1. MIT’s EHS Program 2000-2005 Bill VanSchalkwyk
Environmental Programs Office
Massachusetts Institute of Technology

2. Reported New Program to HERUG- 2001: ”EHS Management System Concept”
Now 75%+ Complete
No Longer a “Concept”
Reporting Today on Progress & Outcomes

3. Today’s Report: What is EHS? Intent- Why a Management System?
How- The “EHS Development Process”
Concept in 2001 and Outcome in 2005
Technology (SAP and other) Support
Opportunity and Barriers
Expectations as We Complete Build Phases

4. What EHS is: (Environment, Health, Safety)
Environment- Conserving Air, Water, Soil, Plants, Animals, Wildlife, Our Community (causing no damage)
Health- Preserving Human Health both Chronic and Acute (preventing illness)
Safety- Preserving Human and Community Safety/ Well Being (preventing injury)

5. Intent: Why an EHS Management System at MIT?
Professional Management:
Manage Cost (2nd and 3rd order)
Lower Risk
Avoid/ Mitigate Incidents
Address Local Culture and Issues
Enable- not Impede

6. Scope of EHS Management System:
43 Departments Laboratories and Centers
Facilities, Student Life, Athletics
Cogeneration Facility, Research Nuclear Reactor, Linear Accelerator
Campus Community ~ 20,000 people
3351 Lab Rooms (2481 Campus, 870 MIT LL)
575 Principal Investigators (incl. LL)
49 Departmental EHS Committees
40+/- Local (DLC) EHS Coordinators
18 Central (EHS Office) Lead Contacts

7. The “EHS Development Process”
Sustainability: Involve Faculty, Researchers, Administration and Students in EHS-MS Systems Design to Ensure Client Satisfaction, Utility, Widespread Ownership
Institute Direction
Senior Officers
Provost
Chancellor
Executive Vice President
Leadership and
Oversight
Work Production
“Heavy Lifting”
Institute Committee on Environmental, Health, and Safety
Ad Hoc Subcommittee Overseeing the EHS Management System Development
Working Committee
EHS Management System Design and Implementation
Project Team
Project Manager
Students
Faculty
Senior Administration
Researchers
Rep. Faculty, Researchers, Administration
Projects

8. Concept: 2001and Results: 2005 (* = Major Technology Support Indicated)
2001 Design Element
EHS Policy
Organization*
Inventory*
Training Program*
Auditing Program*
Incidents*
EHS Manual*
Pollution Prevention
Measurement*
Third Party Audit
2005 Outcome
Policy Complete 12/01
Installed 06/2002*
Alternative Implemented 12/2002*
Interim System 09/2002*
Began 04/2003*
Developing Now*
Went Live 06/2004*
Planned 10/2005
Mgmt Reports Planned 4/06*
Planned 06/2006

9. 2001 Inventory Proposal MIT-EHS Management System Concept Components
Controls/Preventative Measures/Compliance Oversight Linchpin -
Purchasing Automation and Integration:
Chemical/Biological/Radioactives Inventory
Automated tracking of purchase, destination and disposal of chemicals/biologicals/radioactives (Later phase may track internal consumption and transport.)
Facilitated by vendor (bar coding/other electronic transfer of information)
Facilitated by e-commerce service
Interface with regulatory briefing/training and auditing
Interface with internal marketplace
Interface with toxic use reduction opportunities
MIT-EHS Management System Concept Components

10. Inventory Alternative
Central and Departmental Objectives of Inventory
Purchasing System Not Optimized for Inventory
Inventory Not Providing EHS Second Order Data Needed
Positioning MIT to be Prepared for a Regulatory Imposed Inventory
Limit to Prospect of Internal Marketplace

11. Alternative: “PI/Space Registration”,
PI/Space: Modeled on Radiation & Biological Programs
Based Upon
Who is in Charge,
What Areas Under Control,
Hazard Potentials in Area
3300+ Areas Registered

12. Inventory Support, Proactive P2 Program
Local Inventories Popular
Position MIT to Expand Institute-Wide
Central Support to Keep Awareness High
P2 Encourages Less Hazardous Use
Student Studies
Possible Integration w/ Procurement

13. Training: Needs Determination
Not Possible to Determine Needs by Job Description
Several Thousand Personnel Not Classified Employees (Students)
Needs Assessment Based Upon Activities
Over 6,000 Persons (Users) of Program to Date

14. Training Implementation
Needs Based Approach
Web Based Modules
Live Training Options
Central Record Keeping
Non SAP Now- But Conversion Planned for Appropriate Components
Subset of Institute-wide Training Initiative

15. Findings- Results of Track Corrective Actions Notify Affected Parties
Audits,
Incidents
Track Corrective Actions
Notify Affected Parties
Initiates Work Orders (Integration)
Paper System In Conversion Now

16. SAP Implementation Notes
EHS Business Processes Not Mature
- Business Process Development is Concurrent Design-Build Due to Regulatory Requirements
Roll Out New Process Manually and Paper Based (Audit)
Enforce and Re-Enforce Lock In of Business Processes (Vote on Lock-in)
Make Hard Decisions on Enhancements and BP Changes
Not like a for instance a payroll system with 75 years of business process development

17. SAP Implementation Notes
Academic Development Process Different from Tech Development Process
Central EHS Office New to Entire Business Process Development and Modeling
Nature Of Research Culture is One-off, Not Always Systematic, and Change Oriented
Technology Personnel Seek Stable, Mature, Tried-Tested Processes to Model and Support
Need to Collaborate at All Levels for Groups to Learn How Each Other Operates
Need Small Success Early to Ignite Change and Innovation
EHS reaches the lab processes right to the lab bench. Deals with researchers day to day, not only administrative personnel. Needs broad buy-in to design in order to gain adoption

18. SAP Implementation Notes
Academic ‘DLCs’ Decentralized- Not a Monolithic Client
No Single Person Can Represent the ‘Client’
SAP Implementation Methodology Suggests a BP Expert Join Development Team
EHS Office Unable to Satisfy This Need with an Wide-Knowledge Resource
Variation to this Process- IS&T Attend EHS Meetings, EHS Attend IS&T Development
Tried sending a ‘person’ to represent the program to our technology folk.

19. SAP Implementation Notes
PDA Support
Desired by Clients especially for Inspections
Determined Support in EHS Committee
Planned for later Deployment

20. Future Activity Future Business Processes
Pollution Prevention
Local Inventory Support
TSCA and other Regulatory Programs
Retirement of Local and EHS Office Systems
Select Agents
Bio and Rad Protocols
Asbestos Sampling and Abatement Data
Balanced Scorecard Approach

21. Bill VanSchalkwyk
MIT Environmental Programs Office
Hal Burchfield
MIT Information Services and Technology