Environmental

Pollution Incident on

Campus

Breach in

Environmental

Legislation

1

Non-Conformance Found

2

Identify materials/equipment/

affected area as appropriate

3

Segregate where practicable

4

Record details on Concept

Evolution: see attached

guidance

5

Analyse Non-Conformances

and report to fellow

Management for action

6

Take Corrective Action and

check to ensure specification/

legislation has been met.

7

Discuss non-conformance

trends at management

meetings

End

RESPONSIBILITY

Additional Comments/Related

Documents

ISSUE 2

PAGE 1 OF 1

DATE: July 2013

APPROVED BY: Simon Chubb

Environmental NC is something that

contravenes a system requirement, or

causes an adverse environmental impact

e.g. spillage, emission to air over allowed

limits, incorrect waste disposal etc.

1. Identify any affected area / environmental issue,

as appropriate

2. Identify any machinery/equipment that caused

accident or adverse environmental impact.

1. Segregate to avoid unintended use

2. Place materials in designated

quarantine areas where practical.

1. Ensure sufficient information is recorded to

clearly state fault, for ease of analysis.

2. Report all instances of NCs to Estates &

Facilities Management Team

1. Look for repetitive patterns in relation to

Environmental Issues

2. Undertake root cause analysis as required

3. Undertake cost / benefit analysis of proposed

corrective actions

1. Ensure relevant legislation authorities have

been informed as required.

2. Ensure staff are retrained as required.

3. Ensure process is updated where required.

4. Ensure equipment is repaired as required.

5. Remove supplier from list where necessary

Ensure suitable action is taken as per

corrective action process map OP 05 and

preventative action process map OP 06.

Failure EMS System

Element

ALL STAFF

Top Management

EMS Rep

ALL STAFF

EMS Rep

OP04 Environmental Non-Conformance

Recording ISO 14001 Items on

Concept Evolution

July 2013 Page 1 of 9

Concept Evolution is a web-based facilities management system used by the Estates & Facilities

Service of Anglia Ruskin University for a range of facilities management functions, including helpdesk

call logging, buildings compliance management, and minor works project management. During

2012/13 the task management functions of this system were adapted to enable recording and

tracking of ISO 14001 items, including incidents, suggestions, audit findings (non-conformances,

observations, improvement opportunities), and corrective actions.

The process for using Concept Evolution for recording ISO 14001 items is as follows.

1. Open a web browser and navigate to the online Concept Evolution system:

www.anglia.ac.uk/evolution

2. Open the Task Management module.

Recording ISO 14001 Items on

Concept Evolution

July 2013 Page 2 of 9

3. To record a new item, click on the ‘Advanced Helpdesk’ option.

4. Insert details of the ISO 14001 item in the following order:

i) Reporter – insert the reporter of the incident or suggestion, or name of the auditor or

auditing company.

ii) Contract – select ‘ENMA – Environmental Management’

iii) Category – this should complete automatically with ‘Environmental’ once the ‘ENMA –

Environmental Management’ contract is selected.

iv) Problem – select ‘Env communications / improvement / improvement opportunity /

incident / near miss /non-compliance / preventative action / observation / suggestion’

as appropriate.

v) Raised – insert the date the item occurred, and the ‘Due By’ date for non-compliances

referring to the agreed date for completion of corrective actions, and click the lock icon.

For all other items, leave the date field blank and click the lock icon.

vi) Building – select the building the item refers to, or insert ‘Off Site (NON-OFF)’ for non-

location specific items.

vii) Location – select the specific room or location if applicable, or leave blank.

viii) Req. ID – insert the clause number of ISO 14001 for non-compliances, observations and

other related items, or leave blank.

ix) Discipline – select the team or job role with responsibility for managing the item.

Recording ISO 14001 Items on

Concept Evolution

July 2013 Page 3 of 9

x) Description – insert a brief description of the ‘Env communications / improvement /

improvement opportunity / incident / near miss /non-compliance / preventative action /

observation / suggestion’ as appropriate.

xi) Fault Code – select the topic which most closely describes the item e.g. biodiversity,

communication, document control, legal compliance.

xii) Source – select ‘Audit Internal’ or ‘Audit External’ as appropriate for audit items, or

Email / Telephone for incidents or suggestions received.

Leave all other fields blank / unchanged.

Recording ISO 14001 Items on

Concept Evolution

July 2013 Page 4 of 9

5. To assign the item to a specific person with responsibility for follow-up, select the ‘Resources’

option from the left hand menu, scroll through the list of names, and select a person by double

clicking on their name.

6. Confirm the selection by clicking the ‘Save and close’ icon from the top menu bar.

Recording ISO 14001 Items on

Concept Evolution

July 2013 Page 5 of 9

7. Follow-up actions for items, such as root cause analyses, corrective action plans, verification,

and item closures can be recorded by selecting the ‘Events’ option from the left hand menu and

clicking the ‘create new entity’ icon on the top menu bar. Incidents and non-compliances must

have a root-cause analysis and corrective action plan recorded.

8. Record the following details for each follow-up action.

i) Event – select the type of follow-up action. Events linked to the environmental account

have codes beginning with ‘E’, e.g. E00: Root cause analysis.

ii) Date Due – insert the date when the follow-up action is due.

iii) Actioned – tick this box unless the follow-up action is scheduled for a future date. This

box can be ticked for the majority of actions.

iv) Date Actioned – insert the date when the follow-up action was completed. For most

actions this will be the same as the due date.

v) Comments – insert the details of the follow-up actions, recording any evidence

associated with verification of corrective actions.

Recording ISO 14001 Items on

Concept Evolution

July 2013 Page 6 of 9

9. Documents can be attached to items, for example records as evidence to verify that actions have

been completed, by selecting the ‘Documents’ option from the left hand menu and clicking the

‘create new entity’ icon on the top menu bar.

Recording ISO 14001 Items on

Concept Evolution

July 2013 Page 7 of 9

10. Record the following details for each document.

i) Document Ref – insert a unique number for each document related to a specific item.

ii) Title – insert the document title that will be displayed.

iii) Repository – select ‘Environmental Management’.

iv) Path – click the ‘Browse’ button, navigate to the document to be uploaded and select it.

11. Once an item has been verified as completed, the evidence for its completion must be recorded

in the ‘Events’ section as the following type of event: E03: Item closed (see paragraph 7 above).

Recording ISO 14001 Items on

Concept Evolution

July 2013 Page 8 of 9

12. Next select the ‘Resources’ option from the left hand menu and double-click the person to

whom the item was assigned.

13. Insert the date that the item was verified as completed in the ‘Date Finished’ box.

Recording ISO 14001 Items on

Concept Evolution

July 2013 Page 9 of 9

14. Finally, the status of the item needs to be changed to ‘Complete’ by selecting the ‘General’

option on the left hand menu and clicking the ‘Mark task as complete’ icon on the top menu bar.

-oOo-