Communicate to suppliers & contractors Emergency: 4.4.7 –Identify potential for –Response to –Preventing & mitigating impacts –Review of procedures –Testing

48 Developing & Implementing Procedures Developing –How would you go about developing procedures ? Implementing –How would you go about implementing procedures ?

49 Homework Final Policy, Aspects & Impacts, Legal and Other Register Final Objectives and Targets / Action Plan / Roles and Responsibilities Final Draft – Training / Communication / Record Keeping First Drafts –Document Control –Procedures –Emergency 49www.sustainabledirection.com

50 Next Time Review – Always…. Monitoring and Measuring Non-Conformances Logging Records 50www.sustainabledirection.com


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