1. UNU and ISO14001 ISO14001 Staff Training on the UNU Environmental Management System November/December 2002 Gerard Brady, ISO14001 Implementation Officer

2. Today’s Training Presentation 1. What ISO14001 means? 2. What ISO14001 means for the UNU? 3. What ISO14001 means for UNU Staff?

3. PART1: What ISO14001 means?

4. So what is ISO 14001? ISO is the International Organization for Standardization who prepare a wide range of internationally agreed technical standards and guidelines. ISO14001 is the international standard which provides the specifications of use for environmental management systems (EMS).

5. What’s an EMS A Definition? An Environmental Management Systems (or EMS) comprises the range of environmental policies, objectives, targets, plans, strategies, and procedures of an organization which help control day-to-day operations in an environmentally-friendly way.

6. Who, When, How? Blame the Nineties!  1991 - Strategic Advisory Group on Environment (SAGE)  ISO and the International Engineering Consortium started an initial intensive consultation process.  1992 - UNCED, Rio Earth Summit  Committed to supporting the principles of “sustainable development”  1993 - ISO/TC 207, Environmental management  Internationally represented technical committee formed to develop the ISO14000 standards.  1996 - ISO14001 released  The first of the ISO 14000 ‘family group’ of standards on environmental management.

7. ISO14001 EMS  Voluntary  ISO14001 and ISO14004 provide guidelines for organisations to develop their own EMS.  Generic  Applicable to all types and sizes of organisations, across cultural and geographic differences.  Systems Focused  Less concerned with environmental performance, but more concerned about good management systems

8. Basic Elements of ISO14001 Management Review Analyse performance Recommend improvements Planning Stage Prepare or amend policy Set objectives and targets Schedule actions Implementation and Operation Stage Training and awareness Activities and communications Document and operational control Checking and Corrective Action Monitoring and Measurement Audit and Corrective Actions D Do Check P Continual Improvement Plan A C Action

9. Internal Benefits  Financial and resource savings  Encourages staff commitment and morale  Improvements in operational efficiency  Encourages integration and streamlining of existing management practices

10. External Benefits  Improves local environmental health  Promotes a green image - “Practice what you preach”  Improves business, government and community relationships  Model/benchmark for other organizations (including those within the UN?)

11. The World of ISO14001

12. Organizations in Japan with certified ISO14001 EMS UNU is one of these!

13. Some issues with ISO14001?  Certification  “Only in it for the certificate”  Slow activity after certification  Limited and Inflexible  Allows EMS to be small and insignificant  Limited scope for innovative approaches in EMS  Participation and Enthusiasm  Difficult to obtain active support from all staff & stakeholders  “Change factor”  Participation and Enthusiasm  Perception among staff that it involves more paperwork  Create new and separate activities, rather than modify existing activities in conformance with the standards  Overstretching  Setting unrealistic goals, objectives and targets

14. The Rest of the Family ISO14010 - Environmental Auditing ISO14012 - Qualification of Auditors ISO14015 - Environmental Assessment of Sites/Entities ISO14020 - Environmental Labels (Principles) ISO14024 - Labels (Procedures) ISO14025 - Labels (Declarations) ISO14031 - Environmental Performance Evaluation ISO14032 - EPE (Case Studies) ISO14040/41/42/43/48/49: Lifecycle Assessment ISO14050: Environmental Management Vocabulary

15. PART2: What ISO14001 means for the UNU?

16. Key Milestones  UNU began working on the ISO14001 initiative in May 1999 with establishment of a Steering Group.  EMS developed and integrated with the UNU biennium reporting procedures.  Deadline for meeting targets and objectives is Dec 2001 (base year for all targets is 1998).  In January 2001 JSA registers UNU-EMS as compliant with ISO14001.

17. UNU Environmental Policy Statement The aims of UNU’s ISO14001 Initiative: 1.Greening Our Work Practices  Comply with all applicable environmental laws and regulations  Green our procurement practices  Reuse, reduce and recycle materials and goods purchased  Save energy and reduce water consumption 2.Greening Our Work Place  Improve the quality of the working environment within the UNU buildings in Tokyo 3.Contribute to the Global Community  Engage in research, networking, knowledge transfer and capacity building projects contributing to environmental sustainability 4.Contribute to the Local Community  Be a responsible neighbor  Organize environment related events

18. EMS Structure

19. ISO14001 Steering Group Chair: Prof. Motoyuki Suzuki (UNU EMS Coordinator) Members: (in alphabetical order) Brendan Barrett (UNU/IAS) Gerard Brady (ISO14001 Implementation Officer) Libor Jansky (UNU ESD) Noboyuki Kawade (UNU/IAS, Building Administration) Yuji Oshige (UNU Administration, Procurement) Jerry Velasquez (GEIC) Makiko Yashiro (GEIC)

20. Progress Report  Sep 1999 - Initial Environmental Review  Nov 1999 - UNU ISO14001 Website  Mar 2000 - Preliminary Audit (JSA)  Jun 2000 - EMS Manual  Jul 2000 - Online Forum and other key EMS documentation  Aug 2000 - Pre-Certification Audit  Oct 2000 - Internal Audit and Management Review  Dec 2000 - Stage 2 Certification Audit  Jan 2001 - ISO14001 certification  Apr 2001 - Green Procurement Procedures  Jan 2002 – Internal Audit  Feb 2002 – 1st Surveillance Audit  Jun 2002 – ISO14001 Implementation Officer employed P/T  Sep 2002 – Environmental Review 2002.

21. Certification Body Our environmental management system was audited by the Japan Standards Association (JSA). For more information see: http://www.jsa.or.jp/eng/index.htm We are certified under JAB and UKAS.

22. JSA Certification Process  Continual process of preliminary, registration and surveillance audits  UNU is coming up to the 2 nd Surveillance Audit  ISO14001 registration reassessed after 3 years.

23. Why did we go to all this effort? Well, when we began in 1999 the UNU faced:  Increasing Utility Costs (US$ 800,000/year)  6-7,000 m 3 of water per year  50-60 m 3 of industrial waste  15-20,000 kg of general waste  1.5 million sheets of paper per year  US$1m per year on procurement

24. But has it made a difference? By 2001 the UNU have had some notable successes:  Decrease in utilities expenditure by 8% = cost saving of around ¥7 million  Decrease in waste expenditure by 6% = cost saving of ¥100,000  Increase in amount of recycled paper used from 4%in 1998 to 60% in 2001. (Total paper used, increased by 50%)  Increase in environmental related projects from a 18 to a total of 30 projects

25. Consumption?

26. Expenditure?

27. Waste?

28. So what!  25 academic facilities have obtained ISO14001 certification in Japan.  UNU was the 5 th to do so.  We are also the first UN agency to obtain certification.

29. PART 3: What ISO14001 means for UNU Staff?

30. Key EMS areas for UNU Staff We don’t want to make our EMS bureaucratic nor like jumping through hoops…. 1.EMS Targets and Objectives – provide the backbone for ISO14001 activities and staff involvement 2. Internal and External Audits – staff need to be a little prepared for audits and know what to expect 3. Online Forum – and other opportunities for staff involvement

31. Setting the Targets (1)Undertake environmental review - including Staff Questionnaire (4) Rank the significant environmental aspects (2) Identify environmental aspects and circulate to all staff for comment (3) Develop environmental manual and procedure UNU-EMS 4.3.3 (5) Based on SEAs, develop targets and objectives for each unit (6) Implementation and Operation (7) Internal Audit and Management Review (8) Implement Corrective Measures Cycle of Continual Improvement We need to do this with our eyes wide open and clear targets

32. Did we meet our Targets and Objectives Objectives Achieved!  Reduce waste by 10%  Introduce waste separation system  Increase recycled paper use to 50% of total  Reduce energy consumption by 10%  Develop a green procurement system  Initiate an emergency preparedness system  Build upon our existing environment research Needs more work?  Review our legislative requirements  Review internal working conditions  Introduce energy-wise programme  Improve the air-conditioning performance  Continue to host public events

33. Potential Targets and Objectives for the next biennium  Review our legislative requirements  Develop Waste Management and Recycling Policy  Develop Energy Management Policy  Develop Water Management Policy  Reduce water and energy consumption and waste generation by 5%  Review Green Procurement Policy  Investigate material and supplier options for UNU Press  Review emergency preparedness procedures  Review ISO14001 management structure  Review the internal working environment conditions, including lighting, air and water quality  Build upon our existing environment related research, education and capacity building programmes  Continue our external activities with the community, in particular information dissemination, communications and network support in relation to environmental issues

34. Long Term Objectives  Measure our Total Impacts  Investigate indirect impacts of research activities  Ecological Footprinting – what is our total impact in relative terms?  “Paperless office” concepts  Maximising the use of IT technologies in our day-to-day work  Alternative energy sourcing  Identify opportunities for small facilities on Campus

35. Units 1 and 2: UNU/IAS and UNU Centre  Comply with overall targets and objectives.  Research projects related to the environment.  Capacity building.  Outreach to local and global communities.  Other as developed by units.

36. Unit 3: UNU Services  Comply with overall targets and objectives.  Communication with general public and other stakeholders through development of explanatory materials.  Dissemination of research results (including electronic).  Other as developed by unit.

37. Unit 4: UNU Administration  Comply with overall objectives.  Promote green procurement policies.  Oversee emergency preparedness.  Develop training policies.  Cooperate with sub-contractors on building management.  Others as developed by unit.

38. Unit 5: UN Agencies  Exchange information on ISO14001 related matters.  Understand the UNU’s approach to environmental management.  Voluntary participation in the attainment of targets and objectives as well as training activities.

39. 2 nd Annual Surveillance Audit  Due in February 2003 with Japan Standards Association (JSA)  Will most likely focus on a particular area of the UNU-EMS (i.e. documentation or implementation)  Involves interviews with Staff and Unit Leaders.

40. Types of Questions For Unit Head:  Responsibilities of the Unit under the UNU Environmental Management System  Explanation of programme, projects and other daily operations  Unit specific significant environmental aspects  Legal and other requirements  Environmental policy statement  Objectives and targets  Implications of the results of Internal Audit (nonconformity, corrective actions, etc.)

41. Types of Questions For Individuals:  Environmental policy statement  Unit specific significant environmental aspects  Objectives and targets  Environmental awareness  Participation in training activities and location of records  Individual actions for better waste management and energy savings  Implementation of EMS procedures

42. Audit Programme Date and TimeActivities Day 1 9.30-10.20Opening Meeting 10.20-13.20Audit of the EMS Coordinator and the ISO14001 Steering Group Audit of Unit 1: UNU/IAS 13.20-14.20Lunch 14.20-16.00Audit Team Meeting 16.00-16.40Daily Meeting (Confirmation of Findings) Day 2 9.50-10.30Interview with the Rector 10.30-13.30Audit of Unit 2: UNU Centre Audit of Unit 4: UNU Administration Audit of Unit 3: UNU Services 10.30-12.30 Audit of Unit 5: UN Agencies 12.30-13.00 13.30-14.30Lunch 14.30-16.30Audit Team MeetingAudit of Unit 5: 14.30-15.00 16.30-17.30Closing Meeting

43. “Be positive!” “Emphasize the benefits of our work for the global and local environment” “Enjoy it”

44. Internal Audit and Management Review  Rector requests an internal audit every two years in line with biennium reporting.  UNU personnel conduct the internal audit.  Recommendations submitted to Senior Officers Meeting (SOM) for management review  SOM may request ISO14001 Steering Group to undertake further tasks

45. UNU ISO14001 Website and Online Forum  Online accessibility to EMS documentation and records  Support for communication and awareness raising  Opportunity for staff to commentand raise issues of concern through the forum “Opinion Box” Essential for staff to use this resource to prepare for audit. No point creating an EMS that just makes more paperwork http://www.unu.edu/ISO14001

46. Green Team?  Proposal for an ISO14001 Implementation Group  A staff-based “Green Team of Green Wardens”  Assist with ISO14001 initiatives at each floor or department and provide feedback  ISO14001 Steering Group will approach enthusiastic volunteers from all Units

47. What else can you do?  Think of simple ways to reduce your own impact your desk, room, department, floor or building, like;  Turning off lights and computers  Sorting your waste at your desk  Using less water in the kitchen and bathrooms  Be informed!  Check out the ISO14001 website for updates  Read the Newsletters  Submit questions or report issues  Register on the Online Forum  Send email to the ISO14001 Steering Group  We’re here to help you out, but we need you to help us out as well!

48. Any questions or comments?