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Environmental Management Systems Workshop

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Title: Environmental Management Systems Workshop


1
Environmental Management Systems Workshop
April 2006 Salina, Wichita, Overland Park Kansas
State University
2
Small Business Environmental Assistance Program
  • Known as SBEAP
  • Provides technical assistance to Kansas small
    businesses
  • Hotline
  • Site visits
  • Workshops/trainings
  • Publishes newsletters, AIRLines, Envirolines,
    e-tips, publications

3
K-States Pollution Prevention Institute (PPI)
  • PPI staff operate SBEAP in partnership with KDHE
  • Staff around the state
  • Program services are
  • Air-focused
  • Free
  • Confidential
  • Complementary special projects enhance SBEAP
    services (EMS PEER Center)

4
Public Entity EMS
  • One-stop shop for public entity EMS resources
    http//www.peercenter.net/
  • PPI is one of 10 regional PEER Centers provides
    resources and assistance to public entities on
    EMS
  • Steve Travis 800-578-8898

5
Program Overview
  • Agenda overview
  • Plan, do, check, and act
  • Group activities
  • Guest speaker
  • Manual (follow along with slides)
  • Supplemental material
  • Breaks
  • Facility logistic
  • Cell phones

6
What is ISO 14001?
  • International Organization for Standardization
    (ISO)
  • ISO standards are voluntary
  • The ISO 14001 environmental management system
    (EMS) specification was first published in 1996
    and amended in 2004
  • ISO 14001 certification (formal audits)

7
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8
What is an EMS?
  • Structured management system
  • EMS should help your organization in many ways
  • Philips Lighting
  • Helps them manage their environmental obligations
  • Demonstrates pollution prevention and continual
    improvement
  • Supports corporate sustainability

9
Traditional Approach
Traditional Approach
Environmental Issues
Environmental Results
EMS
Business Issues Product Development, Purchasing,
Marketing, Production, Quality, etc.
Mgt. System
Business Results
10
New Approach
New Approach
Integrated
Environmental Issues Waste, energy, risk, P2
EMS
Business Results
Mgt. System
Business Issues Product Development, Purchasing,
Marketing, Production, Quality, etc.
11
Why an EMS?
  • Do you answer yes to any of these questions on
    page 4?
  • Then your organization would benefit from an EMS
  • Method to prevent loose of corporate knowledge

12
What are the costs and benefits of an EMS?
13
Before, we focused on compliance issues without
the benefit of an EMS. Now, we have a strategic
plan in place to look beyond legal requirements
and save money. It makes my job easier when I can
prove my department does not have to be a cost
center.
Charlie Saunders, EMS Manager, Pfizer Global
Research Development
14
Case Study 1 Major Pharmaceutical Manufacturer
in Pennsylvania
  • Drivers
  • Environmental department in Reactive Mode
  • 4 hours every workday spent in environmental
    record keeping and other clerical activities
  • Increasing regulatory and corporate duties
  • Perception of environment as drain on profits
  • Creativity and enthusiasm stifled
  • Department felt it could play a greater role in
    the organizations success

15
Goals
  • Develop and implement operating procedures
  • Continuously improve management systems by
    effectively using existing resources,
  • Cost control and cost improvement
  • Forward-thinking
  • Transform the environmental department functions
    into a revenue-generating mindset,
  • Help improve the financial performance of the
    company.

16
Investment Time and
  • 22 month implementation
  • 60,000 in direct labor costs
  • ROI
  • 418,000 saved
  • - 60,000 spent
  • 358,000

17
Results
  • Decrease in natural gas usage and electrical
    demand, net annual savings of 139,000.
  • Eliminated CFCs, reduced other emissions, and
    improved the system efficiency by 25 to 35, net
    annual savings of 164,000.
  • Plant waste reduced by 34 net annual savings of
    100,000.
  • Increased recycling rates from 68 to 75 net
    annual savings of 15,000.

18
Results continued
  • Ingrained management framework and philosophy of
    continuous improvement
  • Goal of zero waste discharges
  • Improved morale
  • Favorable public perception
  • Favorable feedback from state and federal
    environmental agencies.

19
EMS Framework
PLAN
ACT
DO
CHECK
20
Key Concepts
  • Top Management Support
  • Focus on continual improvement
  • Flexibility
  • Compatibility with organizational culture
  • Employee awareness and involvement

21
Key Elements of an EMS
  • 17 key elements of an EMS
  • Follows ISO 14001 standard
  • Aligned with ISO 9001
  • Page 15 in manual

22
Part 1
  • Planning

23
Element 1 write an environmental policy
  • Top management must define the organizations
    environmental policy
  • Environmental regulations
  • Continual improvement
  • Pollution prevention (P2)
  • Appropriate to the organization
  • Provides framework
  • Documented and communicated to all employees
  • Available to the public

24
Three Pillars of an Environmental Policy
25
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26
Example of P2 (Source Reduction)
27
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29
Aspects and impacts definition
30
Element 2 identify environmental aspects and
determine which ones have significant impacts
  1. procedures to identify the environmental aspects
  2. look beyond activities covered by regulations.
  3. take significant aspects into account when
    setting environmental objectives.
  4. identifying significant environmental aspects is
    one of the most critical steps in EMS
    implementation

31
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32
Aspects and impacts example from coal-fired power
plant
  • Aspect stack emissions
  • Impacts soil, water, air, plants, animals, other
    (human health, aquatic food chain, global
    warming.)

33
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35
Activity or Service Aspect Impact Compliance Risk Frequency Control TOTAL SCORE
Chemical Storage Potential for Spills Envir. Contamination 0 3 4 4 11
Chemical Usage Hazardous Waste Disposal Envir. Contamination 1 4 3 3 11
Fuel Usage Air Emissions, Energy Consumption Use of Natural Resources, Air Pollution 1 2 2 2 7
Operation of Machinery/ Power Tools Energy Consumption Use of Natural Resources 1 1 3 1 6
Report Generation Use of Paper Use of Natural Resources 0 0 2 3 5
36
Example
  • St. Joseph Mercy Hospital Michigan
  • Mercury in widespread use
  • Professional environmental response company
    contracted
  • Clean up mercury spills
  • Discard mercury-containing equipment
  • EMS implemented
  • Identified mercury as an environmental aspect
  • Developed Mercury Reduction Initiative save
    20,000/year

37
Element 3 identify legal requirements
(environmental regulations) and other
requirements
  • Your organization must have a procedure to
    identify and obtain all applicable environmental
    regulations and requirements that apply to it
    based on the environmental aspects of its
    activities, products, or services.
  • Examples of other requirements are
  • industry codes of practice
  • agreements with public authorities
  • non-regulatory guidelines

38
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39
Commonly Applicable Federal Environmental Laws in
the U.S.
  • Clean Air Act (CAA)
  • Clean Water Act (CWA)
  • Federal Insecticide, Fungicide, and Rodenticide
    Act (FIFRA)
  • Resource Conservation and Recovery Act (RCRA)
  • Toxic Substances Control Act (TSCA)
  • Comprehensive Environmental Response,
    Compensation and Liability (CERCLA)
  • Emergency Planning and Community Right-to-Know
    Act (EPCRA)
  • Hazardous Materials Transportation Act (HMTA)

40
Ways to identify applicable regulations
  • KSU SBEAP (800-578-8898, or www.sbeap.org)
  • regulatory agencies (federal, state and local)
  • trade groups and associations
  • the Internet
  • public libraries
  • seminars and courses
  • newsletters / magazines
  • consultants and attorneys
  • customers, vendors, and other companies
  • commercial services (with updates offered
    on-line, on CD-ROM or in paper form)

41
Element 4 establish objectives and targets
  • Objectives and targets help an organization
    translate policy into action.
  • The objectives and targets must reflect
  • legal and other requirements
  • significant environmental aspects
  • technological options
  • financial, operational, and business requirements
  • views of interested parties

42
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44
Element 5 establish an environmental management
program
  • Your environmental management program must
    include
  • assigning responsibility for meeting the
    objectives and targets
  • methods and time frame
  • allocation of resources
  • Environmental management programs must be dynamic
    and revised as needed to reflect internal and
    external changes

45
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46
Networking case study
  • ABC Company

47
ABC Company Input/Output Diagram Example
  • Input Activity Output

48
ABC Company Aspects and Impacts Example
Activity, Product, or Service Aspect Impact
Product cleaning Solvent use Use of a natural resource
Solvent Spill Soil, air, and water pollution
Solvent air release Air pollution
49
Part 2
  • Operations

50
Element 6 define EMS management structure and
responsibility
  • To be effective, roles must be clearly defined,
    and EMS must have commitment from all employees.
  • Top management must
  • set environmental policy
  • provide the resources
  • appoint a management representative

51
Getting Started
  • Program scope?
  • Environmental aspects and compliance needs?
  • Results of previous audits?
  • Current responsibilities?
  • Objectives and targets?
  • Other existing systems?

52
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53
Flow Charting
  • Process mapping Appendix C
  • Improve understanding of existing processes
  • Inputs
  • Outputs
  • Interactions
  • Identify areas for process improvement

54
Element 7 determine training, awareness, and
competency needs
  • train all people, employees, and contractors
  • maintain procedures to identify training needs
  • employees awareness
  • management determines level of education,
    training, and experience needed
  • assess competency

55
Key steps in developing a training program
  • Step 1 assess training needs requirements
  • Step 2 define training objectives
  • Step 3 select suitable methods materials
  • Step 4 prepare training plan (who, what,
    when, where, how)
  • Step 5 conduct training
  • Step 6 track training (and maintain records)
  • Step 7 evaluate training effectiveness
  • Step 8 Improve training program (as needed)

56
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57
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58
Element 8 plan internal and external
communication
  • Your organization should have
  • internal communication procedures
  • external communication procedures
  • procedure for communicating with public
    authorities

59
Communications
  • Effective communications will help
  • motivate workforce
  • gain acceptance for plans and efforts
  • explain your environmental policy and EMS
  • ensure understanding of expectations
  • show management commitment
  • monitor performance
  • identify EMS improvements

60
Getting started
  • Identify key audience
  • Internal
  • External
  • Determine what needs to be communicated
  • Decide how to best reach audience
  • Look at existing methods

61
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62
The community as part of the solution
  • Town of Londonderry, NH
  • HHW collection daysurveyed residents to
    prioritize community-related environmental issues
  • Identified fast pace growth
  • City of Lowell, MA
  • WWTP addressing plants odor issues
  • Residents recorded weather info on odorous days
  • Data assisted City to identify a solution

63
Element 9 organize EMS documentation
  • Your EMS does not have to be in the form of a
    single manual (instead be a road map.) Must
    maintain information to
  • describe EMS core elements
  • describe where to find related EMS documentation
  • EMS-related information may include
  • process information
  • organization charts
  • internal standards and operational procedures
  • site emergency plans

64
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65
Element 10 control EMS documentation
  • Your organization must maintain procedures for
    controlling all EMS documents so
  • EMS documents can be located
  • they are periodically reviewed
  • revised as necessary
  • current versions are available at all locations
    where needed
  • obsolete documents are removed
  • any obsolete documents retained for legal or
    other reasons are identified

66
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68
Element 11 write work procedures to establish
operational control
  • Your organization must identify activities that
    have significant environmental impacts and write
    procedures to
  • Cover situations where the lack of procedures
    could lead to deviations
  • Stipulate operating criteria
  • Establish procedures for communicating
    requirements to suppliers and contractors

69
How should we write work procedures?
  • Look at environmental aspects and legal
    requirements
  • Consider what types of controls might be needed
    to manage these aspects and compliance
    requirements
  • Write flow charts of these processes
  • Prepare draft procedures and review them with the
    people who will need to implement them

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73
Element 12 create emergency response plans
  • Your organization must maintain procedures to
  • identify potential emergencies, respond to them,
    and reduce their environmental impacts
  • review and revise its emergency response plans,
    if necessary, after the occurrence of emergencies
  • test its emergency response plan procedure, if
    practical

74
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76
Networking case study
  • Writing Environmental Objectives and Targets

77
Part 3
  • Auditing
  • Focus on what is seen
  • Understand the underlying causes

78
Element 13 monitor and measure
  • Your organization must develop procedures to
  • Monitor and measure key characteristics of its
    operations
  • Track performance
  • Maintain and calibrate its monitoring equipment
  • Evaluating your environmental compliance
  • Retain monitoring records

79
If you cant measure it, you cant manage it.
Peter Drucker Management Expert
80
Getting started
  • Define your needs
  • Review current monitoring for compliance
  • Start with simple monitoring process

81
Consider these
  • Monitor key process characteristics
  • Use combination of process and outcome measures
  • Equipment calibration
  • Regulatory compliance
  • Operational performance

82
Consider these (cont.)
  • Measure progress on meeting objectives
  • Communicate performance
  • Conduct environmental compliance audits
  • Incentives for Self-Policing Discovery,
    Disclosure, Correction, and Prevention of
    Violations
  • www.epa.gov/compliance/resources/policies/incentiv
    es/auditing/auditpolicy.pdf
  • Select performance indicators

83
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85
Element 14 Address EMS nonconformance and take
corrective action
  • Nonconformance means
  • System does not meet the EMS criteria or
  • Implementation is not consistent with the EMS
    description

86
Why do EMS problems occur?
  • Poor communication
  • Faulty or missing procedures
  • Equipment malfunction (or lack of maintenance)
  • Lack of training
  • Lack of understanding (of requirements)
  • Failure to enforce rules
  • Solutions fail to address root causes of problems

87
Handling system deficiencies
  • Identify and investigate problems
  • Identify root causes
  • Identify corrective actions/solutions
  • Implement corrective actions/solutions
  • Document and communicate solutions
  • Verify effectiveness of solutions

88
Correcting and Preventing
  • Corrective actions should
  • Resolve the immediate problem
  • Consider whether the similar problems exist
  • Prevent the problem from recurring

89
Element 15 Maintain records
  • Your organization must write procedures for
    identifying, maintaining, and disposal of
    environmental records. Environmental records must
    be
  • legible
  • properly stored
  • protected against damage
  • retained according to procedures

90
What are records?
  • Records provide evidence that the processes that
    make up your EMS are being implemented as
    described.

91
Consider these
  • Identify what EMS records are required
  • Evidence showing implementation
  • Legal requirements
  • Focus on records that add value
  • Generate forms (simple understandable)
  • Establish records retention policy
  • Consider electronic records management

92
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94
Element 16 conduct periodic EMS audits
  • Your organization must maintain procedures for
    periodic EMS audits to
  • determine if the EMS has been properly
    implemented
  • determine if the EMS conforms to the ISO 14001
    standard
  • provide information to management on EMS audit
    results

95
Element 16 conduct periodic EMS audits (cont.)
  • For your EMS audit program to be effective, you
    should
  • develop audit procedures
  • determine responsibilities conducting audits
  • determine audit frequency
  • select and train auditors
  • maintain audit records
  • determine how audit results are communicated

96
What is an EMS audit?
  • EMS audit is a check on how well your system
    meets your own established EMS requirements.
  • EMS audit is not an assessment of how well
    employees do their jobs.

97
Getting started
  • Determine how frequent to audit, consider
  • operations and activities
  • aspects and impacts
  • results of monitoring
  • results of previous audits
  • At least annually
  • not necessarily all at once

98
Getting started (cont.)
  • Determine who will perform audits
  • Training
  • initial and ongoing training needed
  • auditing techniques and management system
    concepts
  • on-the-job training
  • Be independent of activities being audited
  • If under ISO 9001, consider using internal
    quality auditors

99
Getting started (cont.)
  • Establish how management can use audit results
  • identify trends or patterns in deficiencies
  • Maintain records of audits

100
Element 17 Top management review of EMS
  • Your organizations top management must, at
    intervals that it decides, review the
    organizations EMS to ensure its continuing
  • suitability
  • adequacy
  • effectiveness

101
Key question
  • Is the system working? Given our needs, is it
  • suitable
  • adequate
  • effective?
  • If not, eliminate procedures and activities that
    dont add value.

102
Consider these
  • Select management reviewer that
  • Has right information and knowledge
  • Can make decisions about the organization and its
    resources
  • Determine management review frequency that work
    best for your organization

103
Consider these (cont.)
  • During management review meetings record
  • issues discussed
  • decisions derived
  • action items selected
  • Assess influence of changing circumstances
  • internal factors
  • external factors

104
Management review questions to ponder
  • Did we achieve our objectives and targets?
  • Is our environmental policy still relevant to
    what we do?
  • Are roles and responsibilities clear? Do they
    make sense and are they communicated effectively?
  • Are we applying resources appropriately?
  • Are our procedures clear and adequate?
  • Are we fixing problems when we find them?
  • Are we monitoring our EMS? What do the results of
    audits tell us?

105
Management review questions to ponder
  • What effects have changes in materials, products,
    or services had on our EMS?
  • Do changes in laws or regulations require us to
    change some of our approaches?
  • What other changes are coming in the near term?
    What impacts will these have on our EMS?
  • What stakeholder concerns have been raised since
    our last review? How are concerns being
    addressed?
  • Is there a better way? What can we do to improve?

106
Congratulations!
  • YOU SHOULD NOW UNDERSTAND
  • ALL 17 ELEMENTS OF AN
  • EFFECTIVE ISO 14001 EMS !!

107
EPA Performance Track
  • Why should I apply to Performance Track?
  • Recognition on the local and national levels
  • Regulatory benefits that may result in cost
    savings
  • Networking opportunities for exchange of best
    practices
  • Low priority for routine inspections
  • Develop a more collaborative relationship with EPA

108
Benefits
  • Elected Official Letters
  • Trade Journal Articles
  • Performance Track Awards
  • Member Listings on EPA website
  • Performance Track Network
  • EPA Annual Members Event

109
Benefits (cont.)
  • Regional Roundtables
  • Tele-seminars
  • Access to EPA Meetings
  • Joint Workshops with Performance Track Partners
  • The Performance Track Participants' Association

110
Criteria for applying to Performance Track
  • EMS
  • Continuous improvement
  • Community outreach
  • Sustained Compliance
  • No Criminal Activity
  •  Civil Activity
  • Independent EMS Assessment  

111
Where can I find EPAs independent EMS
assessment protocol?
  • You can download a copy of EPAs protocol at
    http//www.epa.gov/performancetrack/IndependentAss
    essmentProtocolv10Mar1504.pdf

112
Where can I apply for EPAs Performance Track?
  • You can apply for EPAs Performance Track at
  • http//www.epa.gov/performancetrack/apps/app.htm

113
Who is my EPA Region 7 Performance Track contact?
  • Ruben McCullers
  • 913-551-7455
  • mccullers.ruben_at_epa.gov
  • There are 18 Performance Track Members in EPA
    Region 7
  • Their goal is 50

114
Supplemental environmental projects
  • As part of a Kansas air regulation enforcement
    action settlement, an organization may agree to
    participate in a Supplemental Environmental
    Project (SEP) to offset a portion of a civil
    penalty.
  • Criteria includes EMS
  • BWM
  • BAR

115
Where can I find BARs SEP policy?
  • You can download a copy of KDHEs Supplemental
    Environmental Project (SEP) Policy at
  • http//www.kdheks.gov/air-permit/forms/Air_SEP_Pol
    icy_7_20_05.pdf

116
Public Entity EMS
  • One-stop shop for public entity EMS resources
    http//www.peercenter.net/
  • PPI is one of 10 regional PEER Centers provides
    resources and assistance to public entities on
    EMS
  • Steve Travis 800-578-8898

117
For more help
  • K-STATE SBEAP
  • Environmental Hotline
  • 800-578-8898
  • www.sbeap.org

118
Kansas EMSs in action
  • And now, a few words from our guest speaker
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