Accelerated EMS Session 4 – 28 January 2008. Agenda - WIP Review –Policy – complete –Aspects and Impacts – complete –Legal and Other Drivers – complete

Accelerated EMS

Session 4 – 28 January 2008

Agenda - WIP

• Review– Policy – complete– Aspects and Impacts – complete– Legal and Other Drivers – complete

• Review– Objectives and Targets – working draft– Environmental Action Plan – working draft– Ownership – Structure and Responsibilities –

final draft

2www.sustainabledirection.com

Agenda - WIP

• Review– Training, Awareness and Competence - draft– Communication - draft– EMS Record Keeping – started, more today

• Your system – based on the template provided is one way….


Today – Month 4

• EMS Map

• Document Control

• Procedures

• Emergency Actions

www.sustainabledirection.com 4

Environmental Policy

• environmental policy (ISO14001:2004)– overall intentions and direction of an organization

related to its environmental performance as formally expressed by top management

– NOTE The environmental policy provides a framework for action and for the setting of environmental objectives and environmental targets.


Aspects

• ISO14001 Definition of an

Aspect:

– ‘An element of an

organisation’s

activities, products

or services that can

interact with the

environment’.

• An aspect has the potential to impact on the environment to a greater or lesser degree

• E.G.

– Activity = Car Use– Aspect = Fuel

Consumption

Impacts

• ISO14001 definition of an Impact:

• ‘Any change to the environment, whether adverse or beneficial, wholly or partially resulting from an organisation’s aspects’

• The actual physical change in the environment resulting from an aspect

• E.G.– Activity = Car Use

– Aspect = Fuel Consumption

– Impact = Increase of CO2 in the atmosphere (global warming)

Some Common Approaches

• RISK BASED

• CRITERIA BASED

• ISSUES BASED

Significance Assessment

• Top Tips:– Make it appropriate for your organisation – Don’t make it too involved - remember, it’s a

means to an end!– You’ve got to keep it up to date! – Recognise subjectivity and try to minimise it– Conduct a ‘Sanity Check’ on the results

The legal register

• While a legal register is NOT a specific requirement of ISO 14001, many organisations see it as the most practical way to manage the issue– Can provide a framework to help check

and ensure compliance– Provides a structure for the procedure of

identification and compliance checking which IS required by the standard


Objectives &Targets:The Role of Indicators

• Indicators: – Demonstrate that targets have

been achieved– Help you track progress against

targets– Help you identify problems,

opportunities, and solutions

• Support your objectives and targets with suitable indicators

Steps to Setting Objectives, Targets, and Indicators

1) Identify broad aims from policy

1) Identify broad aims from policy

2) Consider significant aspects and impacts

2) Consider significant aspects and impacts

3) Draft objectives3) Draft objectives4) Draft targets tosupport objectives

4) Draft targets tosupport objectives

6) Check all elements for consistency

6) Check all elements for consistency

5) Identify indicators totrack against targets

5) Identify indicators totrack against targets

Environmental Management Programmes

• ISO14001 states:

– ‘The organisation shall establish and maintain programme(s) for achieving its objectives and targets’

• ISO14001 requires:

– Designated responsibility

– The means– The time-frame– New projects to be

incorporated

Building the EMS

POLICY

Objectives

Targets

Actions

Aspects & Impacts Legislation

EnvironmentalManagement Programme

Indicators

Environmental Management Programme Template


ObjectiveEnv improvement or

control

Objective Reference No.

TargetWhat by when

Link to Policy or Significant aspects

Supporting Indicator(s)

What Broad Outline of

Programme

Where and to Who will the programme

apply


How Required Actions to meet above Objective

and Target

Who Responsible

Person(s)

WhenTarget Date

Relevant Documentation

Additional Resources Required

EMS Structure

Mapping your EMS

EMS Structure

• An EMS comprises a large number of components and documents

• To the untrained eye the EMS can appear to be a collection of components and documents that have no obvious links or structure.

• There are many components of an EMS which are common to all management systems

Management System Overlaps

Environment

Policy

Planning

Documentation

Training & Communications

Auditing

Records

Checking & corrective action

Management review

Continual Improvement

Health&

Safety

Quality

EMS Structure

The EMS cascades down from the POLICY, ASPECTS and IMPACTS, and LEGISLATION

EMS Structure

– Your POLICY covers the most significant ASPECTS and IMPACTS

– OBJECTIVES and TARGETS support the commitments of the POLICY.

– INDICATORS track progress against TARGETS

– ACTIONS enable the organisation to meet their TARGETS.

– ACTIONS might require PROCEDURES to help control them.

– The EMP outlines activities for the operation of the EMS and RESPONSIBLITIES for carrying these out.

– The EMP highlights resource requirements.

A Typical EMS Structure

POLICY

Objectives

Targets

Actions

Aspects & Impacts Legislation

EnvironmentalManagement Programme

ProceduresWhere controls

are needed

Indicators

Mapping your EMS

Why is mapping important?• Mapping your EMS allows:

– Links and overlaps between the various components and documents that form your EMS to be identified.

– Links and overlaps between your EMS and other management systems to be identified

– components and documents of other management systems to be identified that can be used in the EMS

Mapping your EMS

Why is mapping important? (cont)• Mapping your EMS allows:

– Gaps in the EMS to be identified, for example:

• What has yet to be developed;• Any missing components and documents (by

comparison with the requirements)

• Mapping your EMS therefore reduces the amount of work that has to be done and prevents duplication of documents e.g. procedures

Mapping your EMS

How do I map my EMS?• Identify the specific components and

documents that are key to your EMS– Work down the hierarchy. Start by identifying

aspects and impacts, move on to legislation, policy commitments, objectives, targets, procedures etc

• Identify any links and areas of potential duplication between the components and documents you have identified

• Identify key components and documents of other management systems

• Identify any areas of overlap and duplication

Exercise 1

• Mapping Your EMS

• Start with the EMS Map provided as part of the course

Ownership

• Structure – two tiered– Steering Committee– Action Team

• Responsibility– Committee– Environmental Manager– Team Roles– Others as delegated


ISO14001 Requirements

• Structure & Responsibilities

– Defined– Documented– Resources provided– Management Rep

• Management Rep Responsibilities

– EMS implementation and maintenance

– Reporting

Defining Roles, Responsibilities & Authorities

• What needs to be

done ?

• Who will be

responsible for doing

it ?

• Is this a new role ?

• What authorities do

individuals have?

• Ways of Documenting

– Procedures

– Schedules

– Responsibilities Document

– Organisation Chart• Communication

– To those affected

– Skills/Knowledge building

Roles, Responsibilities & Authorities

Communications

• What Constitutes Communication ?

• Why Define Procedures for

Communications in the EMS?

• Do you need Procedures for all

Communications ?

• Where would you Define Procedures

for Communication in the EMS ?

ISO14001 Requirements

• Communications– Procedures for:

• Internal• Receiving

Communications– Consideration of

External

Training

• What is training ?

• What sort of activities do you use ?

• Does training ensure competence ?

• Do you have to have received training to be competent ?

Training, Awareness, & Competence

• What types to do:

– Awareness Raising Activity

– Specific Issue Related Training

– Task / Procedure Related Training

Meeting ISO14001

• Training Needs Identification

• Understanding– Importance of

compliance– Significant Impacts– Roles &

Responsibilities– Consequences

• Competence• Training Records

Training NeedsIdentification

• Identify tasks, roles, or responsibilities

• Identify specific skills or knowledge

requirements

• Identify individuals or groups

• Assess what skills or knowledge exists

• Determine the ‘gaps’

• Decide on approach to fill ‘gap’

• Plan training activity

Some Key Areasof Training

• Induction

• General Awareness

• Specific Skill

– Theory

– Practical

• Refresher

• Assessments

Training Records

• Needs Assessment• Evidence of Existing Competences• Plans & Schedules• Who• When• Where• What• Feedback• Assessments & Reviews• Certificates & Awards• Requests

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– [Documents]

– Output– [Records]

– Related– [Documents or Records]

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 14001 Requirements

• Operational Control: 4.4.6– Associated with significant

aspects and impacts– Plan these activities – Documented procedures– Operational criteria– Communicate to suppliers

& contractors

• Emergency: 4.4.7

– Identify potential for– Response to– Preventing & mitigating

impacts– Review of procedures– Testing

Developing & Implementing Procedures

• Developing

– How would you go about developing procedures ?

• Implementing

– How would you go about implementing procedures ?

Homework

• Final Policy, Aspects & Impacts, Legal and Other Register

• Final Objectives and Targets / Action Plan / Roles and Responsibilities

• Final Draft – Training / Communication / Record Keeping

• First Drafts– Document Control– Procedures– Emergency


Next Time

• Review – Always….

• Monitoring and Measuring• Non-Conformances• Logging Records
