Accelerated EMS Session 5 – 25 February 2008

Agenda - WIP Review – Month 1 –Policy – complete –Aspects and impacts – complete –Legal and other drivers – complete Review – Month 2 –Objectives and targets – final draft –Environmental action plan – final draft –Ownership – structure and responsibilities – complete 2www.sustainabledirection.com

Agenda - WIP Review – Month 3 –Training, awareness and competence - final draft –Communication – final draft –EMS record keeping – working draft Review – Month 4 - EMS map approach –Document control –Procedures –Emergency actions 3www.sustainabledirection.com

Today – Month 5 Monitoring – both the environment and the system Non-Compliances – how to learn Record Keeping – what and where

First….. A bit more on the process and how to use procedures to help you, and not be ruled by them…

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

EMS documents & records EMS documentation –Input Correspondence Data Certification body –Output Correspondence Memos Reports Tool box talks –Related Audit procedures shared with QA

Options for document management Input - Documents –EMS manual –Multiple manuals –Electronic media –Other management systems –Index of documentation

Document control What is document control ? Why do you need it ?

Document control – ISO14001 ISO14001 Requirements –Procedure(s) –Can be located –Reviewed & revised –Available –Removed when obsolete –Clearly identified –Legible & dated –Responsibilities

Approaches to document control Check existing practices Document identification and status Issuing documents Access to documents Amending and withdrawing documents Authorised approval

Records management Output - Records –Hard copy or electronic media –Retention period –Storage –Responsibilities Related –Clear referencing

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?

ISO requirements Operational Control: –Associated with significant aspects and impacts –Plan these activities –Documented procedures –Operational criteria –Communicate to suppliers & contractors

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

Writing procedures Operational control is a set of precise instructions that an organisation follows to protect the environment. It is the heart of your environmental management system. It helps to pursue environmental objectives and targets and to comply with the requirements of EMS and environmental legislation. It is the guarantee for good environmental performance under normal or abnormal working conditions. A procedure can be a simple pictogram or description of tasks to be accomplished. It may also be a statement of specifications for your sub-contractors.

Monitoring and measurement One way of looking at this is as a management control panel with environmental performance indicators - vital for navigating, managing and communicating environmental performance. Environmental performance indicators provide information and guidance for continual improvement. They improve clarity, transparency and comparability of the information provided by the organisation.

Continuous monitoring and measuring is helpful in: Providing relevant data on request to public authorities Controlling the use of resources Comparing environmental performance over the years Informing employees in a precise way Monitoring the continuous improvement of environmental management Involving the financial management team in the environmental process and in measuring the financial impact

Non-conformance & corrective & preventive action Things do not always run to plan, and a management system takes time to run smoothly after its introduction. Reality in the field does not always match the environmental action plan written in the office, or the requirements of EMS. Non-conformance can be caused by technical problems (leaks, accidental spillage, etc.) or by management problems such as insufficient routine monitoring, lack of training, poor work manuals, etc. Corrective action is a rapid and adequate response to problem solving, moderating the negative effects and preventing the problem from occurring again. Preventive action avoids the occurrence of a problem.

Records management Your records represent evidence of the environmental management system for the outside world. EMS implementation will generate and accumulate new and useful data on energy, waste, resource use and efforts made on a daily basis. All major information and events must be recorded correctly to keep track of the evolution and life of your EMS.

ISO 14031: Environmental Performance Evaluation Environmental Performance Evaluation (EPE) is based on the adage, “what gets measured, gets managed”. It has been used globally by organisations in the manufacturing, health services, transportation, electrical utility and municipal sectors to improve environmental performance, provide a basis for –performance benchmarking, –demonstrate compliance to regulations and –increase operational efficiency.

Indicators for EPE This International Standard describes two general categories of indicators for EPE: Environmental performance indicators (EPIs); and Environmental condition indicators (ECIs).

There are two types of EPI Management performance indicators (MPIs) are a type of EPI that provide information about management efforts to influence the environmental performance of the organisation’s operations. Operational performance indicators (OPIs) are a type of EPI that provide information about the environmental performance of the organisation’s operations.

Use of EPE Management commitment to implement EPE is essential. EPE should be appropriate to the size, location, and type of the organisation and its needs and priorities. EPE should be cost-effective and part of the regular business functions and activities of an organisation.

The information generated by EPE can assist an organisation to: –determine any necessary actions to achieve its environmental performance criteria; –identify significant environmental aspects; –identify opportunities for better management of its environmental aspects (e.g. prevention of pollution); –identify trends in its environmental performance; –increase the organisation’s efficiency and effectiveness; –identify strategic opportunities.

Practical help Examples of characteristics of data for indicators for EPE Direct measures or calculations: basic data or information, such as tonnes of contaminant emitted.

Relative measures or calculations: data or information compared to or in relation to another parameter (e.g. production level, time, location or background condition), such as tonnes of contaminant emitted per tonne of product manufactured, or tonnes of contaminant emitted per unit of sales turnover. Indexed: describing data or information converted to units or to a form which relates the information to a chosen standard or baseline, such as contaminant emissions in the current year expressed as a percentage of those emissions in a baseline year.

Aggregated: describing data or information of the same type, but from different sources, collected and expressed as a combined value, such as total tonnes of a given contaminant emitted from production of a product in a given year, determined by summing emissions from multiple facilities producing that product. Weighted: describing data or information modified by applying a factor related to its significance.

OPIs relate to: Inputs: materials (e.g. processed, recycled, reused or raw materials; natural resources), energy and services; The supply of inputs to the organisation’s operations; The design, installation, operation (including emergency events and non-routine operation), and maintenance of the physical facilities and equipment of the organisation;

Outputs: products (e.g. main products, by-products, recycled and reused materials), services, wastes (e.g. Solid, liquid, hazardous, non-hazardous, recyclable, reusable), and emissions (e.g. emissions to air, effluents to water or land, noise, vibration, heat, radiation, light) resulting from the organisation’s operations; The delivery of outputs resulting from the organisation’s operations.

ECIs Provide an organisation with an environmental context to support the: Identification and management of its significant environmental aspects; Assessment of the appropriateness of environmental performance criteria; Selection of EPIs (MPIs and OPIs); Establishment of a baseline against which to measure change;

Determination of environmental change over time in relation to an ongoing environmental programme; Investigation of possible relationships between environmental condition and the organisation’s activities, Products and services; and Determination of needs for action.

Homework Final System except for Audit & Management Review! 33www.sustainabledirection.com