EMAS "easy" for Small and Medium Enterprises - in 10 days with 10 people on 10 pages in 30 steps

8/9/2019 EMAS "easy" for Small and Medium Enterprises - in 10 days with 10 people on 10 pages in 30 steps

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in 10 days

with 10 peopleon 10 pages

in 30 steps

EMAS "easy" for Small and

Medium Enterprises

Performance, Credibility, Transparency

The easy way to improveyour environmental

and business performance


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what is EMAS?

EMAS is like a trademark

2

It means that

Wegobeyondlegalcompliance.

Wehaveactiveemployeeinvolvement.

Wepracticehonestandtruecommunication.

Ourgoalisgoodenvironmentalperformance.

The CommunityEco-management and Audit Scheme (EMAS) is a management tool for both manufactur-

ing and service organisations for evaluating, improving and reporting their environmental performance.

EMAS is open to all economic sectors including public and private services.

In 2001, EMAS was strengthened by the adoption of EN/ISO 14001 as the environmental management

system required by EMAS; by adopting an attractive EMAS logo to signal EMAS registration to the out-

side world; and by stronger consideration for indirect effects, such as those related to financial services or

administrative and planning decisions.

Participation in the scheme is voluntary and extends to public or private organisations operating in the European

Union and the European Economic Area (EEA) - Iceland, Liechtenstein, and Norway.

4 steps to registration

To receive EMAS registration an organisation must:

1. Conduct an environmental review considering all environmental aspects of the organisations activi-ties, products and services; methods to assess these; its legal and regulatory framework and existing

environmental management practices and procedures.

2. Establish responsibilities within the EMS; set objectives; provide the resources to support the EMS;implement operational procedures appropriate to the objectives; identify training needs and imple-

ment monitoring and communications systems.

3. Carry out an environmental audit, assessing in particular the management system and conformity withthe organisations policy and programme as well as compliance with relevant environmental regulatory

requirements.

4. Publish a statement of its environmental performance that lays down the results achieved againstthe environmental objectives and future steps to be taken to continuously improve the organisations

environmental performance.

This Brochure will walk you through each step on the way to EMAS in a easy way.

The main steps of EMAS

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NOTE

EMAS easy for small business has been developed by Heinz Werner Engel with the support of DGEnvironment. Reproduction is authorized except for commercial use, providing the sources areacknowledged.

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EMAS easy for small SMEs

EMAS is adapted for small business !

3

SMEs and micro enterprises are the economic backbone of most economies in Europe. They typically account for90% of the industrial fabric and contribute in a significant way to economic growth, social cohesion, employment,regional and local development. The majority of these companies employ less than 5 people. One of todays megatrends is that the global economy is leading towards fast-growing standardisation in products, processes, manage-ment and information. Global sourcing of goods and services imposes labels, standards, management tools and con-trol systems. Furthermore, greening of government programmes and corporate green purchasing underpin this trendand, as these measures become commonplace, more sustainable procurement will result.

For SME's in the supply chain in the European and the Global market, these changes will have impacts in day-to-dayactivities.

A growing number of small companies have already demonstrated or may soon need to recognize demonstrate trackrecord of regular, positive environmental management, even in emerging economies. Furthermore health, safety,working conditions and social issues are the subject of growing public scrutiny by consumers worldwide.

Therefore, the business of tomorrow is not just about products or processes but also about the management pro-cesses which surround them. This is the focus for EMAS!

Standards and tools are shaped/have relevance to 90% of industry, whether medium or large, or multi-site or multi-national organizations.

But traditional quality and environmental management tools do not fit into the reality of the small or micro-businesswith less than 10 employees. Nor do they fit well in many SME's.

It is not the intrinsic qualities of those standards which are too high - it is more the internal and external barriers toaccess which are more demanding cost, bureaucracy, resources, knowledge

This is what EMAS easy is aboutIt lowers the bureaucracy, the barriers of knowledge and consulting & certification costs

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What is EMAS ? 2

What is ecomapping, what is ISO/EMASeasy? 4

Ecomapping getting started 5Step 1 : Urban situation map 8Step 2 : Material flow 9Step 3 : Workers opinion poll - the Weather map 10Step 4 : Eco-map water 12Step 5 : Eco-map soil and storage 13Step 6 : Eco-map air, odours, noise and dust 14Step 7 : Eco-map energy 15Step 8 : Eco-map waste 16Step 9 : Eco-map risk 17Step 10 : Your environmental information system 18

Moving from ecomapping to EMAS 19Step 11 : Upgrade your ecomaps for EMAS 20Steps 12 to 16 : Planning your environmental management system 21Step 12 : Your environmental policy 22Step 13 : Environmental aspects identification 23Step 13 and 14 : FLIPO 24Step 15 and 16 : Objectives and targets 25Step 17 to 23 : Implementation and day to day management 26Step 17 : Assign jobs and tasks to your EMAS 27Step 18 : Train your staffStep 19 : Your environmental manual 28Step 24 to 28 : Controlling your environmental management system 30Step 24 and 25: Internal controlling -your quick check 31

Step 26 : Recording of events and documents - your ecologbook 32Step 27 :Step 28 : Management review - your control panel 33Step 29 : Environmental statement 34Step 30 : Verification of your EMAS and use of the EMAS logo 35The online EMAS toolkit for SMEs 36

Introduction

Informal

Formal

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Ecomapping and EMAS easy

4

easy

Ecomapping is a simple, practical tool, designed in a visual format to be used as

a starter kit in environmental management.

Ecomapping is about scanning environmental impacts, problems and practice in

SMEs in a participatory learning process. As such, it can be used in the initial

environment review as required by EMAS.

Useful environmental information is gathered systematically observation of

everyday practice and procedures as well as through reference to legislative

requirements and good practice.

It is a systematic method that builds up a picture of key environmental information by using symbols on

a simple plan of the site.The visual approach makes ecomapping very easy to understand and a useful support tool for raising the

awareness of employees and stakeholders of the environmental impacts of an organisations activities. It

also enables you to get more people involved at an early stage without needing a huge amount of special-

ist understanding.

Ecomapping uses several ECOmaps in order to facilitate and visualize environmental problems (hot

spots) within a company. The different maps (water, energy, air, wastes) create a useful multi layer set of

graphical information and lead immediately to environmental action programs.

As 80 % of environmental information is location based, the Ecomaps show what is happening and where.

Ecomapping is the ideal starter kit for EMS. In 10 steps, it helps you to understand the environmental

problems, materials flows and records, opinions and the perception of workers and work process.

EMAS easy is a way to implement EMAS which is proportional to the size,

financial capacity and organisational culture of small business.

It assists, using a number of new features, with compliance with ISO 14001

and EMAS but still focusing on what matters environmental protection

on the shop floor.

If a company has already done some some preparatory environmental

work, the work required with Ecomapping, to comply with EMAS or ISO14001, can be concluded within a week.

External document audits and site audits can easily be done within a day.

The shared documentation and procedures allow cluster approaches in a very cost effective way.

The environmental declaration is compact and delivers essential information in a simple way.

The entire process has already been successfully audited against the EMAS regulation and 1SO 14001 by

industrial auditors in 3 companies by certification bodies.

Emas easy is delivering EMAS in ten days, with ten people on ten pages. The work process from, Start to

End, takes 30 steps.

? ? ? ? ? ? ? ?

? ?

?

? ? ? ?

? ? ? ?

4.3.1.Problems, practices andimpacts

l Office heating:excessive fuelconsumption

l Use ofold light bulbs:excessive electricityconsumption

l

l

Lights are not extinct:electricity consumption

Bad roofinsulation:loss ofenergy

N 4 .3 .3 . En vi ro nm en ta l ac ti on p ro gr am me 4 .4 .1 .R es po ns ib le E nd D at e

4.5.1.Indicators, dataandmeasures

Fuelconsumption :47.000 litres

Heating fuel:4.000 litres

Oxygene :19.140 m

Propane :3.720 kg

4.3.2.Environmental legislation

Conformity ofelectric circuitchecked by Electrabel

4.3.3.Objectives andtargets forthe year2004

vehicles

4.4.2. Trainings Nbr of participants Date Duration

Date Signature and name Update Nbr

Urbansituation

Wa te r S oi l A ir ,o do ur s, no is ea nd du st

Energy Waste Risks

I ni ti al r ev ie w A nn ua l re vi ew

HWEngel | 3.0EMAS-EN-ISO14001

X

X

1 /. A wa re n es s r ai si ng se s si on s o n m ob il it y a n d e ne rg y s a vi ng in s tr uc ti o ns C P d e c 20 03

2 /. A wa r en e ss r ai s in g po s te rs o n mo bi li ty a nd e ne rg y sa v in g in s tr uc ti on s F M

2/. Invest igate bet ter t ranspor torganisation w ith subcont ractor s CP

2/. Start roof insulation F M

dec2003

dec2003

dec2003

Reduction of 5% of the fuelconsumption of our

Awareness raising sessions on mobility and energy saving instructionsby CP

15 4 dec2003 2 hours

What is ecomapping ?

What is EMAS easy ?

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Getting EMAS easy started

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There is no standard method. The implementation process depends on the size of the organisation, its

products and services and also on its management culture.

1. Be clear about the ultimate objective of your project

Do you have to implement an EMS because the European head office has requested this ? Is an ISO cer-

tification or EMAS registration indispensable for you in accessing a new market?

Do you want to take part in an environmental excellence programme (e. g. regional voluntary agree-

ment)? Do you want to get savings or market benefits? Are you convinced that an EMS is the natural

extension of your current management and that it represents an investment for the future?

2. Analyse your need for resources

EMAS needs time, knowledge, human resources, additional information, external advice, your companysenthusiasm and also your economic resources.

3. Have the support of the boss

Make sure that management, at the highest level, is involved and supports the EMAS implementation

project.

4. Involve motivated staff

Involve and integrate your colleagues from the outset. Form a competent team. Make use of internal

know-how and of the experience of the employees. Take the time to act, learn, build capacity and

experiment.

5. Get a leader

Find and name a dynamic co-ordinator that can bring life to the project, make it effective and promote

it internally.

6. Look for and find the necessary information

The great number of books published on environmental protection in different sectors can be a source

of information and can help you to understand how to start your project. Look for information on the

Internet. You will find information about your legal obligations, clean technologies to use as well as action-plans, case studies, recommendations, etc.

7. Call on eco-counsellors and ask for public grants and help

External assistance can be useful in carrying out the different steps in the EMS, such as the initial review

and identification of the significant environmental aspects of your companys activities, legal requirements,

the development of procedures, etc. Many regions offer a financial assistance to cover costs associated to

the counselling to the SMEs.

8. Provide for training and capacity building

Environmental management requires substantial awareness raising among employees, possibly usinglearning-by-doing techniques. Environmental education is very important. Many countries have public

and private sector initiatives for capacity building.

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They show what is happening and where, in terms of environmental protection and behaviour.

Ecomapping is a toolbox with ten working steps, each one leading into the next one. The work is partly

done in the office, but mainly on the shop floor

Ecomapping is easy : it helps and assists you in understanding environmental problems, materials flows,

opinions, facts and figures.

Step 1 Site in the city : the urban situationMake a map of the site, seen from above, including car parks, access areas, roads and the surrounding

environment. What is the big picture ? Think also about your transport, subcontractors, procurement

policy and the impact of your products and services !

Step 2. What is going in and out ?Get an idea of your material flows and their very nature and this will help you to pay more attention later

in the work to some aspects like storage, health risk and resource use. The material flow is also useful to

get a feeling about associated costs.

Step 3. What do they think and how do they feelWorkers are adults with experience, opinions and ideas. Get them involved now and do a 120 second

audit. This will help the way you do your assesment on the shopfloor and get buy in into EMAS.

Step 4, 5, 6, 7, 8, 9. Map out the site Observe and evaluate environmental behaviour

and equipmentThe Ecomaps should show the real situation - they should be simple, recognisable and in proportion. They

should have a date, a name and a reference. You will have to integrate one or two significant objects

which will enable you to orient yourself straight away in the site (e.g. machines, boilers, etc.). You may

use the example in the documents as a template as well.

Step 10. Organize, manage and communicateDuring the process you will discover information deficits but also decide on which environmental steps and

actions to implement. Put all this relevant information in the appropriate cases and files. Environmental

indicators and very lean reporting will help you to keep you and your staff informed and to sustain dia-

logue with all other stakeholdes like your marketplace or public administration. Try the template pages 17

and 18 if you stop here !

The Ecomapping toolbox, your EMAS starter

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Ecomappingisastepbystepprocesstogatherusefulinformationandtoimmediatelytrigger

environmentalaction.As80%ofenvironmentalinformationislocation-based,Ecomapsofyour

shopfloorareuseful.Theypointtoinadequatebehaviour,problemswithequipment,workfloorarrangementandleadtotheidentificationofenvironmentalimpacts.

1 The Urban map and your sector specific information2 Your material flows and a rough evaluation of what is

going in and out

3 Workers opinion pool and implication

4, 5, 6, 7, 8, 9 Ecomapping

10 Integration and Micro reporting

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10 Steps


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How to eco-map

1. Map of the urban situation - satellite picture

Make a map of the site, seen from above, including car parks, access areas,

roads and the surrounding environment. It should show the real situation.

(2 copies)

2. Map of the shopfloor

Draw the outline of the site to scale, showing the interior spaces. This map

should be copied (6 times) and will be the basis for the work to be done.

The maps should show the real situation - they should be simple, recog-

nisable and in proportion. They should have a date, a name and a refer-

ence. You will have to integrate one or two significant objects which will

enable you to orient yourself straight away in the site (e.g. machines, boil-

ers, etc.).

3. Symbols

Develop your own symbols, but use at least two:

Hatched lines: small problem (area to be monitored, problem to be studied)

Circle: large problem (stop, corrective action)

The more serious the problem: the thicker the circle

How to prepare and use eco-maps

7

Indispensable materials

A4 -squared paper and a photocopy machine.

Time needed

Less than one hour of work for each map.

When to do it?

At any time but, ideally, at the end of the accounting year.

How often should they be up-dated?

Once a year, or when you renovate the site, extend your activities, or within the audit cycles.

Filing

With ISO 14001 and EMAS documentation, with your annual accounts.

Who can use them?

The maps can be used during different steps : baseline assessment, training, communication

and reporting, documentation, etc.

1. Eco-map: urban situation

2.Eco-map:site

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In terms of environmental management and impact, those symbols also mean :

Frequency Scale Severity

happens occasionally is minor small impact

happens regulary very local can be diminished

happens every day significant for all bad and irreversible

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What is the interaction between your site and its neigh-

bours?

What is the authorised use of the area covered (i.e. com-mercial, industrial)?

What traffic is generated by your activities (car, train, truck,

plane)?

Are there rivers nearby? What kind of sewage system?

Are your subcontractors respecting the environment ?

What are the environemental impacts of your products and

services ?

Eco-map: the satellite picture

8

Who are you ?

Company name .............................................................................................................................Contact person ..............................................................................................................................Address : Street ....................... n....... City ........................................ Post code ....................Phone .................................... Fax............................... E-mail ...................................................NACE code .............................. VAT n ........................................

Sector Handcraft Industry ServiceManagementsysteminplace : HACCP ISO 9000 Other :

Thismapsituatesyoursiteinitsurbancontext.

Assess the number of vehicles in relation to your activities and estimate their annual number of movements (cars,

trucks, lorries, etc). The table below will help you to roughly calculate the pollution generated.

Emissions gr per km Light vehicles, petrol Light vehicles, diesel Heavy vehicles, diesel

CO2 (Carbon dioxide) 250 133 837

NOx

(Nitrogen oxide) 2.53 0.55 19.2

SO2 (Sulphur dioxide) 0.026 0.168 1.052

Observe & locate

Usage of neighbouringareas (residential, greenareas, industrial)

Roads and direction oftraffic

Problems with neigh-bours

Public transportation

Collect information

Cadastral survey

Sectorial environmentalguidances

License to operate

Construction permit

Evaluate & Estimate

Importance of traffic(cars, trucks, etc.)

Parking areas availableand used

In-coming and outgo-

ing movements (suppli-ers, bin-men, employ-ees and customers,etc.)

Indicators & reporting

Surface in m2

Date of establishment

Average number ofemployees a year

Age of buildings

Number of vehiclemovements

Turnover ()

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Problems are always linked to activities

Car parking : oil spillage Landscaping and gardening : use of pesticides Conflicts with neighbours

Step 1

Directionoftraffic

Entry

6 floor

building

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The reader may wish to consult national government web-sites to identify any national criteria oremissions attributed to specific vehicle types.


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Your company is a black box. Raw material, energy, auxiliary products and packaging are entering the

company. New products, services and also different types of waste (solid, liquid, airborne) are leaving the

company.

A material process flow will allow you in terms of kilograms (Kgs), tonnes (T), cubic metres (M3) to get

a clear picture of resource use, non productive output and a better understanding of the very nature of

the products you use or dispose of. Please use generally accepted international metrics (m3, kWh, Tons,

Kg, etc.)

Your material flows and resource use

9

IN (per year)

Consumption Natureof product

EnergyHeating Fuel . . . . . . . . litres . . . .

Gaz . . . . . . . . . m3 . . . .

Electricity . . . . . . . . kWh . . . .

Diesel & fuel for vehicles . . . . . . . . litres . . . .

Renewable energy . . . . . . . . kWh . . . .

Water consumption

Distribution water . . . . . . . . . m3 . . . .

Groundwater . . . . . . . . . m3 . . . .

Packaging

Films . . . . . . . . . .kg . . . .

Cans . . . . . . . . . .kg . . . .Cardboard . . . . . . . . . .kg . . . .

Auxiliairy products used

Lubrification . . . . . . . . litres . . . .

Detergeants . . . . . . . litres . . . .

Cleaners, salt . . . . . . . litres . . . .

Office supplies . . . . . . . . . .kg . . . .

Computers and electronics . . . . . . . .Units . . . .

Raw material

Paints . . . . . . . . . .kg . . . .

Solvents . . . . . . . . . kg . . . .

OUT (per year)

Production Natureof product

Emissions to Air

CO2 . . . . . . . . .kg . . . .

SOx . . . . . . . . .kg . . . .

NOx . . . . . . . . . gr . . . .

concentration of solvents . . . . . . . ppm . . . .

Waste Water

Recycling of water in process . . . . . . . . m3 . . . .

DBO . . . . . mgr/lit . . . .

CDO . . . . . mgr/lit . . . .

Waste

Packaging waste . . . . . . . . . kg . . . .

Hazardous waste . . . . . . . . .kg . . . .Non toxic waste . . . . . . . . . kg . . . .

Paper and card board . . . . . . . . .kg . . . .

Liquid waste . . . . . . . litres . . . .

Products and services

Finished products . . . . . . .Units . . . .

Semi-finished products . . . . . . .Units . . . .

Service unit . . . . . . .Units . . . .

Please identify if possible the nature of the products :

Decidewhichflowsdeservethemostattention

Eco-labelled Recycled Corrosive

Dangerousfor the

environment Flammable Harmful Toxic

1 2 43 5 6 7

Health & safetyPurchasing - recycling Environment

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Organise your own opinion poll in 3 steps :

1. Adapt the existing mini-audit to the activities and environmental

aspects of your organisation, if needed.

Distribute enough copies of the finalised mini-audit to all the employ-

ees

Organise the mini-audit either by building, by zone or by activity

2. Collect and summarise the answers and visualise the results byintegrating them in a spreadsheet to get a graphical representation.

3. Communicate the results to the employees that have participat-

ed in the exercice and to the top management. Focus on bad points,

but point out also the "sunny side" !

Investigate the activities and aspects rated as worst by the

employees and follow up.

Take into account the opinions expressed and have a clos-

er look at the areas when you walk around the shopfloor

with your eco-maps and are conducting environmental

reviews.

Workers' opinion poll the environmental "Weather" Map

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Before doing Ecomapping on the shopfloor, fine tune your preparation with an opinion

pollamongyourstaff.Thiswillallowyoutogettheperceptionofyouremployeesonwhere

environmentalactionisrequired.Askthemtogivequickandintuitiveresponses-onecross

perquestionin120seconds.Thecorrespondencebetweentheresultsofthisquick-opinion

poll-willhelpyoutoinvestigatethefollowingstepsandharvestinterestinginformation.

Wasterecycling

Airpollution

Differentiate the management staff and the

workers perception by using the mini-audit on

2 different collored papers

print out 2 weather maps graphics : one stacked

column graph which will show the different answers

and one 3D column graph which will compare only

the best (sun) and worst (storm) answers.

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Step 3


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A 120 seconds Mini-audit :The Environmental Weather Map

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Use of raw materials, products and resources

Use and choice of energy (fuel, gas, electricity)

Use of water and wastewater

Prevention and reduction of waste stream

Recycling and selective separation of waste

Air pollution, dust and odours

Reduction and control of noise and vibrations

Storage of products

Mobility and transport of employees and goods

Green planning for products and services

Health and safety in the workplace

Prevention of environmental accidents

Environmental information (internal and external)

Communication with suppliers and subcontractors

Neighbourhood (dialogue and implication)

Motivation of managers

Motivation of employees

Environmental management practices

Location: Date: Name (facultative): .............

Help us to get a feeling of the strengths and weaknesses of the environmental

management of our company. Please tick (X) the area which expresses your

opinion.

Te

mplate

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Is there a threat to groundwater in the case of

accidents? Where are your old oil tanks?

Soil pollution?

Procedures in the case of accidents?

Do storage areas have concrete floors, are they

partitioned off, are they ventilated?

Eco-map: Soil and storage

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Thiseco-maplooksatthestorageofinflammable,dangerousorhazardousproductsinrelationtogroundwater.

Check for adequate storage rooms :

- ventilation system

- impermeability of surfaces

- correct electric systems and wires

- well sealed drums

- automatic doors closing

- etc

Check for isolated chemical drums into

nooks and cranies

Observe & locate

Storage areas androoms

Tanks

Drums, containers,suspicious pallets

Impermeable surfaces

Secondary containment

Collect information

Data safety sheets onproducts

Analysis of basements

Layout of tanks

Areas of water collec-tion

Permits for tanks above3.000 liters

Watertight and securityreports

Evaluate & Estimate

Analyse condition ofold tanks

Impermeability of soil

Conditions of storageof hazardous products,finished goods andwaste

Type of products storedin tanks and drums

History of oil & chemi-cals leakages


Watertight surfaces inm2

Permanent stock ofinflammables and toxicmaterial in litres

Capacity of tanks inlitres

Number of leaking inci-dents per year

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Step 5

Environment impacts are always linked to activities

Fuel and chemical storage in area without reten-tion system - potential soil pollution

Refill fuel for heating in oil tank - risks of spill-ages, soil and groundwater pollution

Product delivery - spillages

Outside storage of drums and bins - uncontrolledwaste

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What is the air quality inside your company?

Do you pay attention to sources of noise, com-

plaints from local residents? Are filters replaced regularly?

When was maintenance work last carried out on

your boiler?

Eco-map: Air, odours, noise, dust

14

Observe & locate

Openings in roofs andventilators

Main points of emis-sions (air, odours,noise, dust)

Filtration system

Use of individual pro-

tection (masks)

Noise reduction sys-tems

Collect information

Certificates of mainte-nance

Technical instructionsheets

Product safety sheets

Measurement of airpollution report

Emission level of stan-dards and norms

Evaluate & Estimate

Work procedures

Product quality

State of filters andpipes

Disturbance and fre-quency of odours, dustand noise

Neighbours complaintsabout noise, air, dustand odours


Volume of volatile pol-lutants, litres

Noise levels (dBa)inside and outside

Frequency of analysisand maintenance

Results of measure-

ments (CO2, NOx,SOx)

Thiseco-maplooksatallthepointsofemissionsandthefunctioningofmachinery.

Theairhereisdangerousandcan-notbebreathed.

Atmospheric emissions are mainly due to heating installations and

generators. Make an estimation :Natural gas (g/m3) Heating oil (g/litre)

Greenhouse effect: CO2 1,879 3,136.5

Photosmog: NOx 3.01 3.35

Acid rain: SO2 0.027 3.6

Do a total calculation of CO2 by multiplying the total calculated for your eco-

map urban situation by 5.

Make a comparison: a person living in a developing country generates 1.8 tonnes

of CO2 per year.

If your company is located in an urban area you

should pay particular attention to the problem of

noise. Do a test. If at the edge of the site you can

no longer have a conversation without raising your

voice, you have exceeded 65 decibels.

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Step 6


Air extraction with old filters - air pollution Painting with airgun - Noise, odours, VOC High pressure air cleaning - Noise, dust Painting cabin with bad ventillation - VOC

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Where are areas of wastage?

State of electrical installations?

Where do heat losses occur?

Eco-map: Energy

15

Observe & locate

Location of heavymachinery

Useless lighting

Areas of heat loss

Collect information

Maintenance cer-tificates of heating sys-tems and machinery

Technical instructionsheets for machinery

Bills

Audit reports of energysuppliers

Evaluate & Estimate

Type and use of energy

Insulation

Energy efficiency (good/ ok / bad)

Oversized machinery

Heating installation

efficiency

Correct use of installa-tions and wastages


Consumption kWh(computing and admin-istration, lights, coolingand heating, processand machinery)

Cost of electricity, gasand fuel consumption

in

Thiseco-maplooksatyourconsumptionofenergyandtheimpactsthatithas.

Step 1 : Convert your energy

consumption into kWh

Resources Energy

consumed generated (kWh)

Fuel: 1 litre 10

Gas: 1 m3 11.28

Propane: 1 ton 12,880

Coal: 1 ton 8,500

Wood (broad-leafed tree): 1 stere 1.56

Step 2 : Visualise the equivalent

quantity of resources necessary togenerate this energy.

Resources necessary to generate 1000 kWh

Brown coal 1,300 kg

Low energy-value waste 3,500 kg

Solar panels 12,500 m2

Uranium (Nuclear power) 0.022 gr

Natural gas 270 m3

Water (dam of 10m height) 43,200 m3

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Lightening of storage rooms - electricity

Air compressing for pneumatic tools on oversided

machinery - electricity

Opened entrance of vehicules - loss of energy Running and maintainance of boilers - electricity

and fuel

Energy production with fossile fuels generates greenhouse gases

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What is the level of recycling ?

What preventative measures have been taken ?

Are your suppliers obliged to take back materials

and packaging ?

Eco-map: WasteProducing and recycling

16

Observe & locate

Bins and containers

Direction of wasteflows

Areas of wrong wasteseparation

Locations of waste pro-

duction and storage

Old useless machinery

Collect information

Recycling certificatefrom transporters

Annual bills

Assessment and devel-opment of flows

Evaluate & Estimate

Level of recycling

Prevention measures

Categories of waste

Frequency of wasteevacuation

Re-use of waste andrejects


kg of Waste disposed /category / year (paper,toner, hazardous, plas-tic, metal, etc.)

Taxes paid on wastein-

Number of differentsorted waste

Thiseco-maplooksatmanagementandpreventionofwaste.

Example

1 Paper and cardboard for packaging 3

2 Tyres 13 Non-metallic car body parts 5

4 Batteries 2

5 Waste from recycling 20

6 Empty oil filters 15

7 Aerosols 15

8 Packaging chemical products 16

9 Empty paint tins 15

10 Cabin filters 16

11 Scrap 10

Generationofwastecanbereducedby50%bysimplechangesinbehaviour.

Evaluate the level of waste management

1 to 5: more or less good management

6 to 10: no management

11 to 15: lack of management is the source of prob-

lems

16 to 20: lack of management is the

source of serious problems

Scoring from 0 to 20 takes different

criteria into account. Hazardousness

of products and potential for finding

alternative solutions (recycling and

others). Fill your figures into a table.

Make a radar graph and the areas of poor or no man-

agement will be visualised immediately! (Put this up in

the area of work in your company for everyone to see!).

See the example given.

easy

Step 8


Waste separation - Mix of household/non-hazardous

waste and toxic/hazardous waste Waste generation during painting - toxic waste

Outside waste storage - uncontrolled waste flow Product delivery - packaging waste

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Eco-map: Risks

17

Accessible and clearly identified emergency

exits

Known emergency procedures Dangerous situations

Where do you use products which are carcino-

genic, cause allergic reactions, etc.?

Observe & locate

Location of fire extin-guishers

Emergency exits

Areas of risk

Use of personal protec-tive equipment (shoes,gloves, masks, )

Correct lightning of riskareas

Collect information

Toxicology sheets

Emergency procedures

Authorisations

Fire services reports

Accident reports

Electricity servicesreports

Training sheets andrecords

Evaluate & Estimate

State of machinery

Emergency facilities

State of ground

Categories of toxicproducts (corrosive,flamable, harmful,toxic)

Risk areas correclymarked with picto-grams


Number of accidents/ year

Hours of training foremployees / year

% of dangerous andtoxic products in stock

Thiseco-mapidentifiesrisksofaccidentsandpollution.

Risks related to health, e.g. inhalation and absorption of dangerous products

or accidents which cause bodily harm.

Risks related to the environment, e.g. leakage of products, accidental spillage and

usage of toxic products

Risk related to fire, e.g. explosions and dispersion of toxic products

You must be prepared and know emergency procedures and telephone numbers

(

easy

Step 9


Floor cleaning - Problems with falls

Storage of chemicals - Solvent clouds and risk

of explosion Car parking - risks of fall

Painting room - damage to health

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General data

Data on the company (address, NACEcode,....)

Historical development

Marketing information

Construction plans, site plan, land registry

Impact on the environmental quality of thesurroundings

Urban map

Geological underground of the site

Mobility and transport statistics

Relationship with local residents

Company operations

Material and energy flows in physical terms

Technical documents of equipment

Production processes

Choice of products and raw materials

Weather map - workers implication andtrainings

Subcontractors & purchasing criteria

A. Water and Wastewater

Ecomap of water

Quantity and quality of wastewater Management and Treatment of wastewater

Sewage system (plans)

Taxes and charges paid for wastewater dis-charged

B. Soil and groundwater

Ecomap of soil

Storage of chemical products

Storage systems

Soil analysis

C. Air, Dust, Noise and vibrations

Ecomap of air, dust, noise and vibrations

Points of emissions to air

Airborne emissions and odours

Sources of noise and measurements

Maintainance certification

D. Energy

Ecomap of energy

Toxicology sheets

Maintenance certificates of heating system

E. Waste

Ecomap of waste

Origin of waste

Storage of waste

Elimination of waste

Waste management

Recycling of waste

F. Risks

Ecomap of risks

Toxicology sheets

Emergency procedures

Accident reports

Environmental costs

(bills, investment, taxes, charges, insurance, fines)

Legal information

Permits and licences

Relationship with authorities

Insurance policies

Your environmental action plans

Your Environmental reports

Your Environmental indicator

18

Your environmental information system

Building up environmentalinformation with ecomapping

Urban map

Material flow

Weather map

Eco-maps

Water

Soil

Air, dust, odours & noise

Energy

Waste

Risks

Integration and organisation of information

Environmental action programme

Reporting

Smart filing of environmental information

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Moving from Ecomapping to EMAS

19

From Ecomapping to Processes and Formal Management Systems

easy

PLAN

ACT

CHECK

plan do

act check

Transforming Ecomapping into a environmental management system is not so difficult :

- a simple language allows you to navigate in the requirements of ISO 14001

- lean adapted ISO 14001 & EMAS templates help to organize information in an recognizable way for

external auditors

In the EMAS easy toolbox you will find :

1. Flow, Legislation, Impacts and Opinions (FLIPO) a small procedure to use the different informationstreams coming from Ecomapping to filter and rank activities with significant impacts. Other informal

management approaches can be handled the same way

2. Environmental control panels to frame management reviews

3. The green logbook to record events documents communication and training

4. Internal audits, controlling, measurements, evaluating good Housekeeping and corrective action are

integrated in one compact worksheet

5. The one sheet of paper procedures of ISO 14001 explains how the small system works !

6. The micro environmental EMAS declaration

It is also understood that most of the work instructions remain oral, informal and adapted to the com-

munication style of the shopfloor.

EMASeasy with Ecomapping : building up a smallEnvironmental Management System

StrategicManagement

Businessprocess 1

Businessprocess 2

Businessprocess 3Client produit

Finances

Humanressources

Infrastructure

EMS

Other

DO

In order to develop a formal management system you need now to connect the environmental impacts

to your business activities.

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20

4.3.1. Problems, practices and impacts

l Office heating: excessive fuel consumption

l Use of old light bulbs: excessive electricityconsumption

l

l

Lights are not extinct: electricity consumption

Bad roof insulation: loss of energy

N 4.3.3. Environmental action programme 4.4.1.Responsible End Date

4.5.1. Indicators, data and measures

l Fuel consumption : 47.000 litres

l Heating fuel : 4.000 litres

l Oxygene : 19.140 m3

l Propane : 3.720 kg

4.3.2. Environmental legislationl Conformity of electric circuit checked by Electrabel

4.3.3. Objectives and targets for the year 2004

vehicles


l

l

l


Urban situation

Water Soil Air, odours, noise and dust

Energy Waste Risks

Initial review Annual review

HW Engel | 3.0EMAS - EN - ISO 14001

X

X

1/. Awareness raising sessions on mobility and energy saving instructions CP dec 2003

2/. Awareness raising posters on mobility and energy saving instructions F M

2/. Investigate better transport organisation with subcontractors CP


dec 2003

dec 2003

dec 2003

l Reduction of 5% of the fuel consumption of our

Awareness raising sessions on mobility and energy saving instructionsby CP

15 4 dec 2003 2 hours

Upgrade your Ecomaps for EMAS Step11

easy

From informal to formal

Ecomapping is very informal, free hand. It will generate a significant number of environmental problems and questions.It may help to sort things out if you put the collected information into specific "boxes". This will lead you into theenvironmental management logic.

Identificationofenvironmental

aspects

Showswhenthis

mapwasdone

Partofyourlegalregister

Partofyourinter-

nalcontrolling

Environmental

actionwithdead-

linesandrespon-sibilities

Trainingcompe-

tences

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Planning your environmental management system

21

Develop an environmental policy foryour organisation

Environmental policy (see page 22)An environmental policy is a public documentprepared by your company in which you describeyour commitments to the environment.

This written commitment from the management must make areference to:

the development of environmental performance beyondlegal requirements

the implementation of measures necessary to reduce, pre-vent or eliminate environmental pollution and pressures.

the prevention and reduction of the risk of emissions of pol-lutant substances in the event of accident

providing full information to the public by opening a dia-logue about the environmental impact of your company

http://ec.europa.eu/environment/emas/toolkit/toolkit_4.htm

Analyse the significant environmentalimpacts of your activity

Initial environmental review (see page 23)The most important step in the implementation ofEMAS is probably the initial environmental review.

This is the systematic and in-depth evaluation of the vari-ous aspects of your activity under environmental criteria. Itis like a picture of the ecological footprint of your organisa-tion. The review provides a basis for a sound environmentalaction programme with clear objectives and targets. The initial

review includes an examination of: significant environmental impacts associated with youractivity, products and/or services

legal and regulatory requirements relevant to your organi-sation

all your existing practices and procedures concerningenvironmental management

evaluation of the results of inquiries into previous inci-dents

complaints from neighbours about your activitiesThese results will figure in a so-called Register of significantenvironmental impacts. There is no universal method of assess-ing and measuring environmental impacts. To start, have acloser look at your direct and indirect impacts. While evaluating

your organisation you should consider issues related to the loca-tion of your activity like noise, odours, visual impact, occupationof space, etc.http://ec.europa.eu/environment/emas/toolkit/toolkit_5.htm

Comply with and go beyond legalrequirements

Legal and other requirements (see page 23)EMAS is useful in helping you to comply with thelegal requirements, voluntary agreements and sec-toral codes of conduct that affect your activities.

It gives you a system for keeping up-to- date with develop-ments.In the event of noncompliance, corrective measures must betaken to redress the situation.It is often difficult to keep informed of all legal requirementsthat affect you but there are now many places where you canfind this information. Websites of environmental legislation aregiven in the Resources area of the toolkit.EMAS-registered organisations go beyond compliance withlegal requirements, they anticipate new regulations and there-

fore work with and towards higher standards. EMAS can alsohelp you to build a stronger relationship with the authorities.http://ec.europa.eu/environment/emas/toolkit/toolkit_5_2_15.htm

Set clear environmental objectives andtargets

Objectives and targets (see page 24)Environmental objectives derive from the environ-mental policy and initial environmental review. Anenvironmental target is the precise performance

requirement, quantified over a period of time, for achievingthe objective. Objectives and targets of an EMS have to be

described, communicated and regularly up-dated; they mustreflect the companys environmental policy. These objectivesmay include commitments such as:

Reduce waste and the consumption of resources Reduce or eliminate pollutant emissions in the environment Re-design products in order to minimise their environmental

impact during their production, utilisation and disposal Promote environmental awareness amongst employees and

the external community connected to your organisationhttp://ec.europa.eu/environment/emas/toolkit/toolkit_6.htm

Establish your environmental action plan

Environmental management programme

Who does what? When? How? (see page 24)An environmental management programme is a setof environmental objectives and targets designedto improve the environmental performance of the

organisation.It is an overall work plan that translates the companys environ-mental policy into everyday practice. The programme designatesthe responsibilities and identifies the means to achieve thedefined objectives and targets and to meet the deadlines.The programme integrates environmental protection intothe daily life of the organisation and must lead to changesin behaviour and better environmental performance. It is thedriver for continuous improvement.http://ec.europa.eu/environment/emas/toolkit/toolkit_7.htm

Direct environmentalaspectsAir emissionsUse of natural resourcesUse of raw materialsWaste generationWastewater disposal

Indirect environmentalaspectsDesign of productsTransportSupply chain practicesRecycling of wastePlanning and administrativedecisions

easy

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Step14

Step15

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Ourenvironmentalpolicy

Concernedtopreservethe environmentforfuturegenerations,Retrivalcommitsitself,beyondcurrentlegislation,to a continualimprovementof the environmentandofitsprotection.

Wewillfocusoureffortson the followingitems:

-Tointegrateoursiteintoitsurbanandlandscapeenvironment

-Toimproveourmanagementofflowsandourstoragepolicyinordertoreduceitsimpactonthe environment

-Totrainandmakeeachofusawareofher/hisresponsabilitiesregardingher/hiswor-kingmethodsandtheirimpacton the environment

-Tofavourmaterialsreusebeforeentering the recyclingprocess;tofavourrecyclingtolandfilling

-Toconsiderpreventionas an essentialtheme inourthinkingandinouractions,bothinternallyandtowardsourclients

-Tomanagerisksthroughinformation,communication andsignalling

-Tobecomea modelinenvironmentalmattersforourclientsandforourpar tners

-Toconvinceeachofustorepresentindividually the wholeRetrivalteam

ForRetrivals team

October6,2003

Environmental Statement 2003C

22

Your environmental policy

Beyondlegal

compliance

andcontinuous

improvement

Environmental

objectives

Preventionofpol-

lution

Concise,short,

sharp

Dated,signed,

availablefor

public

Environmental policy means the leading environmental principles for the company to integrate pollution

prevention as an essential

Strategies, visions often exist, but are not yet written down. The written policy should be drafted with the staff and will bethe basis of an appropriate action plan. The owner of the company, by underwritting this policy, puts enough resources on thetable to realize the objectives. There are some basic rules for writing a policy.

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Significant environmental aspects

23

Flow - Legislation -Impacts - Practices - Opinions FLIPO

Rehabilitating green spaces Soil 1 1 1 1 1 8

Pre-demolition and flame cutting Air 2 2 2 1 1 14

Collections:paper, WEEE, bulk refuse,.... Energy 3 3 2 2 1 18

Sorting

of common industrial waste Water 3 3 2 2 1 22

Air 3 3 2 2 1 22

Waste 3 3 2 2 1 22

Sorting of wood 2 2 3 3 3 14

Sorting of wood B auton. port 3 2 2 2 1 16

Sorting of small scrap 2 1 2 2 1 14

Sorting on clients site & deconditioning 2 1 1 1 1 10

Sorting of Electronic Waste Waste 3 3 3 3 1 22

Transport 3 3 2 2 1 22

Risks 3 3 2 2 1 22

Cleaning & marking of the site 1 2 2 2 3 16

Rational use of energy 2 1 2 2 2 14

Water and wastewater 1 3 1 1 2 13

Security and hygiene 1 3 1 2 2 14

Storing of materials Transport 3 3 3 2 2 22

Waste 3 3 2 2 1 22

Procedure: Information from an Ecomapping implementation have to be integrated into this evaluation matrix, which is reviewed

every year.

Flow, materials- 3 Very important 2 Important 1 Normal

Legislation, environmental- 3 Environmental permit 2 Administrative requirement 1 Market pressures

Impacts, environmental- 3 Serious and repeated 2 Very important 1 Light

Practices, environnemental- 3 To be stopped immediately 2 To be changed 1 To be checked

Opinions, workers- 3 50% unsatisfied 2 30% unsatisfied 1 20% unsatisfied

Flow ImpactLegislation Practices TOTALWorkers

opinionsEnergy

Materials

Waste

EMAS EN ISO 14001 : 4.3.1. Identification of significant environmental aspects HW Engel | 3.1

PermitsRequirements

X 2

X 2

X 2

X 2

X 2

X 2

X 2

X 2

X 2

X 2

X 2

X 2

X 2

X 2

X 2

X 2

X 3

X 3

X 3

X 3

X 3

X 3

X 3

X 3

X 3

X 3

X 3

X 3

X 3

X 3

X 3

X 3

RisksSeriousness

ObsoleteInadequate

Environmental aspects of the

activities of the company

Issue date Signature and name Update No.

5

1

3

6

6

1

7

1

6

No. of

Ecomap

Associated

Impacts

With Ecomapping you have identified the environmental problems of your company and the associated

operating activities / issues.

This information will contribute to the compilation of your environmental aspects (Step 13) and of your legal require-ments (Step 14). Aspects are those elements of your environmental activities that have or can have environmentalimpacts. For example, if you consider gardening, the use of pesticides is an environmental aspect because it can causesurface water contamination (an environmental impact).

To identify those environmental aspects that are significant, you may use the FLIPO form.

WiththeTotal

columnyoucan

highlightsignifi-

cantenvironmental

aspects.

Withthelegal

requirementscol-

umnyoualsohave

anoverviewoflegal

compliance.

Theheadingforcol-

umnF.L.I.P.O.repre-

sentstheevaluation

criteria.Youarefree

tochangethemand

toaddfactorsfor

determiningsignifi-

cance.

Inaworkshopyou

evaluatetheaspects

againstthesecrite-

ria,employingthe

tableofsensitivities

atthebottom.

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4.3.1. Problems, practices and impacts

l Office heating: excessive fuel consumption

l Use of old light bulbs: excessive electricityconsumption

l

l

Lights are not extinct: electricity consumption

Bad roof insulation: loss of energy

N 4.3.3. Environmental action programme 4.4.1.Responsible End Date

4.5.1. Indicators, data and measures

l Fuel consumption : 47.000 litres

l Heating fuel : 4.000 litres

l Oxygene : 19.140 m3

l Propane : 3.720 kg

4.3.2. Environmental legislationl Conformity of electric circuit checked by Electrabel

4.3.3. Objectives and targets for the year 2004

vehicles


l

l

l


Urban situation

Water Soil Air, odours, noise and dust

Energy Waste Risks

Initial review Annual review

HW Engel | 3.0EMAS - EN - ISO 14001

X

X

1/. Awareness raising sessions on mobility and energy saving instructions CP dec 2003

2/. Awareness raising posters on mobility and energy saving instructions F M2/. Investigate better t ransport organisat ion with subcontractors CP


dec 2003dec 2003

dec 2003

l Reduction of 5% of the fuel consumption of our

Awareness raising sessions on mobility and ene rgy saving instructionsby CP

15 4 dec 2003 2 hours

Objectives, Targets andaction programme

24

On the basis of the environmental policy and the identified environmental aspects you will define a num-

ber of objectives and actions.

All the different ideas come from the creative Ecomapping process. But at one point we have to collect all these ideas and seehow we can really achieve them. There are sometimes limits such as finances, technology, and, of course, that they improvethe environment.The environmental objectives will be published in the environmental statement. The objectives and targets (Step 15) and theaction programme (Step 16) will be documented on the different ecomaps. You can use the form on the next page to sortout your priorities of action.

easy

Step16Step15

Reduction

Ponctualspecificactions

Currentpractice

Activity in rela-

tion with the

environment

Environmental

aspect

SignificantEnvironmental

Impact

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Defining priorities for your actions

25

Based upon the significant environmental aspects and considering the environmental policy of your organi-

sation, you define your environmental objectives as well as the action plan to reach these objectives (Step

15 and 16).

The ideas you will get from your various ecomaps. In defining your objectives, you should ensure that you can achieve themin an appropriate timeframe, depending on your financial and technological capabilities, and make sure that you achieve realenvironmental improvements.Use the form to evaluate your ideas, considering technological feasibility, costs, impacts on work flow, staff motivation andpublic image, as well as any other criterium you may think important.

Ecomapping

generates3types

ofactions:

Smallcorrec-

tiveimmediate

actions

Newpermanent-

waysofworking

Mediumterm

environmental

improvements

Investmentsand

newtechnologies

Followingthe

identificationof

environmental

aspects(FLIPO)

andthedetermina-

tionofsignificant

aspects,itishelp-

fultoprioritise

yourenvironmen-

talperformance.

Onceadecision

hasbeenmade

ontheprimary

objectives,these

arerecordedon

theenvironmental

statementform

(step29).Targets

andactionsare

recordedinsection4.3.3ofstep11.

EMASENISO14001:

Procedure:Informationsfroma

nEcomappingproces

scantobeintegratedintothismatrix,itwillhelptos

etprioritiesamongthe

objectivesandactionprogrammebyusingasetof5

simplecriterias.Highmarksmeansgoforit!

Technicallypossible

3

Easytoimplem

ent

2

Problematic

1

Notpossible

Costs-

3

Bringsand/or

savesmoney

2

Affordablecosts

1

Toomuchexpensive

Workflow(

simplifies/complicates)-

3

Makeslifeeasier

2

Neutral

1

Makeslifedifficult

Motivationofstaff

3

Takeup

2

Neutral

1

Discouraging

PublicImage

-

3

Raisesprofile

2

Couldbe

1

Notimportant

Issuedate

Sign

atureandname

UpdateNo.

Significantenvironmentalaspectsofthe

activities

Proposalfor

objectivesandactions

Technics

Costs

WorkFlow

Staff

P

ublic

Other

TOTAL

9

SettingP

riorities

Productionofliquidtoxicwaste

Reducingoftoxicwasteflow

Investina25litressolventrecyclingunit

2

2

1

2

3

10

Productionofwaste

Improverecyclingofwaste-stepupto5fractionsofwaste

Buyandins

tall3*140litwastecontainers

3

3

1

1

3

11

AirgunPainting

Reduceairpo

llutionanddamagetohealth

Shiftfroms

olventstowaterbasedprocess

2

2

2

3

2

11

Reductionof

WaterconsumptionandWastewater

Handwashandcleaning

Installautomaticstoptaps

2

3

3

2

1

11

Maintainance

Installwate

rmetertoevaluateconsumption

2

2

3

2

1

10

Cleaningoftheshopfloor

Reducedivergenceofdetergeantsbyhalf

2

3

3

2

2

12

ReduceEnerg

yconsumption

Lightningofgarageandofficespaces

Buyandins

tall35energysavinglamps

2

2

2

2

2

10

Building

Improvethermalinsulationofroof

2

1

2

2

1

8

Warmwater

Installsolar

panelsonroofforhotwaterboilers

2

1

2

2

2

9

Buygreene

nergy

2

1

2

2

3

10

Reducesoilp

ollutionandimprovestorageconditions

Storageoffuelandchemicals

Installreten

tionequipments

2

2

2

2

1

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Implementation and day-to-day management

some more steps, as well as teamwork

26

Is there a pilot in the plane?

Structure and responsibility (see page 27)An environmental management system maybe informal in nature but it must have a formalstructure. One must delegate tasks and designateresponsibilities to individuals. In this way everyone

knows what has to be done. For the system to operate wellfor all involved it is vital to know who does what, how, whenand with what authority.These responsibilities must be in writing and formalised. Moreimportantly, one person has to be in charge and steer theentire environmental management system.

http://ec.europa.eu/environment/emas/toolkit/toolkit_8_1.htm

Back to school

Training, awareness and competenceWhatever the size of your organisation, theactivity of every employee has an impact on theenvironment. Directly or indirectly, he or she

can contribute positively by suggesting new ideas, changingbehaviour, involving people and increasing the level of aware-ness for all around him or herself.This requires information, training and the acquisition of newskills. The EMAS Team evaluates the capacity and needs andthen organises appropriate training.


Say what you are going to do and whatyou have already done

Communication (see page 28)Communication is probably the most motivatingelement in an environmental management system.Without it nothing moves. Internal communica-

tion is not only the circulation of environmental messages anddocuments. It also means reporting on the EMSs evolutionand progress. Furthermore, it should be an open transparentdialogue involving the entire workforce.

EMAS requires active employee participationEmployee participation is the driving force and prerequisite forcontinuous environmental improvement. Employees shouldparticipate and collaborate in the initial environmental review,action program and the authentication of the environmentalstatement. Communication must be guaranteed at all levels ofthe employment ladder.Suggestion boxes, appropriate training, environmental team-work and reward systems are the cornerstones of successfulenvironmental management.http://ec.europa.eu/environment/emas/toolkit/toolkit_10_1.htm

The importance of EMS record-keeping

Environmental management system docu-

mentation (see page 32)EMS documentation is the internal memory ofthe environmental history of an organisation. It isthe proof of the performance and progress of the

management system. It should be adequate, well organisedand efficient. It may be on paper or in electronic format.http://ec.europa.eu/environment/emas/toolkit/toolkit_11_1.htm

The spoken word fades away, the writ-

ten word remainsDocument control (see page 28-32)The main goal is to circulate up-to-date informa-tion to all and to eliminate out-of-date informa-tion. By doing this, the system becomes cred-

ible and new procedures are not confused with old ones.Important documents must have an identification number, apublication date and should be endorsed by an appropriatelyresponsible person.http://ec.europa.eu/environment/emas/toolkit/toolkit_12_1.htm

Writing procedures

Operational control (see page 28-29)Operational control is a set of precise instruc-tions that an organisation follows to protect theenvironment. It is the heart of your environmental

management system. It helps to pursue environmental objec-tives and targets and to comply with the requirements ofEMAS and environmental legislation. It is the guarantee forgood environmental performance under normal or abnormalworking conditions. A procedure can be a simple pictogramor description of tasks to be accomplished. It may also be astatement of specifications for your sub-contractors.http://ec.europa.eu/environment/emas/toolkit/toolkit_13_1.htm

The prevention of emergency situations

Emergency preparedness and responseMajor accidents and incidents can damage theenvironment and the health and safety of theorganisations work force and even neighbours.They can generate major economic repercussions

for your organisation.Prevent risky situations before it is too late. The programmefor prevention of emergency situations is based on learningfrom past incidents and the identification of potential acci-dents and emergency situations.http://ec.europa.eu/environment/emas/toolkit/toolkit_14_1.htm

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27

PLAN

:PLANNINGOFTHEEMS

4.2.

Environmentalpolicy

R

C

C

I

I

I

4.3.1

.Initialenvironmentalreview

C

R

C

C

I

I

4.3.2

.Assurelegalcompliance

C

C

R

I

I

I

4.3.3

.Objectivesandtargets

R

C

C

C

I

I

4.3.4

.Environmentalmanagementprogramme

R

C

C

C

I

I

DO:

IMPLEMENTATIONOFTHEEMS

4.4.1

.Structureanddefinitionofreponsabilities

R

C

C

I

I

I

4.4.2

.Identificationoftrainingneedsandorganisetrainin

gs

C

C

R

I

I

I

4.4.3

.Internalandexternalenvironmentalcommunication

R

C

R

I

I

I

4.4.4

.Organiseenvironmentaldocumentation

C

R

C

I

I

I

4.4.5

.ControlandmaintainEMSdocumentation

C

R

C

I

I

I

4.4.6

.Developcodesofconductandpreciseinstructions

C

C

C

R

C

I

4.4.7

.Preparationofemergencysituations

R

C

C

C

I

I

CHEC

K:MONITORINGANDMEASUREMENTOFTHEEMS

4.5.1

.Organisemonitoringandmeasurements

C

R

C

I

I

I

4.5.2

.Organisepreventiveandcorrectiveactions

C

C

R

I

I

I

4.5.3

.Recordsignificantdocumentsandevents

I

R

C

I

I

I

4.5.4

.Organiseinternalaudit

I

C

R

I

I

I

ACT

:EVALUATIONOFTHEEMS

C

C

R

C

I

I

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Director(TJ)

Environmentalmanager(CP)

InternalAuditor(FM)

Operational(JPJ;DC;AB)

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EMAS-

EN-ISO14001point4.4.1:structureandresponsabilities

Assign roles and responsibilitiesfor EMAS

R=apersonwho

isresponsiblemaydelegateworkbut

remainsresponsible

C=collaboration

andcoordination

canbetakenover

bysomebodywith-

outbeeingtotalyin

charge

I=Information

meansthisperson

mustbeinformed

abouttheevents

andenvironmental

improvements

Clearly defined responsibilities are a central building step of the environmental management system

EMAS easy will help you with this matrix to establish who is doing what in EMAS, who is in charge of particular jobs, who

has to participate and those who have to be informed. Idealy all people should be informed. After assigning environmentalresponsabilities, check if the person has the adequate qualifications and, if not, include the necessary eucation in your trainingplan.

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The Environmental Management System (EMS) is applicable over the whole activities of the company.

EMS PLANNING

4.2. Environmental Policy

You find a description of the company environmental policy in a annexed document.

4.3.1. Identification of the relevant aspects

The company evaluates its environmental aspects in a matrix at least once a year or when important

modifications occur in the company. The evaluation criteria are:

The material flow and the resources allocated

Legal requirements

Environmental impacts

Current practices in the company

Employee opinions / suggestions

For this purpose, the different information for the completed ecomaps are processed in an environmental

aspects evaluation in the FLIPO form and register.

4.3.2. Identification of legal aspects

The company indicates on each ecomap the reference of the applicable legislation. Conformity to this

legislation is verified during internal audit and quarterly controls. The Environmental Manager keeps

himself informed about the evolution of the legislation through personal contacts and specialised press.

The register of legal aspects is made from the ecomaps.

4.3.3. Objectives and targets

Some objectives and targets are defined on the basis of the ecomaps results, the weather maps, materi-

als flows, environmental impacts and the analysis of the environmental legislation in use. The strategic

objectives are published in the environmental declaration and the annual targets are annotated on each

eco-map. The register is made of the .completed ecomaps.

Environmental management programmeThe different environmental actions are planned and recorded in each thematic ecomaps. They are

updated quarterly in the environmental control panel.

EMS IMPLEMENTATION

4.4.1. Structure and responsibilities

The environmental responsibilities are defined by putting the initials of the responsible person in the

information fields of the differents ecomaps and in the responsibility matrix. The environment manager

(EM) signs all the ecomaps and make sure all the EMS related actions. The E.M. and internal auditor

receive appropriate training.

4.4.2. Identification of the training needs

Each newcomer in the team should receive basic environmental skills training appropriate to the com-

pany's operations, similar to the skills training for other priorities in, for example, health and safety. He

will participate at the ecomaps update during the next control / revision.

On-the-job training is ensured through active employee involvement and is an essential part of any

significant change to the materials used or to the organisational structure.

The environmental manager and members of staff with specific responsibilities will receive specialist train-

ing for managing their routine processes.

4.4.3. Internal and external communication

The employees are involved in the EMS through the company-wide and routine use of the various tools

ecomaps, weather map and while attending company meetings. The environmental declaration is

published in a paper and electronic format once a year. It is available on the company web site. The

Environmental Manager is in charge of the internal and external communication (informations inquiries,

claims, clients relation, providers and authorities).

Separatedocumen-tation

Wherearethe

environmental

problems?

Whatdowehave

todo?

Whatwewould

liketodo?

Howdoweorgan-

iseourselves?

Howdowebecomesmarter?

Howdoweinvolve

workersandcom-

municate

An environmental manual is not an obligation but

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Your light environmental procedures

4.4.4. Documentation

All useful EMS documentation is located in a binder following the ecomaps thematic logic and a defined

table of contents. The E.M. manages the documentation and updates it quarterly.

4.4.5. Document control

The different elements have a date and a serial number and are chronologically and logically organized.

The retention time of the documents in paper and electronic is a minimum of 3 years. The update, the

substitution and the electronic document archiving will be done every six months. The document binder

is located in the environmental manager's office and the electronic documents are located on his com-

puter hard disk.

4.4.6. Operational control

For each environmental theme, clear working instructions are communicated orally or in writing and

posted in the workshops. These instructions are explained in working groups and automatically checked

through regular evaluations, thanks to the Quick Check form, during staff interviews or during train-

ing. In the case of subcontractors, work instructions and procedures should be developed together withthe client / provider.

4.4.7. Emergency situations

The environmental risks are identified on the risk ecomaps. They are evaluated quarterly after each audit

made with the 'Quick Check' form. Emergency drills should be practised at least once a year.

MONITORING AND MEASUREMENT

4.5.1. Control and measures

Control and measures are executed at least twice a month following the Quick Check form instruc-

tions. The results are evaluated each trimester in the control panels.

4.5.2. Legal compliance check

Legal compliance is checked according to a programme established on the Quick Check. Market require-ments are also followed.

4.5.3. Correctives notices

The employees' involvement in corrective and preventive action is encouraged through the use of a ade-

quate communication and through the use of the 'Quick Check' form. The corrective actions are validated

by the company managing director. Their efficiency is verified during the E.M: audits.

4.5.4. Records

The records are updated quarterly and registered thanks to the initials PDCA (Plan-Do-Check-Act) or I

(Information) to enable a better identification in the Eco-Logbook .

4.5.5. internal Audits

Some or all of the environmental aspects are verified at least twice a month using an appropriate audit

and monitoring support (Quick Check). Following a better explanation of SME functions, an evaluationis made quarterly. The audit report is made of a related form collection.

4.6. Management review

The quarterly control panels are evaluated during the annual management review. The objectives are

evaluated at the same time using the thematic ecomaps. Functions and responsibilities are evaluated and

any changes reported on the responsibilities matrix and the thematic ecomaps. The management review

will also approve results for publication in the environmental declaration.

Wordsfadeaway

Keepingorder

Codesofgoodprac-tises

Riskmanagement

Dashboard

Controlling

Logbooks

Evaluation

Toplevel

evaluation

easy

The small manual describes the system and the generic

procedures of an environmental management system

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The control panel of your EMS

Monitoring and measurement (see page 31)

A management control panel with environmen-tal performance indicators is vital for navigating,managing and communicating environmental

performance.Environmental performance indicators provide informationand guidance for continuous improvement. They improveclarity, transparency and comparability of the informationprovided by the organisation.

You also have to control your legal compliance.

Continuous monitoring and measuring is helpful in:

providing relevant data on request to public authorities

controling the use of resources

comparing environmental performance over the years

informing employees in a precise way

monitoring the continuous improvement of environ-mental management

involving the financial management team in the environ-mental process and in measuring the financial impact


Learning by doing

Nonconformance and corrective and pre-

ventive action (see page 31)Things do not always run to plan, and a manage-ment system takes time to run smoothly after itsintroduction. Reality in the field does not always

match the environmental action plan written in the office, or

the requirements of EMAS.

Nonconformance can be caused by technical problems(leaks, accidental spillage, etc.) or by management problemssuch as insufficient routine monitoring, lack of training, poorwork manuals, etc.

Corrective action is a rapid and adequate response to prob-lem solving, moderating the negative effects and preventingthe problem from occurring again. Preventive action avoidsthe occurrence of a problem.


Logging your environmental man-agement

Records management (see page 32)Your records represent evidence of the envi-ronmental management system for the outsideworld. EMAS implementation will generate and

accumulate new and useful data on energy, waste, resourceuse and efforts made on a daily basis.

All major information and events must be recorded correctlyto keep track of the evolution and life of your EMAS.


The audit of the EMS

Internal audit (see page 31 and 33)The internal audit consists of a periodic assess-ment of how well the EMS is functioning andhow environmental performance is beingimproved. It also enables the EMS to check its

compliance with the EMAS regulation.

The EMS audit is a systematic, routine and documentedprocess that must be carried out by someone independent

of the processes being audited. it is a critical element inensuring that the EMS is delivering objectives and assistingimprovement.

Internal audit results are examined regularly, at least once ayear at the time of the management review.

Particular attention has to be paid to control in a preciseway if you have some applicable environmental legislation.Make up a checklist following you register with things youhave to look after.


Continual improvement

Management review (see page 33)Management reviews are important judgingthe effectiveness of the EMS in improving andreporting environmental peformance. Annualinternal audit results, measurements and other

useful insights are the basis for planning the environmentalstrategy for the next year.

http://ec.europa.eu/environment/emas/toolkit/toolkit_20.htm

Control your environmental management system

Continual improvement in 5 more steps

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Do not forget! You also have to evaluate

regularly and systematically your

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Quick check

4.5.3 - NON CONFORMITY, CORRECTIVE AND PREVENTIVE ACTIONS

Problem

- Unrecyclable waste products came in our process from one of our clients

Source of the problem

- wrong communication and instructions to the client

- absence of clear rules

Proposed solutions

- Contact with the client to redefine process in order to eliminate products and waste which arent recycled by us

Date of implementation 23th of November 2003 Signature

4.5.1 MONITORING AND

MEASUREMENTS

Waste

Solid waste :

Recycled waste flows :

Treated waste :

Water

Water consumption :

Energy

Heating oil :

Fuel oil :

Oxygen :

Propane :

Electricity :

Transport

Waste transported ...

by train :

by road :

Soil and storage

Nbr of env. incidents:

Air, odours, noise

Nbr of complaints :

4.4.6 OPERATIONAL

CONTROLmClean the stocking areas regularly(minimum 1x /week)m After each use, check the state oftools and vehicles (cleanness, levels)mAvoid any inadequate wastedumps by marking the site appro-

priately.mRational Use of Energy: limitwasting electricity, water and hea-tingmOptimalize transportmFill in weighing forms accurately,with tonnages and the necessarydescriptionsmCheck that vehicles loads are

conform at each delivery/dispatch.

4.5.2. COMPLIANCE

Permanent fuel stock in tanks :

4.5.4. INTERNAL AUDIT

PLAN DOCHECK ACT

Internal communication

Training

NC number 5 10th of October 2003YearDate

Problems identified

Stop ! To change To be monitored

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Internal eco-controlling

Monthly

controlling

Quick Check - a light tool for internal controlling and regular evaluation

For internal control and regular evaluation to see whether environmental practise is effective and that objectives are beeing

achieved, you need a simple tool. "Quick check" helps you to keep a constant eye on relevant activities, measurements andcompliance checks (Step 24). If you discover any kind of non-compliance or malfunction, you should analyse and respond byimplementing corrective actions and continuous improvement (Step 25). You may also capture good ideas for improvement.The template is also useful for internal audits. You define the audit topics upfront. The Quick check is used as document basefor all controlling functions of an EMS.http://ec.europa.eu/environment/emas/toolkit/toolkit_18_1.htm

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Recordings of documents and events

The Ecologbook is a small template which helps you to keep track of documents, records and environmental

activities.

Here you note rel

Documents

EMAS "easy" for Small and Medium Enterprises - in 10 days with 10 people on 10 pages in 30 steps