EHS-MS TechnologyUpdate

Harold BurchfieldIS&T EHS Project ManagerJune 23, 2004

Motivation EPA University InitiativeThe Environmental Protection Agencys (EPA) University Initiative EPA enforcing environmental laws beyond Industry to Higher Education Yale, Brown, Stanford, Boston University among others subject to enforcementMIT 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 educationNo organizational infrastructure for compliance w/ environmental laws locally and centrallyNo clear delineation of roles, responsibilities and accountability for compliance locally and centrallyNo systems approach to environmental managementInadequate institutional knowledge of materials in use locally for compliance and emergency responseInadequate regulatory training of faculty, principal investigators, staff and students who manage regulated materials

EPA-MIT Consent Decree ComponentsEnvironmental Policy completed see web.mit.edu/environmentCommitting to compliance, continuous improvement in environmental performance, and adequate resourcesFunctional Organizational Infrastructure with clear roles, responsibility, and accountability in DLCs and in EHS Office and MIT to ensure complianceIdentify positions with EHS responsibilities, EHS duties in position descriptions and Organization charts completedPI Space Registration using SAP EHS module underway, Phase 1 of SAP projectRegulatory RCRA/SPCC Training and Education re: EHS Roles and Responsibilities Employing:Uniform Materials + Chemical Hygiene Plans/Flexible Delivery completedTraining plan: Describing how training will be implemented and records kept and how those needing training will be identified initially and begin implementing completedCentral Record Keeping for Institute accountability and reliable identification of those to be trained (through interface with HR Payroll)- 4+ year deadline plannedTraining Needs Assessment using SAP EHS module planned, Phase 3 of SAP projectStandard, Self and Outside Audits Other Controls/Preventative Measures Uniform Audit Forms completed Develop Audit Program and Begin Implementation underwayFindings (inspections, incidents, corrective actions, consequences) using SAP EHS module planned, Phase 2 of SAP projectEHS 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 plannedIdentify 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

EHS-MS Technology Project PlanTask1. Web Portal2. All Application Design 4. Findings Inspections (phase 2)5. Training Needs Assessment (phase 3)6. Management Reports 5/20048/2004 7. Roles & Security 11/20042/2005 5/2005 9/2005 8. Existing Solution Support9. Project & Change Management3. PI Space Registration & Inv. (phase 1)Timeline2/2004

EHS-MS Technology SolutionOffline DBEHS PortalDigital CertificateEHS-MS ManualDataWarehouseWeb Course DeliveryTraining &EventsRecords RetentionSAPTBDHazardsSAP Hazard Registration SARA Reporting Local Inventory ReportsPI Space Reg. SAP PI Registration Room Registration Emergency Contacts ReportsTraining Requirements Cert. Rules Engine Needs Assessment Training Records Reports Course Reg. Record Completion Course Information. Take CourseProgram ApplicationsTBD Radiation Protection Bio-safety Environmental Mgmt. Industrial Hygiene Safety Environment Emergency EHS-MSJUNE 2004MARCH 2004OCTOBER 2004TBDOCTOBER 2004MARCH 2005SEPTEMBER 2005AUGUST 2005OCTOBER 2004

EHS-MS Technology UpdateInitial 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 CommitteeSAP ASAP methodology will be used for SAP components of projectThe Technology Team has finished the ASAP business blueprint of the EHS module (Industrial Safety and Hygiene component ) for PI Space RegistrationThe 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 dataThe user Interface is being designed as an easy to use web front-end that will simplify the complexities of the SAP interfaceThe Reports Team released a draft version of the training reports with an easy to use dashboard interfaceLincoln and Campus are working together to develop a cost effective technology solution that will meet the needs of both locations

mySAP PLM EH&S CapabilitiesWaste ManagementOccupational HealthIndustrial Hygieneand SafetyDangerous Goods ManagementHazardous Substance Management/Product Safety

Some mySAP PLM EH&S CustomersAshland-Sdchemie- KernfestBASF BrlocherCiba Spezialitten- chemieClariantCN RailColgate-PalmoliveDeereDeutsche TelekomDeutsche Steinkohle AG DSKDow CorningEastman ChemicalExxonMobilHenkelHerbertsHoechst-GruppeF. Hoffmann- La RocheICI AustraliaLyondellLockheedMaster BuildersMeteorMCMMonsantoNalcoNovartisRAGRWESigma-AldrichSKW TrostbergStockhausenVIAGVeitsch-RadexVolvo AeroWacker ChemieWitco Zeiss

mySAP PLM EH&S Is for All IndustriesSubstancesWorkAreasPeople

Industrial Hygiene and Safety FunctionsExposureLogRiskAssessmentWork Area Incident/AccidentManagementHealth and SafetyBriefingSite InspectionIHS InformationSystem

Industrial Hygiene and Safety Work Area: The Key to It AllProduct SafetyFunctional Locn Exposure Group Work Center Storage Location MaterialWork AreaProduction PlanningOccupational HealthPlant MaintenanceMaterials Management Human ResourcesExposure LogStandard Operating ProcedureSite InspectionsIncident/AccidentMgmtHealth and SafetyBriefingRiskAssessment

EHS Module RelationshipsWork AreaEHS DLCWork AreaEHS Room or SubroomHRWork AreaEHS Room SetHRPrincipalInvestigatorEHSRepresentativesEmergencyContactsSubstances- QuantitiesSARA Title IIIHazardsInspectionsDLC CommitteeDept. HeadEHS Lead ContactEHS CoordinatorHRMMPMOtherMM integration apply to the current implementation for Lincoln Labs PMWork OrderTriggersOperations CenterOrg UnitsFunctional Locations (Room Level)Corrective actions &ConsequencesPhase 2Phase 2

PI Space Registration - Mockup

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Training Reports Dashboard

Training Reports

RCRA Resource Conservation and Recovery Act (RCRA) Online Resource Conservation and Recovery Act (RCRA) Online

SPCC Spill Prevention, Control and Countermeasure Regulations Superfund Amendments and Reauthorization Act (SARA)