Environmental Management System EMS Cross Functional Team Awareness Training 222d BSB Baumholder

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Environmental Management System (EMS)Cross
Functional Team Awareness Training222d BSB
Baumholder

• Mr. Michael Eckels (URS)
• 00 February 2005

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Purpose

• Provide a basic understanding of what is an
  Environmental Management System (EMS)
• Describe why an EMS is necessary
• Show the benefits of EMS
• Explain in short the EMS process and EMS Model
• Present the Army EMS implementation schedule and
  the implementation status at the 222d BSB
• Present the 222d BSBs Environmental Policy
• Explain the 222d BSBs significant environmental
  aspects and the relationship between mission
  activities, aspects and impacts
• Explain the EMS elements objectives targets
  and environmental programms
• Describe what individuals can do to protect the
  environment
• Explain roles and responsibilities in achieving
  conformance with the 222d BSBs environmental
  policy, procedures and EMS
• Present the procedure for eliminating
  non-conformities with EMS requirements

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What is an Environmental Management System?

• An organizational approach to environmental
  management
• Provides a structured framework specifically
  designed to achieve continual environmental
  improvement
• EMS definition The part of the overall
  management system that includes organizational
  structure, planning activities, responsibilities,
  practices, procedures, processes and resources
  for developing, implementing, achieving,
  reviewing, and maintaining the environmental
  policy. ISO 14001

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Without EMS
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With EMS
Threatened Endangered Species
Hazardous Materials
Permits
Water Quality
Pollution Prevention
Pesticides
Recycling
Solid Waste
Ground Water
Air Quality
Restoration
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Why EMS?

• EO 13148 - April 22, 2000 - Greening the
  Government Through Leadership in Environmental
  Management
• Implementation of an EMS by 31 Dec 05
• July 13, 2001 - Army Environmental System Action
  Memorandum from the Deputy Assistant Secretary of
  the Army
• Army installations must adopt ISO 14001 as a goal
• Full conformance with ISO 14001 NLT FY 09

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Benefits of EMS

• Positive effect on compliance and performance
• Improved environmental awareness, involvement and
  competency across organization
• Better communication of environmental issues -
  internal and external
• Improved efficiency, reduced costs, greater
  consistency in environmental program
• Continual improvement aspect allows flexibility,
  and opportunity to correct imperfections
• Better relationships with regulator
• Identification of risk and prevention of problems
  outside of regulatory requirements - e.g., aging
  infrastructure

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EMS Process Plan Do Check Act

• Continual Improvement

Environmental Policy
Management Review (AAR)
Planning Preparation
Checking Corrective Action
Execution Implementation Operation
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The EMS Model per ISO 14001
4.2 Define Policy
3.2 Continual improvement 3.18 Prevention of
pollution
Products, Services, and Activities
4.3.1 Identify Aspects and Impacts
4.3.3 Identify Objectives and Targets
4.3.2 Legal and other requirements
4.3.3 Establish Programs
4.4.1 Resources, roles, responsibility and
authority 4.4.2 Competence, training and
awareness 4.4.3 Communication 4.4.4
Documentation 4.4.5 Control of documents 4.4.6
Operational control 4.4.7 Emergency preparedness
and response
4.4 Implementation and Operation
4.5.1 Monitoring measurement 4.5.2 Evaluation
of compliance 4.5.3 Nonconformity, preventive
corrective action 4.5.4 Control of records 4.5.5
Internal audit
4.5 Checking
4.6 Management Review
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Army Implementation Schedule Implementation
Status at the 222d BSB
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222d BSBs Environmental Policy

• Environmental Policy is effective since 09 Sept
  04.
• Policy is available at the following website
  http//www.baumholder.army.mil/media/Policies/poli
  cyletters.htm and also at the DPW environmental
  office.
• 222d BSB commits itself to
• comply with applicable environmental policies,
  laws and regulations, and ensure that all base
  acitvities are in compliance with environmental
  regulations and other requirements.
• fully integrate the relevant environmental
  requirements into its mission procedures and work
  practices ... so that environmental awareness and
  compliance are a routine part of performing
  activities and services.
• allocate resources and training to protect the
  environment.
• communicate and reinforce this policy throughout
  the BSB.
• periodically report progress to its Headquarters.

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Definitions Environmental Aspects and Impacts

• An environmental aspect is the part of an
  activity, product, or service that interacts with
  the environment.
• An environmental impact is any change to the
  environment that is caused by an environmental
  aspect.
• A significant environmental aspect is any
  environmental aspect that has or can have a
  significant environmental impact.

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Example Activity Aspect Impact Relationship
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222d BSB Significant Aspects

• Determined by scoring the following criteria for
  each aspect
• Regulatory Compliance (Weighted)
• Environmental Risk (Severity Frequency)
• Mission Impact
• Community Concern
• Aspects ranked from high to low. Top 3
  considered as Significant Aspects.
• Results
• Air emissions (ODS)
• Stormwater discharge
• Solid waste generation (medical, non-infectious)

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What can BSB Personnel do to protect the
environment?

• Be aware of evironmental regulations and guidance
  applicable to the job and potential impacts to
  the environment.
• Be observant for potential non-conformities and
  opportunities for improving environmental
  performance.
• Implement tools/equipment/procedures for
  improving environmental performance.
• Promote environmental awareness.
• To achieve this
• Regularly communicate with the EMO.
• Request assisstance of the EMO, when needed.

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Objectives and Targets to Improve Environmental
Performance

• ISO 14001 requires development of objectives
  targets to improve environmental performance.
• When developing these consider
• the significant environmental aspects
• ability to control the activities, products, or
  services involved
• technological options for reaching the targets
• ability to track, monitor, and measure results,
  including related costs
• legal and other requirements
• financial, operational and funcitional
  requirements
• mission priorities, installation strategic
  planning initiatives
• installation sustainability (25-year) goals, if
  applicable
• views of interested parties
• Objectives targets should be
• Consistent with the environmental policy
• measurable (where practicable)

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Example Objectives and Targets
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Environmental Programm(s)

• ISO 14001 requires BSB to establish environmental
  programm(s) for achieving objectives and targets
• Programm(s) shall
• designate responsibilities for all relevant
  functions within the BSB that have to contribute
  to achieve objectives and targets
• specify the means and time-frame by which the
  objectives and targets are to be achieved
• Existing management programs may be adapted to
  address EMS objectives

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Roles and responsibilities in EMS (1/13)

• Documenting roles and responsibilities for EMS is
  required by ISO 14001.
• The 222d BSB has an EMS procedure in place which
  defines roles and responsibilities for amongst
  others the following positions
• BSB Commander
• Directors/Unit Commanders
• EQCC Members
• EMS Management Representative (EMSMR)
• Cross-functional team members (CFT)
• Quality Assurance Representative
• Internal EMS Auditors
• Chief Environmental Management Office (EMO)
• Media Managers
• Environmental Compliance Officers
• Unit/Organization Personnel
• DoD Dependents

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Roles and responsibilities in EMS (2/13)

• BSB Commander
• has overall responsibility for EMS
• chairs the EQCC (Environmental Quality Control
  Committee
• designates EMSMR (EMS Management Representative)
• appoints members of the CFT (cross-functional
  team) out of the BSBs community
• provides resources to ensure the EMS is properly
  implemented and maintained

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Roles and responsibilities in EMS (3/13)

• Directors/Unit Commanders
• regularly attend EQCC meetings
• instruct personnel under their command to follow
  the EMS and incorporate into the day-to-day
  functions of their organization
• meet with the EMSMR as needed to facilitate
  implementing and maintaining the EMS and to
  resolve non-conformities
• appoint a member of their organization to the
  CFT, if required
• provide resources if required to implement and
  maintain EMS

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Roles and responsibilities in EMS (4/13)

• EQCC Members
• regularly attend EQCC meetings
• participate in EMS Management Review (evaluation
  of effectiveness of EMS)
• aid in dissemination of EMS-related information
  throughout their respective organization

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Roles and responsibilities in EMS (5/13)

• EMSMR (EMS Management Representative)
• represents BSB Commander in establishing,
  implementing and maintaining the EMS
• chairs CFT
• arranges training, guidance and assisstance to
  CFT
• appoints Quality Assurance Representatives
• appoints internal EMS auditors
• appoints Document Control Officer
• reports to BSB Commander and EQCC the performance
  of EMS for review

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Roles and responsibilities in EMS (6/13)

• CFT Members
• gather, organize and disseminate EMS
  related-information
• delegate EMS tasks and general responsibilities
• develop EMS procedures
• advise, coordinate and facilitate EMS
  implementation
• represent all functional areas of the BSB
• manage reactions to changes resulting from EMS
  implementation

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Roles and responsibilities in EMS (7/13)

• Quality Assurance Representative
• evaluates whether corrective actions or
  preventive actions for identified EMS
  non-conformities have been correctly implemented
• provides feedback to the EMSMR and CFT on whether
  the corrective actions or preventive actions were
  completed as scheduled and effective for
  eliminating the non-conformity

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Roles and responsibilities in EMS (8/13)

• Internal EMS Auditors
• conduct impartial and objective audits of the EMS
  to ensure it is implemented and maintained in
  accordance with the ISO 14001 standard
• report findings and recommendations for
  corrective and preventive actions to the EMSMR
  (EMS Management Representative) and the CFT
  (Cross-functional team)

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Roles and responsibilities in EMS (9/13)

• Chief EMO
• serves as the BSBs adviser in environmental
  matters, including EMS
• coordinates implementation and maintenance of EMS
• identifies and coordinates resources necessary to
  implement and maintain EMS
• provides oversight on EMS procedures and EMS
  training requirements

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Roles and responsibilities in EMS (10/13)

• Media Managers
• assisst CFT in providing expertise on specific
  media area (FGS chapter)
• assisst CFT in developing and implementing
  operating procedures and procedures for
  monitoring and measuring
• conduct compliance assessments
• maintain EMS controlled documents and records
• conform to environmental policy and EMS
  procedures
• be aware of significant environmental aspects
  that they may influence with their work and the
  benefits of improved personal performance
• provide/ assist in training UECs and unit
  personnel as necessary to ensure compliance with
  EMS
• report EMS non-conformities to the CFT
• know consequences for not conforming to EMS
  requirements
• be aware of their roles and responsibilities
  within EMS

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Roles and responsibilities in EMS (11/13)

• Environmental Compliance Officers
• conform to environmental policy and EMS
  procedures
• are aware of significant environmental aspects
  that they may influence with their work and the
  benefits of improved personal performance
• disseminate EMS information to unit personnel at
  all levels
• feedback to CFT on implementing and maintaining
  EMS
• coordinate/ provide units EMS awareness level and
  operation specific training required by EMS
• maintain documents and records relevant for EMS
• report EMS non-conformities to the CFT
• know consequences for not conforming to EMS
  requirements
• are aware of their roles and responsibilities
  within EMS

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Roles and responsibilities in EMS (12/13)

• Unit/Organization personnel
• conforms to environmental policy and EMS
  procedures
• is aware of significant environmental aspects
  that they may influence with their work and the
  benefits of improved personal performance
• reports EMS non-conformities to the CFT
• knows consequences for not conforming to EMS
  requirements
• is aware of their roles and responsibilities
  within EMS

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Roles and responsibilities in EMS (13/13)

• DoD Dependents
• conform to environmental policy and EMS
  procedures
• are aware of significant environmental aspects
  that they may influence with their work
• report EMS non-conformities to the CFT
• know consequences for not conforming to EMS
  requirements
• are aware of their roles and responsibilities
  within EMS

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Next steps

• The next steps on the way to implement EMS are
• providing EMS Awareness Training to all members
  of the BSB
• implementing a document control system
• documenting the EMS elements in place

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Procedure for eliminating non-conformities

• Establishing a procedure for dealing with actual
  and potential nonconformities is an ISO 14001
  requirement.
• 222d BSB procedure
• As soon as an EMS non-conformity is identified
  the Preventive/Corrective Action Request (PCAR)
  process for implementing corrective/ preventive
  action has to be started.

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PCAR Process (Preventive/Corrective Action
Request Process) (1/2)
Originator Submits PCAR
CFT Reviews PCAR
Valid Request?
No
Yes
PCAR Deleted
Owner Notified
Originator Notified
Owner Responds (Root Cause, Corr/Prev Action,
Proposed Imp Date)
CFT/EMSMR Requests Additional Information
CFT Reviews PCAR
Response Adequate?
No
Originator person who identifies
non-conformity Owner person responsible/
accountable for implemeting corrective/
preventive action
Yes
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PCAR Process (Preventive/Corrective Action
Request Process) (2/2)
Owner Commander or Director Approves Corr/Prev
Action
Owner Implements Corr/Prev Action
EMSMR Contacts Owner resp. Owner Commander or
Director and Coordinates Additional Actions
Owner Notifies EMSMR of Completion Date
Quality Assurance (QA) Representative Verifies
Implementation
Implementa-tion Effective?
No
Yes
This step only applies for tenant
organizations !
PCAR Closed
Originator Notified
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How Can You Support?

• Provide expert commitment to EMS.
• Regularly attend the CFT meetings and participate
  in EMS meetings, workgroups and workshops.
• Provide support to EMS implementers.
• Report progress of EMS implementation to the EMO.
• Hand in PCARs where you see a need for
  improvement.
• Integrate the EMS principles into your daily
  work.
• Inform your unit/organization of upcoming EMS
  awareness level training.
• Offer your unit/organization information on the
  status of EMS, the next steps, and the EMS
  procedures in place.
• Use the web sources provided under
  http//www.baumholder.army.mil to deepen your
  understanding of EMS.