Carbon Footprint Ltd © Carbon Footprint Ltd 2014 Environmental Management Systems (EMS) What they are, how to get one and how to get the most from it John Buckley Managing Director Carbon Footprint Ltd

Carbon Footprint Ltd © Carbon Footprint Ltd 2014 Content Carbon Footprint Ltd What is an EMS? Why have one? Types of Standards & Certifications The Main Components of ISO14001 Tips for Audits Costs to get it? ISO14001:2015 coming soon…

Carbon Footprint Ltd © Carbon Footprint Ltd 2014 Why was I asked to present today? Carbon Footprint Ltd Specialist sustainability consultancy Carbon management experts Help organisations with their EMS systems We’ve had ISO14001 certification for 6 years We’re a multi award winning company And we’re a growing SME based in North Hampshire!

Carbon Footprint Ltd © Carbon Footprint Ltd 2014 What is an Environmental Management System (EMS)? A documented framework for managing an organisation's significant environmental impacts It is driven by continuous improvement Can be set up by an organisation of any size, in any sector Voluntary but increasingly demanded by customers Can be formal (certified) or informal

Carbon Footprint Ltd © Carbon Footprint Ltd 2014 Why bother with an EMS? Customers demanding it – Pre Qualification Questionnaires (PQQs) – Tender documents Help ensure Legal Compliance Improved resource efficiency – reduce costs Engage staff, shareholders and other stakeholders Manage climate change risks / adaptation Improve brand and reputation May increase the value of your business - decreases environmental risks

Carbon Footprint Ltd © Carbon Footprint Ltd 2014 Key EMS Standards BS 8555 – Guide to the phased implementation of an environmental management system including the use of environmental performance evaluation – IEMA Acorn Scheme ISO – the international standard for Environmental Management EMAS – the Eco-Management and Audit Scheme

Carbon Footprint Ltd © Carbon Footprint Ltd 2014 ISO14001 vs EMAS ISO 14001EMAS InternationalEuropean Can be integrated into other management systems (e.g. ISO 9001) Requires an initial site review Only Environmental Policy needs to be publically available Environmental Policy, programme and EMS to be publically available Frequency of audits isn’t specifiedFrequency specified Procedures communicated to suppliers and contractors Tight control over suppliers and contractors In summary EMAS more stringent and rigorous ISO is in general more widely recognised

Carbon Footprint Ltd © Carbon Footprint Ltd 2014 Which Standard is Right for You? Key considerations: What do your customers ask for? Recognition within your industry/competitor uptake? Geographical markets - ISO for international Public scrutiny (EMAS) Efficiency and cost reduction - ISO can be integrated with existing ISO 9000 and ISO systems (can be audited together) Size of company - some SMEs may prefer BS a phased approach with more guidance

Carbon Footprint Ltd © Carbon Footprint Ltd 2014 Preparing for ISO Buy the requirements document – – Costs about £170 Define the Scope Identify your environmental impacts Key Documents: – Environmental Policy – Environmental Objectives – Legislation register – Action Plan – Management Meeting Minutes – Internal Audit Plans and Minutes

Carbon Footprint Ltd © Carbon Footprint Ltd 2014 Top Tips… Layout your top level EMS documentation with the same headings and structure given in ISO Requirements – ensure you have addressed each requirement – makes the audits easier – as your top level document has everything in it and in the same order that the auditor is likely to follow Keep it short and simple – Stay top level – Make sure it is aligned to your business objectives and needs – Don’t be tempted to over commit

Carbon Footprint Ltd © Carbon Footprint Ltd 2014 Role out to your teams Everyone needs to know about it (in general) Everyone needs to know what required of them Communicate the system – Reasons why it is important – Its goals – Progress – Updates Make sure senior management is bought into it – It needs to be covered in an annual management review – They are key targets for an external auditor Make sure key teams use it to their benefit – Marketing and Sales – Finance – Facilities – Etc.

Carbon Footprint Ltd © Carbon Footprint Ltd 2014 ISO Certification Make sure you use an UKAS accredited auditor ! – l%20Management%20Systems.pdf l%20Management%20Systems.pdf – Examples of companies that are: BSI, LRQA, SGS etc. ✔ – Examples of companies that aren’t: QMS International plc ✖ Stage 1 Audit – Checks you have systems and processes in place – Focus is on the scope and documentation Stage 2 Audit – Final audit to ensure systems and processes are being used Annual Audits

Carbon Footprint Ltd © Carbon Footprint Ltd 2014 Top Tips for audits… Make sure everyone in the company is aware of external audits – Anyone could be asked a question! Only answer the question the auditor asks. – Aim to keep answers short – Don’t over embellish your answers (unless specifically asked to) – Don’t try and waste time (if the auditor needs more time it will cost you and set a precedence for future audits) Remember you are the Auditor’s customer (you’re paying them, so make sure you get value for money!) – They have lots of experience – They will give you ideas on how to improve the system going forward Listen and take notes!

Carbon Footprint Ltd © Carbon Footprint Ltd 2014 How long does it take to get an ISO certified EMS and what are the typical costs? Duration and costs depend on: – Scope – e.g. how many sites to be certified? – Size of the company? – What systems do you already have in place? – In-house vs External consultant? – An EMS can be designed, developed and implemented in a month - it is the maintenance and the communication of the system that take time to embed – The external audit depends on the company as well as scope of your system (ca £750 - £5,000+ per year) – Savings can be made through integrating systems, e.g. ISO with ISO 9001

Carbon Footprint Ltd © Carbon Footprint Ltd 2014 ISO 14001:2015 is on its way… The new draft standard is now available An update should be available mid main revisions are: – The revisions will also be in line with a new high-level structure for all management system standards adopted by ISO (allows easy integration to other management systems) – Incorporation with other business processes such as finance and Human Resources – Full Senior level buy-in and involvement – Increase focus on climate change and business resilience - particularly adaptation (i.e. key risks and how the business will respond) 2 – 3 year transition phase for companies who already have ISO14001: revision/

Carbon Footprint Ltd © Carbon Footprint Ltd 2014 In Summary, Running an Effective EMS will help you with… Ensure regulatory compliance More effective use of resources Marketing & PR Investment increased sales opportunities Time to go and get one for your business!

Carbon Footprint Ltd © Carbon Footprint Ltd 2014 Thank you Need some help? Feel free to give me a call… John Buckley Carbon Footprint Ltd