Department of Environmental Quality

Environmental Management System

Overview

Course Objectives

• EMS concepts• Discuss DEQ EMS

– Development process– Contents– Staff responsibilities

• Review information resources for future reference

What is an EMS?

An EMS is a tool for an organization to:• Determine the interactions of its

activities and products with the environment

• To manage them so as to achieve continually improving environmental performance

Typical EMS Benefits

• Enhanced regulatory compliance• Identification of cost saving

environmental opportunities• Reduced risk and liability • Enhanced relationship with regulators• Improved public, customer &

shareholder relations• May be required by customers

Why is DEQ doing an EMS?

• Lead by example– Provide template for others– Document savings & successes

• Reduce DEQ’s environmental impact

The Path to DEQ’s EMS

Governor’s Commission on Environmental Stewardship (1997)

VIP2 (1999)Virginia Environmental

Excellence Program (2000)DEQ Environmental Management

System (2001)

General Structure of EMSs

• Commitment and policy• Planning• Implementation and operation• Checking and corrective action• Review and improve

DEQ EMS

• Development Process

• Procedures Manual• Implementation

Plan

DEQ EMS Development Process

• Regional/CO representation• Followed ISO 14001 model• Assistance of consultant• Development period January -

June• Builds on/relates to some

existing policies & procedures• EMS Program Team Charter

DEQ Procedures Manual

1. Environmental Policy

2. Environmental Aspects, Objectives, Targets

3. Legal & Other Requirements

4. Structure & Responsibility

5. Training, Awareness & Competence

6. Communication

7. Documentation, Document Control/Records

8. Operational Controls 9. Emergency Preparedness

& Response10. Monitoring &

Measurement11.

Nonconformance,Corrective & Preventive Action12. Environmental

Management System Audits13. Management Review

1.Environmental PolicyCommitments: The DEQ, in its operations and activities, will

demonstrate leadership & environmental stewardship through an EMS that:

Ensures DEQ’s compliance with all applicable environmental laws and regulations;

Identifies and implements techniques and environmentally sound practices that emphasize the environmental management hierarchy of pollution prevention (source reduction), reuse, recycling, treatment, and environmentally safe disposal;

Promotes continual improvement in the DEQ’s EMS practices and procedures leading to improved environmental performance;

1. Environmental Policy

Openly communicates to all employees and the public, the DEQ’s EMS policy, our identified environmental aspects, objectives and targets and programs to achieve them, and the results of these efforts;

Provides human, financial and technical resources appropriate to the active management and maintenance of the EMS; and

Encourages all employees, to the best of their abilities, to be accountable for implementing, maintaining, and upholding this policy.

1.Environmental Policy

Partnership: The DEQ will encourage environmental stewardship and foster improved environmental collaboration with stakeholders by:

Exchanging mutually beneficial knowledge with, and encouraging open communication among, all partners including the regulated and non-regulated communities, the general public, DEQ employees, and other State agencies; and

Encouraging and recognizing innovative ideas and solutions.

1.Environmental Policy

Performance: To achieve the goals and objectives of the EMS, and to promote continual improvement, the DEQ will develop and implement an environmental management system that includes:

A direct link to DEQ’s strategic planning and budgeting process;

Appropriate procedures and training; and Performance measures, self-assessment,

and independent assurance reviews.

2.Environmental Aspects, Objectives &

Targets• Each February:

– develop inventory of aspects and impacts

– determine which are significant– establish objectives & targets for

next year– establish plans and programs to

achieve objectives & targets

3.Legal & Other Requirements

• CO & RO will compile archives of relevant environmental laws, regulations, ordinances and other requirements

• Policy Office to maintain archives• Reviewed annually for compliance• Establish plans to achieve full

compliance

4.Structure & Responsibility

• EMS Program Team: establish & maintain EMS

• EMS Manager: chair of EMS Program Team, maintain EMS day-to-day

• Director & EMT: provide resources• Management Review Team: conduct

annual review each November

5.Training, Awareness & Competence

• All staff will be trained• Training needs identified

during annual review of aspects

• Records of EMS training will be maintained

6.Communication

• Internally communicate:– Environmental aspects & impacts– Environmental objectives & targets– Environmental management roles

& responsibilities– DEQ’s performance on objectives &

targets– Environmental policies &

procedures

6.Communication

• Externally communicate: – EMS Manager will respond to

external inquiries– EMS Program Team will establish

outreach objectives– DEQ will maintain EMS

information on its website

7.Documentation, Document Control &

Records• Procedures Manual documents

EMS• Legal archive • Training records

8.Operational Controls

• Each February:– Identify operations & activities

associated with significant impacts and establish operational controls

– Determine potential significant impacts associated with good and services and communicate relevant information to suppliers and contractors

9.Emergency Preparedness &

Response• EMS Program Team has established an

Emergency Response Subcommittee• Each October:

– Develop inventory of emergency & accident exposures

– Determine which are significant– Establish management objectives and

targets for next year

• Review and revise Plan as necessary

10.Monitoring & Measurement

• Each February, EMS Program Team will establish procedures to monitor and measure potentially significant impacts

• Internal audit each October of regulatory requirements

• External audit once every 5 years

11.Nonconformance,Corrective & Preventive Action

• DEQ will investigate nonconformance with EMS– Regional/CO– Agency-Wide– Individual Employee

12.Environmental Management

System Audits• EMS audit by 5-person internal

team each October• EMS audit by external auditors

in October once every five years

13.Management Review

• Management Review of the EMS will take place every November:– Environmental policy appropriateness– EMS effectiveness– Changing circumstances influencing

EMS– Adequacy of roles & responsibilities– Achievement of objectives & targets– Adequacy of resources

13.Management Review

– Results of legal review– Results of compliance and EMS

audits– Monitoring results– Whether EMS still meets VEEP

requirements– Improvement in EMS during last

year

DEQ Procedures Manual

1. Environmental Policy

2. Environmental Aspects, Objectives, Targets

3. Legal & Other Requirements

4. Structure & Responsibility

5. Training, Awareness & Competence

6. Communication

7. Documentation, Document Control/Records

8. Operational Controls 9. Emergency Preparedness

& Response10. Monitoring &

Measurement11.

Nonconformance,Corrective & Preventive Action12. Environmental

Management System Audits13. Management Review

2.Environmental Aspects, Objectives &

Targets• Each February:

– develop inventory of aspects and impacts

– determine which are significant– establish objectives & targets for

next year– establish plans and programs to

achieve objectives & targets

Environmental Aspects &

Impacts

Significant Environmental Impacts

Objectives & Targets

Training Objectives

Operational Control

Objectives

Monitoring &

Measurement

Objectives

Significant Environmental Impacts

Objectives & Targets

Training Objectives

Operational Control

Objectives

Monitoring &

Measurement

Objectives

Environmental Aspects & Impacts

•Solid Waste

•Vehicle Use

•Storm Water Runoff

•Thermal Energy Use

•Electrical Energy Use

•Materials Consumption

•Use of Outside Services

Significant Environmental Impacts

SOLID WASTE

Objectives & Targets

Training Objectives

Operational Control

Objectives

Monitoring &

Measurement

Objectives

Environmental Aspects & Impacts

•Solid Waste

•Vehicle Use

•Storm Water Runoff

•Thermal Energy Use

•Electrical Energy Use

•Materials Consumption

•Use of Outside Services

Environmental Aspects &

Impacts

Significant Environmental Impacts

SOLID WASTE

Objectives & Targets

Training Objectives

Operational Control

Objectives

Monitoring &

Measurement

Objectives

Vehicle Use

Storm Water Runoff

Thermal Energy Use

Electrical Energy Use

Materials Consumption

Use of Outside Services

Solid Waste

EMS Implementation Plan

• Environmental Objectives• Training Objectives• Operational Control Objectives• Monitoring and Measuring

Objectives• E3 Requirements

Environmental Objectives

• Solid Waste Generation– Reduce volume by 5% 6/30/02– Reduce volume by 25% by

6/30/06

Training Objectives• Vehicle Use• Flex-time Alternatives• Storm-Water Runoff• Electrical Energy Use• Thermal Energy Use• Solid Waste Generation• Materials Consumption • Use of Outside Services

Operational Controls

• Vehicle Use• Storm-Water Runoff• Electrical Energy Use• Thermal Energy Use• Materials Consumption• Outside Services

Operational Controls - Vehicles

• Public Transit Use • Preferential Parking• Eco-Efficient Alternative

Schedules• Telecommuting• Hybrid Vehicle Operation• Eco-Efficient Driving Techniques• Limit SUV Use

Operational Controls - Electrical Energy

• Review Power Contracts• Lights Off When Unoccupied• Cleaning Crew Power

Shutdown• Energy Efficiency in Leases

Operational Controls - Outside Services

• EMS as condition for contract for outside services

• Require E2 for emergency services contractors

• Encourage consultants on DEQ websites to apply for E2

Monitoring and Measurement

• Vehicle Use• Storm-water Runoff• Electrical Energy Use• Thermal Energy Use• Solid Waste Generation• Materials Consumption

VEEP E3 Requirements

Exemplary Environmental Enterprise (E3):– Fully developed EMS– Pollution Prevention Program (8/01)

Next Steps• DEQ Staff Training• Prepare Emergency Preparedness

Plan• Establish Legal Archive• RO/CO Team Formation• External Communication• EMS Plan Assessment • E3 Application Review (External)

DEQ EMS Web Site

www.deq.state.va.us/p2/ems

Additional Resources

• OPP web site: www.deq.state.va.us/p2

• Regional Office EMS Teams• EMS Program Team• DEQ OPP staff

Questions? ?

(apologies to Scott Adams)