UNU and ISO14001

ISO14001 Staff Training on the UNU Environmental Management System

November/December 2002

Gerard Brady, ISO14001 Implementation Officer

Today’s Training Presentation

1. What ISO14001 means?

2. What ISO14001 means for the UNU?

3. What ISO14001 means for UNU Staff?

PART1:What ISO14001 means?

So what is ISO 14001?

ISO is the International Organization for Standardization who prepare a wide range of internationally agreed technical standards and guidelines.

ISO14001 is the international standard which provides the specifications of use for environmental management systems (EMS).

What’s an EMS

A Definition?

An Environmental Management Systems (or EMS) comprises the range of environmental policies, objectives, targets, plans, strategies, and procedures of an organization which help control day-to-day operations in an environmentally-friendly way.

Who, When, How? Blame the Nineties!

1991 - Strategic Advisory Group on Environment (SAGE) ISO and the International Engineering Consortium started an initial

intensive consultation process.

1992 - UNCED, Rio Earth Summit Committed to supporting the principles of “sustainable development”

1993 - ISO/TC 207, Environmental management Internationally represented technical committee formed to develop the

ISO14000 standards.

1996 - ISO14001 released The first of the ISO 14000 ‘family group’ of standards on

environmental management.

ISO14001 EMS Voluntary

ISO14001 and ISO14004 provide guidelines for organisations to develop their own EMS.

Generic Applicable to all types and sizes of organisations,

across cultural and geographic differences.

Systems Focused Less concerned with environmental performance,

but more concerned about good management systems

Basic Elements of ISO14001Management Review• Analyse performance• Recommend improvements

Planning Stage• Prepare or amend policy• Set objectives and targets• Schedule actions

Implementation and Operation Stage• Training and awareness• Activities and communications• Document and operational control

Checking and Corrective Action• Monitoring and Measurement• Audit and Corrective Actions

DDDo

Check

PPContinual

Improvement

Plan

AA

CC

Action

Internal Benefits Financial and resource savings

Encourages staff commitment and morale

Improvements in operational efficiency

Encourages integration and streamlining of

existing management practices

External Benefits Improves local environmental health Promotes a green image - “Practice what you

preach” Improves business, government and community

relationships Model/benchmark for other organizations (including

those within the UN?)

The World of ISO14001

Organizations in Japan with certified ISO14001 EMS

UNU is one of these!

Some issues with ISO14001? Certification

“Only in it for the certificate” Slow activity after certification

Limited and Inflexible Allows EMS to be small and insignificant Limited scope for innovative approaches in EMS

Participation and Enthusiasm Difficult to obtain active support from all staff & stakeholders “Change factor”

Participation and Enthusiasm Perception among staff that it involves more paperwork Create new and separate activities, rather than modify existing

activities in conformance with the standards

Overstretching Setting unrealistic goals, objectives and targets

The Rest of the FamilyISO14010 - Environmental AuditingISO14012 - Qualification of AuditorsISO14015 - Environmental Assessment of Sites/EntitiesISO14020 - Environmental Labels (Principles)ISO14024 - Labels (Procedures)ISO14025 - Labels (Declarations)ISO14031 - Environmental Performance EvaluationISO14032 - EPE (Case Studies)ISO14040/41/42/43/48/49: Lifecycle AssessmentISO14050: Environmental Management Vocabulary

PART2:What ISO14001 means for the UNU?

Key Milestones UNU began working on the ISO14001 initiative in

May 1999 with establishment of a Steering Group.

EMS developed and integrated with the UNU biennium reporting procedures.

Deadline for meeting targets and objectives is Dec 2001 (base year for all targets is 1998).

In January 2001 JSA registers UNU-EMS as compliant with ISO14001.

UNU Environmental Policy StatementThe aims of UNU’s ISO14001 Initiative:

1. Greening Our Work Practices Comply with all applicable environmental laws and regulations Green our procurement practices Reuse, reduce and recycle materials and goods purchased Save energy and reduce water consumption

2. Greening Our Work Place Improve the quality of the working environment within the UNU

buildings in Tokyo

3. Contribute to the Global Community Engage in research, networking, knowledge transfer and capacity

building projects contributing to environmental sustainability

4. Contribute to the Local Community Be a responsible neighbor Organize environment related events

EMS Structure

ISO14001 Steering GroupChair: Prof. Motoyuki Suzuki (UNU EMS Coordinator)

Members: (in alphabetical order) Brendan Barrett (UNU/IAS)Gerard Brady (ISO14001 Implementation Officer)Libor Jansky (UNU ESD) Noboyuki Kawade (UNU/IAS, Building Administration) Yuji Oshige (UNU Administration, Procurement) Jerry Velasquez (GEIC) Makiko Yashiro (GEIC)

Progress Report Sep 1999 - Initial Environmental Review Nov 1999 - UNU ISO14001 Website Mar 2000 - Preliminary Audit (JSA) Jun 2000 - EMS Manual Jul 2000 - Online Forum and other key EMS documentation Aug 2000 - Pre-Certification Audit Oct 2000 - Internal Audit and Management Review Dec 2000 - Stage 2 Certification Audit Jan 2001 - ISO14001 certification Apr 2001 - Green Procurement Procedures Jan 2002 – Internal Audit Feb 2002 – 1st Surveillance Audit Jun 2002 – ISO14001 Implementation Officer employed P/T Sep 2002 – Environmental Review 2002.

Certification BodyOur environmental management system was audited by the Japan Standards Association (JSA).

For more information see:http://www.jsa.or.jp/eng/index.htm

We are certified under JAB and UKAS.

JSA Certification Process

Continual process of preliminary, registration and

surveillance audits

UNU is coming up to the 2nd Surveillance Audit

ISO14001 registration reassessed after 3 years.

Why did we go to all this effort?

Well, when we began in 1999 the UNU faced:

Increasing Utility Costs (US$ 800,000/year)

6-7,000 m3 of water per year

50-60 m3 of industrial waste

15-20,000 kg of general waste

1.5 million sheets of paper per year

US$1m per year on procurement

But has it made a difference?By 2001 the UNU have had some notable successes: Decrease in utilities expenditure by 8% = cost

saving of around ¥7 million

Decrease in waste expenditure by 6% = cost saving of ¥100,000

Increase in amount of recycled paper used from 4% in 1998 to 60% in 2001. (Total paper used, increased by 50%)

Increase in environmental related projects from a 18 to a total of 30 projects

Consumption?

Utilities Consumption Index(1998 Total=100)

Electricity

Gas

Water/Sewage

Air Con.

70

80

90

100

110

120

130

1998 1999 2000 2001 2002 est.

Year

Ind

ex(9

0 =

20

01

ta

rge

t)

Expenditure?

Utilities and Waste Expenditure

Index(1998 Total=100)

Waste

Utilities

70

80

90

100

110

1998 1999 2000 2001 2002 est.

Year

Ind

ex

(90

= 2

00

1 t

arg

et)

Waste?Waste Generation Change 1998 to 2001

Total, -5.7%

Industrial, 43.3%

General, -18.0%

Total Recyclable, -3.8%

Cans, -69.6%

Bins & Other, -52.5%

Polystyrene, -42.0%

Newspapers, -18.7%

Fluoro's, -15.0%

Mixed, 0.6%

Cardboard, 14.1%

Magazines, 143.4%

-75.0% -50.0% -25.0% 0.0% 25.0% 50.0% 75.0% 100.0% 125.0% 150.0%

1

Was

te C

ateg

ory

%

So what!

25 academic facilities have obtained ISO14001 certification in

Japan.

UNU was the 5th to do so.

We are also the first UN agency to obtain certification.

PART 3:What ISO14001 means for UNU Staff?

Key EMS areas for UNU Staff

We don’t want to make our EMS bureaucratic nor like jumping through hoops….

1. EMS Targets and Objectives – provide the backbone for ISO14001 activities and staff involvement

2. Internal and External Audits – staff need to be a little prepared for audits and know what to expect

3. Online Forum – and other opportunities for staff involvement

Setting the Targets(1) Undertake environmental review - including Staff Questionnaire(1) Undertake environmental review - including Staff Questionnaire

(4) Rank the significant environmental aspects(4) Rank the significant environmental aspects

(2) Identify environmental aspects and circulate to all staff for comment(2) Identify environmental aspects and circulate to all staff for comment

(3) Develop environmental manual and procedure UNU-EMS 4.3.3(3) Develop environmental manual and procedure UNU-EMS 4.3.3

(5) Based on SEAs, develop targets and objectives for each unit(5) Based on SEAs, develop targets and objectives for each unit

(6) Implementation and Operation(6) Implementation and Operation

(7) Internal Audit and Management Review(7) Internal Audit and Management Review

(8) Implement Corrective Measures(8) Implement Corrective Measures

Cyc

le o

f C

on

tin

ual

Im

pro

vem

ent

We need to do this with our eyes wide open and clear targets

Did we meet our Targets and ObjectivesObjectives Achieved! Reduce waste by 10% Introduce waste separation system Increase recycled paper use to 50% of total Reduce energy consumption by 10% Develop a green procurement system Initiate an emergency preparedness system Build upon our existing environment research

Needs more work? Review our legislative requirements Review internal working conditions Introduce energy-wise programme Improve the air-conditioning performance Continue to host public events

Potential Targets and Objectives for the next biennium Review our legislative requirements Develop Waste Management and Recycling Policy Develop Energy Management Policy Develop Water Management Policy Reduce water and energy consumption and waste generation by 5% Review Green Procurement Policy Investigate material and supplier options for UNU Press Review emergency preparedness procedures Review ISO14001 management structure Review the internal working environment conditions, including lighting,

air and water quality Build upon our existing environment related research, education and

capacity building programmes Continue our external activities with the community, in particular

information dissemination, communications and network support in relation to environmental issues

Long Term Objectives

Measure our Total Impacts Investigate indirect impacts of research activities Ecological Footprinting – what is our total impact in relative

terms?

“Paperless office” concepts Maximising the use of IT technologies in our day-to-day work

Alternative energy sourcing Identify opportunities for small facilities on Campus

Units 1 and 2: UNU/IAS and UNU Centre

Comply with overall targets and objectives. Research projects related to the

environment. Capacity building. Outreach to local and global communities. Other as developed by units.

Unit 3: UNU Services Comply with overall targets and objectives. Communication with general public and other

stakeholders through development of explanatory materials.

Dissemination of research results (including electronic).

Other as developed by unit.

Unit 4: UNU Administration Comply with overall objectives. Promote green procurement policies. Oversee emergency preparedness. Develop training policies. Cooperate with sub-contractors on building

management. Others as developed by unit.

Unit 5: UN Agencies

Exchange information on ISO14001 related matters.

Understand the UNU’s approach to environmental management.

Voluntary participation in the attainment of targets and objectives as well as training activities.

2nd Annual Surveillance Audit Due in February 2003 with Japan Standards Association (JSA)

Will most likely focus on a particular area of the UNU-EMS (i.e. documentation or implementation)

Involves interviews with Staff and Unit Leaders.

Types of QuestionsFor Unit Head:

Responsibilities of the Unit under the UNU Environmental Management System

Explanation of programme, projects and other daily operations

Unit specific significant environmental aspects Legal and other requirements Environmental policy statement Objectives and targets Implications of the results of Internal Audit

(nonconformity, corrective actions, etc.)

Types of Questions

For Individuals:

Environmental policy statement Unit specific significant environmental aspects Objectives and targets Environmental awareness Participation in training activities and location of

records Individual actions for better waste management and

energy savings Implementation of EMS procedures

Audit ProgrammeDate and Time Activities

Day 1

9.30-10.20 Opening Meeting

10.20-13.20 Audit of the EMS Coordinator and the ISO14001 Steering Group

Audit of Unit 1: UNU/IAS

13.20-14.20 Lunch

14.20-16.00 Audit Team Meeting

16.00-16.40 Daily Meeting (Confirmation of Findings)

Day 2

9.50-10.30 Interview with the Rector

10.30-13.30 Audit of Unit 2: UNU Centre

Audit of Unit 4: UNU Administration

Audit of Unit 3: UNU Services

10.30-12.30

Audit of Unit 5: UN Agencies

12.30-13.00

13.30-14.30 Lunch

14.30-16.30 Audit Team Meeting Audit of Unit 5:

14.30-15.00

16.30-17.30 Closing Meeting

“Be positive!”

“Emphasize the benefits of our work for the global and local

environment”

“Enjoy it”

Internal Audit and Management Review

Rector requests an internal audit every two years in line with biennium reporting.

UNU personnel conduct the internal audit.

Recommendations submitted to Senior Officers Meeting (SOM) for management review

SOM may request ISO14001 Steering Group to undertake further tasks

UNU ISO14001 Website and Online Forum Online accessibility to EMS documentation and records Support for communication and awareness raising Opportunity for staff to commentand

raise issues of concern through the forum “Opinion Box”

Essential for staff to use this resource to prepare for audit.

No point creating an EMS that just makes more paperwork

http://www.unu.edu/ISO14001

Green Team?

Proposal for an ISO14001 Implementation Group

A staff-based “Green Team of Green Wardens”

Assist with ISO14001 initiatives at each floor or department and provide feedback

ISO14001 Steering Group will approach enthusiastic volunteers from all Units

What else can you do? Think of simple ways to reduce your own impact your desk, room, department, floor or building, like;

Turning off lights and computers Sorting your waste at your desk Using less water in the kitchen and bathrooms

Be informed! Check out the ISO14001 website for updates Read the Newsletters

Submit questions or report issues Register on the Online Forum Send email to the ISO14001 Steering Group We’re here to help you out, but we need you to help us out as well!

Any questions or comments?