EHS-MS TechnologyEHS-MS TechnologyUpdateUpdate

Harold BurchfieldHarold BurchfieldIS&T EHS Project ManagerIS&T EHS Project Manager

June 23, 2004

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Motivation – EPA “University Initiative”Motivation – EPA “University Initiative”

The Environmental Protection Agency’s (EPA) “University Initiative” – EPA enforcing environmental laws beyond Industry to Higher Education

Yale, Brown, Stanford, Boston University among others subject to enforcement

MIT inspection in May 1998 resulted in a Consent Decree w/ the EPA. Lincoln Labs will also comply to the Consent Decree.

EPA found common problems in environmental management in higher education No organizational infrastructure for compliance w/ environmental laws – locally and

centrally

No clear delineation of roles, responsibilities and accountability for compliance – locally and centrally

No systems approach to environmental management

Inadequate institutional knowledge of materials in use locally for compliance and emergency response

Inadequate regulatory training of faculty, principal investigators, staff and students who manage regulated materials

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EPA-MIT Consent Decree ComponentsEPA-MIT Consent Decree Components

Environmental Policy completed – see web.mit.edu/environment Committing to compliance, “continuous improvement in environmental performance”, and adequate resources

Functional Organizational Infrastructure with clear roles, responsibility, and accountability in DLCs and in EHS Office and MIT to ensure compliance Identify positions with EHS responsibilities, EHS duties in position descriptions and Organization charts completed

PI Space Registration using SAP EHS module underway, Phase 1 of SAP project

Regulatory RCRA/SPCC Training and Education re: EHS Roles and Responsibilities Employing: Uniform Materials + Chemical Hygiene Plans/Flexible Delivery completed

Training plan: Describing how training will be implemented and records kept and how those needing training will be identified initially and begin implementing completed

Central Record Keeping for Institute accountability and reliable identification of those to be trained (through interface with HR Payroll)- 4+ year deadline planned

Training Needs Assessment using SAP EHS module planned, Phase 3 of SAP project

Standard, Self and Outside Audits – Other Controls/Preventative Measures Uniform Audit Forms completed

Develop Audit Program and Begin Implementation underway

Findings (inspections, incidents, corrective actions, consequences) using SAP EHS module planned, Phase 2 of SAP project

EHS Manual completed - see informit.mit.edu

Pollution Prevention and Sustainability underway

Full Implementation of EHS-MS Manual including Automation Features underway

Outside Consultant Verification of EHS-MS planned Identify Consultant - (March 18, 2006, 6 months after planned September 18, 2005 completion)

Complete Review/Submit to EPA - (March 18 2006-June 18, 2006) key verification of technology system and wide use/ acceptance/ awareness of entire EHS management system

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TaskTask

1. Web Portal1. Web Portal

2. All Application Design 2. All Application Design

4. Findings – Inspections … (phase 2)4. Findings – Inspections … (phase 2)

5. Training Needs Assessment (phase 3)5. Training Needs Assessment (phase 3)

6. Management Reports 6. Management Reports

5/20045/2004 8/2004 8/2004

7. Roles & Security 7. Roles & Security

EHS-MS Technology Project PlanEHS-MS Technology Project Plan

11/200411/2004 2/2005 2/2005 5/2005 5/2005 9/2005 9/2005

8. Existing Solution Support8. Existing Solution Support

9. Project & Change Management9. Project & Change Management

3. PI Space Registration & Inv. (phase 1)3. PI Space Registration & Inv. (phase 1)

TimelineTimeline

2/20042/2004

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Internet

Offline DB

EHS Portal

Digital Certificat

e

Roles DB

EHS-MS Manual

DataWarehouse

InternetWeb Course

DeliveryTraining &

Events

SAPTBD

Records Retention

Athena

HR

Facilities

SIS

Oracle

SAP

TBD

Management Reports

• EPO Reports• EHS Office Reports• EHS Annual Report• DLC Reports• PI Reports

Hazards

SAP

• Hazard Registration• SARA Reporting• Local Inventory• Reports

Findings

SAP

• Inspections• Corrective Actions• Consequences• Emergency Incidents• Reports

PI Space Reg.

SAP

• PI Registration• Room Registration• Emergency Contacts• Reports

Training Requirements

• Cert. Rules Engine• Needs Assessment• Training Records• Reports

• Course Reg.• Record Completion

• Course Information.• Take Course

Program Applications

TBD

• Radiation Protection• Bio-safety• Environmental Mgmt.• Industrial Hygiene• Safety

• Environment• Emergency• EHS-MS

EHS-MS Technology SolutionEHS-MS Technology Solution

JUNE 2004

MARCH 2004

OCTOBER 2004

TBD

OCTOBER 2004

MARCH 2005

SEPTEMBER 2005

AUGUST 2005

OCTOBER 2004

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EHS-MS Technology UpdateEHS-MS Technology Update

Initial web version of EHS-MS Manual has been developed and submitted to the EPA (see informit.mit.edu)

PI Space Registration and SARA (Superfund Amendments and Reauthorization Act)

Reporting requirements have been developed and locked-in with the help of the MIT EHS Working Committee

SAP ASAP methodology will be used for SAP components of project

The Technology Team has finished the ASAP business blueprint of the EHS module (Industrial Safety and Hygiene component ) for PI Space Registration

The Technology Team is about to begin the ASAP Realization phase for PI Space Registration. EHS module that will leverage standard SAP functionality that integrates with Human Resources and Plant Maintenance data

The user Interface is being designed as an easy to use web front-end that will simplify the complexities of the SAP interface

The Reports Team released a draft version of the training reports with an easy to use dashboard interface

Lincoln and Campus are working together to develop a cost effective technology solution that will meet the needs of both locations

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Waste ManagementOccupational Health

Industrial Hygieneand Safety

Dangerous Goods ManagementHazardous Substance Management/Product Safety

mySAP PLM EH&S CapabilitiesmySAP PLM EH&S Capabilities

Some mySAP PLM EH&S CustomersSome mySAP PLM EH&S Customers

Ashland-Südchemie- Kernfest

BASF Bärlocher Ciba Spezialitäten-

chemie Clariant CN Rail Colgate-Palmolive Deere Deutsche

Telekom Deutsche Steinkohle AG

DSK Dow Corning

Eastman Chemical ExxonMobil Henkel Herberts Hoechst-Gruppe F. Hoffmann-

La Roche ICI Australia Lyondell Lockheed Master Builders Meteor MCM

Monsanto Nalco Novartis RAG RWE Sigma-Aldrich SKW Trostberg Stockhausen VIAG Veitsch-Radex Volvo Aero Wacker Chemie Witco Zeiss

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mySAP PLM EH&S Is for All IndustriesmySAP PLM EH&S Is for All Industries

Substances

Work

AreasPeople

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ExposureLog

RiskAssessment

Work Area

Incident/AccidentManagement

Standard OperatingProcedure

Health and SafetyBriefing

Site Inspection

IHS InformationSystem

Industrial Hygiene and Safety FunctionsIndustrial Hygiene and Safety Functions

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Product Safety

Functional Loc’n Exposure Group

Work Center Storage Location

Material

Work AreaWork AreaProduction

PlanningOccupational

Health

Plant Maintenance

Materials Management

Human Resources

ExposureLog

StandardOperatingProcedure

Site Inspections Incident/

AccidentMgmt

Health and Safety

Briefing

RiskAssessment

Industrial Hygiene and Safety Work Area: The Key to It AllIndustrial Hygiene and Safety Work Area: The Key to It All

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EHS Module RelationshipsEHS Module Relationships

Work AreaEHS DLC

Work AreaEHS Room or Subroom

HR Work AreaEHS Room Set

HR

PrincipalInvestigator

EHSRepresentatives

EmergencyContacts

QuestionnaireAgentsSubstancesIncidents /Accidents

Safety Measures

- Quantities

SubstanceType

AgentType Questions

SARA Title III Hazards Inspections

DLC CommitteeDept. Head

EHS Lead ContactEHS Coordinator

HR

MM

PM

Other

MM integration apply to the current implementation for Lincoln Labs

PMWork Order

Triggers

Operations Center

Org Units

Functional Locations (Room Level)

Corrective actions &Consequences

Phase 2 Phase 2

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PI Space Registration - MockupPI Space Registration - Mockup

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Thank you for your

attention!Thank you for your

attention!

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Training Reports DashboardTraining Reports Dashboard

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Training ReportsTraining Reports