1. Proactive Environmental Management System
Illinois Department of Transportation (IDOT) EMIS Implementation
TRB ADC Conference
July 26, 2011
Steve Gobelman, P.E., P.G.
S. Babusukumar, P.G.
Michael Yesconis 1

2. Background
The Illinois Department of Transportation (IDOT) maintains over facilities statewide to support the state’s highway maintenance activities.
Vehicle Maintenance Activities
Handling Hazardous Materials
Underground Storage Tanks
Aging Facilities
Decentralized Environmental Management (facility by facility)
IDOT proactively conducted Environmental Compliance Audits (ECAs) at 150 facilities and identified high priority environmental compliance issues.
The next step was to implement a solution to address the environmental issues found during the ECAs.

3. Implementation Approach
Environmental Compliance Audits performed at facilities to establish high priority issues and a baseline.
Procedures and Technical Guidance documents were developed to manage high priority concerns as a part of an initial Environmental Management System (EMS).
To facilitate the implementation of the EMS a Web-based Environmental Management Information System (EMIS) has been developed to provide a consistent and centralized approach to EMS
Asset Inventories to define inspection targets which are now being conducted during the ECA’s. .

4. Implementation Approach
Engage the End Users of the EMIS through meetings and informational overview documents (FAQs).
Training for each district is conducted on-site at their respective district headquarters. Users are also provided an EMIS Quick Start Guide for reference after training.
This EMIS has been implemented in IDOT’s District 8 which contains 25 maintenance facilities and is currently being expanded to the other IDOT districts (3 districts in 2011 and the final 5 districts in 2012), totaling over 300 facilities.

5. Examples of Environmental Compliance Issues
Summary of Issues:
Uncovered salt storage resulting in stressed vegetation and impacts to local waterways.
Tanks that were leaky tanks and lacking proper labeling and secondary containment.
Improperly maintained Oil Water Separators and inlet filter units.
Improperly stored waste and hazardous materials.
Resulting EMS Procedures:
Salt Storage
Bulk Oil Products
Solvent-based Parts Washers
Hazardous Waste Streams
Universal Waste
Used Oil
Filters & Fuel Filters
Underground Storage Tanks
Oil/Water Separators / Inlet Filter Units
Stormwater Drainage Pathways 5

6. Examples of Environmental Compliance Issues
Impact to Stormwater (Salt Containing Prussian Blue)
Impact to Storm Water 6

7. Examples of Environmental Compliance Issues
Stressed Vegetation From Salt Runoff
Stressed Vegetation From Salt Runoff 7

8. Examples of Environmental Compliance Issues
Leaky Waste Oil Tank
Leaky Tanks 8

9. Examples of Environmental Compliance Issues
Sludge in Oil Water Separator
Oil Water Separator Requiring Maintenance 9

10. Examples of Environmental Compliance Issues
Lack of Secondary Containment and Tank Labels
Improper Labeling 10

11. Examples of Environmental Compliance Issues
Potential Waste Stored in Open Containers
Improperly Discarded Empty Drums 11

12. Examples of Environmental Compliance Issues
Parts Washer with Solvents Left Open When Not in Use
Unsecured Gas Cylinders 12

13. Examples of Environmental Compliance Issues
Dilapidated Buildings/ Unsafe Conditions
Unsafe Structures 13

14. Examples of Environmental Compliance Issues
Improperly Stored Used Batteries
Improper Storage of Flammable Material 14

15. Examples of Environmental Compliance Issues
Improper Disposal of Oil Filters in Trash
Clogged Drains/Impact to Storm Water 15

16. Paper-Based EMS Procedure Documents
EMS to EMIS
Paper-Based EMS Procedure Documents

17. System Features Main Menu/User Tasks Inspections
Issue Identification and Resolution
Technical Guidance & Facility Maps
Asset Inventories
Waste and Bulk Product Manager
Reporting & Analysis

18. EMIS Workflow 18 18

19. EMIS Workflow 19 19

20. EMIS Main Screen

21. EMIS Inspection w/ Asset Data Pop-up

22. EMIS Completed Inspection

23. Issue Resolution
Once issues are logged they can be resolved in 3 different ways:
Field Resolved – The inspection finds an issue that that was resolvable during the inspection (i.e., cover a pile of salt).
Self-Assigned – The inspection finds an issue that he/she can resolve, but cannot attend to it during the inspection.
Notify Field Engineer – The inspection finds an issue that needs Field Engineer support or escalation.

24. Issues Awaiting Assignment
Issues in the Issues Task window on the EMIS home page. These are currently unassigned and awaiting assignment from the inspections Field Engineer.

25. Asset Inventory

26. Asset Inventory

27. Technical Guidance & Facility Maps

28. EMIS Reporting Report Types: Inspections Issues Issues Status
Waste Inventory
Waste Shipping
Bulk/Waste Type
Bulk Inventory
SPCC Facility Summary

29. Waste Management Features
Waste Inspection Checklist - Identify issues in the storage and handling of Waste at each facility” (labeling, storage, secondary containment)
Waste Inventory Form - Provides inputs to track accumulated Waste stored at each facility
Waste Shipping Tracking -Tracking of where the waste is being transported to and by whom. The Pickup Date, Transport From, Transport To as well as Transporter can be tracked for any given shipment by facility.
Request Waste Pickup Notifications – Allows system users to request a waste pickup if capacity to store those waste streams are low. Notification goes to IDOT Waste Specialist. Allows for more efficient pickup/disposal logistics.

30. EMIS Waste Inventory

31. EMIS Waste Shipping
The last step in the Waste process is the Waste Shipping feature that allows for the tracking of where the waste is being transported to and by whom. The Pickup Date, Transport From, Transport To as well as Transporter can be tracked for any given shipment by facility.

32. Bulk Product Tracking/SPCC
The EMIS provides a Bulk Product Inventory form with the ability to determine if an SPCC plan is required at a given facility based on the amount of bulk product being stored on-site along with associated reports to assist in the tracking of bulk product at each facilities.
Reports provide several ways to query and report on Bulk product inventories and SPCC status. Examples provided on the following slide.

33. Bulk Product Tracking/SPCC

34. EMIS Admin Features/Archives
Facilities
Users
Inspections
Tasks
User Log
System Valid Values
Inspection Archive
Issues Archive

35. EMIS Top Findings
Are stormwater inlet protection devices provided when no secondary containment is provided?
Locate liquid salt storage tanks away from storm drains, trenches or ditches that lead off site. If this is not possible, provide appropriate inlet protection devices such as storm drain covers to be used when transferring liquid salt or in the event of a leak.
Are outdoor stockpiles of potential pollutants (e.g., batteries, oil products, salt, scrap metal, etc) covered?
Is this AST equipped with secondary containment?
Are all hazardous waste containers stored on secondary containment?

36. EMIS Features Review User-friendly and intuitive interface
Build specifically for IDOT’s workflow requirements
Web-based Portal provides a custom user experience based upon their role in the system
Electronic notification of Task Assignments
Electronic Inspection Checklists for all EMS Procedures
Corrective Action / Issue Resolution and Issue Prioritization features
Asset Management
Robust Reporting and Task Tracking tools

37. Benefits of the EMS & EMIS
Protecting public health and environment
Effective compliance with regulatory requirements
Improve IDOT’s public image as a green organization
Facilitate efficient fiscal planning and prioritization of environmental issues
Manage challenging environmental issues with top-to-bottom engagement of all IDOT stakeholders from a central Web-based system
Potential integration of the EMIS into other IDOT systems (Asset / Work Order Management)

38. Contact Information
Steven Gobelman, P.E., L.P.G.
IDOT Bureau of Design & Environment
(217)
S. Babusukumar, P.G.
Weston Solutions, Inc
(847)
Michael Yesconis
(610) 38 38