ems senior management overview
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A Brief Overview of
Environmental Management
Systems (EMS) and ISO 14001
Senior Management Discussion
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Environmental Issues Facing
Government Impacts from site operations
Policy implications
Compliance concerns
Budgetary pressures (enhanced efficiency)
Public perception
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What are some of the drivers for
government to adopt EMS principles?The need to improve environmental
performance because of:
Executive Order 13148
Obligation of Environmental Stewardship
Public expectations
The business side of government
Regulatory compliance issues
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What are some of the roadblocks for
government to adopt EMS principles? Changing priorities over time
Political and other non-organizational pressures
Frequent changes in leadership and their goals
Budgets and allocations are no typical of private
sector
Finding relevant metrics (administrative vs.environmental condition or cost)
Finding the best element to motivate employees
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Keep in mind
The EMS and related measurement tools are just
that- tools. Alone, they will not guarantee
success. The organization must use the tools, not just have
them.
A useful EMS is alive; constantly measuring
performance, making adjustments, and looking for
continual improvement opportunities
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Benefits of Improved
Environmental PerformanceImproves the environmental condition
Responds to public scrutiny trends
Minimizes accidents and problems
Reduces redundant paperwork
Cost savingsFacilitates compliance
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Examples of Metrics to Measure Benefits
Improves the environmental condition (environmental
indicators)
Responds to public scrutiny trends (complaints,
communications)
Minimizes accidents and problems (incidents, losses)
Reduces redundant paperwork (time spent per task)
Cost savings (dollars per unit activity)
Facilitates compliance (number of non-compliances,
penalty costs)
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What is an Environmental Management
System?It is the tool used by an organization to manage the:
Organization Structure
Planning Activities
Responsibilities
Practices, Procedures, Processes
Resources
for developing, implementing, maintaining, reviewing, andcorrecting/improving the approach to addressing environmental issues.
It is the structured approach that incorporates environmentalconsiderations into day-to-day operations throughout the organization, andis designed to promote continual improvement.
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WHAT IS AN ENVIRONMENTAL
MANAGEMENT SYSTEM?
ISO 14001 DefinitionThe part of the overall management system that includes organizational structure,
planning activities, responsibilities, practices, procedures, processes and resources
for developing, implementing, achieving, reviewing and maintaining the
environmental policy.
Key words: system
implementing
environmental policy (all commitments!)
Remember! Plan, Do, Check, Act
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ISO 14001 ISO 14000 (specifically ISO 14001) describes one
format/structure for the planning, implementationand checking of an EMS.
There are other possible scenarios/options.
ISO 14000 is important for, among other reasons,
being the one option globally developed and
understood.
ISO 14000 actually composes a series of
standards, developed by the InternationalOrganization for Standardization, and are
voluntary, market-driven standards.
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A Viable EMS
To succeed an EMS should be:
In harmony with mission focus;
Cost effective;
Flexible;
Transparent;
Useful to the practitioner;
Focused on continual improvement.
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General Principles
An EMS uses the Plan-Do-Check-Act Management Model
An EMS serves the organization and its mission, not the
reverse
EMS is a process, not an eventAn EMS is the people & their actions, not the words &
aspirations
Improvement rests on changing attitudes & behaviors
Want to, not have toStart at the top, and the bottom and implement throughout
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The Three Cs of an Effective EMS
Conformance
Meets the requirements
(implements the shalls)
ConsistencyVarious elements inter-related
(I.e., significant aspects reflected in emergency planning, etc.)
Continual ImprovementMechanisms in place to improve, cultural change, management
commitment
(including fixing non-conformances and improving performance)
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Major Components of an EMS
Environmental
Policy
Continual Improvement
Planning
Implementation &
Control
Checking & Corrective
Action
Management
Review
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Environmental Management Systems Policy (What the organization is committed to doing)
Planning (figuring out what we want to do and why, identifying the drivers)
- Aspects (The companys environmental character)
- Legal and Other Requirements (Knowing what laws and regulations apply)
- Objectives and Targets (Improvement goals)
- Environmental Management Programs (specific how to for objectives)
Implementation/Operation
- Structure and Responsibility (Deploying accountability throughout theorganization)
- Training Awareness and Competence (Deploying knowledge throughout theorganization)
- Communication (getting the word out internally and externally)- EMS Documentation (Providing direction and guidance on what to do)
- Document Control (Making sure documents in use are current and accurate)
- Operational Control (Ongoing control of significant aspects)
- Emergency Planning and Response (Management and planning for unexpectedoccurrences)
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Checking/Corrective Action
- Monitoring and Measurement (Ongoing evaluation of the
system, including legal compliance)- Conformances, Corrective and Preventive Action (Ongoingfixes to the system)
- Records (Making a record to verify we did what we intendedto do)
- EMS Audits (Periodic spot checks of system itself)
Management Review (Top management support to maintain theEMS, fix problems, and ensure continual improvement)
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Role of Aspects in the EMS
Significant aspects drive the EMS
EMS is designed to identify, control, manage, and
improve upon the significant aspects Compliance with Legal and Other Requirements is
a part of the system and does relate to the aspects
Elements such as operational control (procedures
and work instructions), training, monitoring andmeasurement, emergency planning, and settingobjectives all depend on significant aspects.
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Where Does Compliance Fit in
EMS and ISO 14001?There is Compliance Management
System embedded within the broader
Environmental Management SystemFirst- the theme of compliance is seen
throughout the plan-do-check-act elements
Second, there are specific compliance-relatedrequirements in an EMS (such as periodic
compliance audits)
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Objectives, Targets, EMPs
Objectives define what the organization willdo to address and improve upon relative to
the policy, aspects, and requirements Targets are the specific measureables to
drive the objectives
EMPs describe the detail as to what is to bedone, what will be measured, and how wewill know when are there
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EMS and Documentation
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EMS DOCUMENTATION
EFFECTIVE WRITING USE OF WORDS
Lords Prayer 54 words
Ten Commandments 297 words
American Declaration of Independence 300 words
EEC Directive on Export of Duck Eggs 26,911 words
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Documentation
Say what you do
Do what you say
Record it (paper or electronic)
Must be:
relevant to EMS (link to aspects)
Usable and appropriate Controlled
Reviewed and revised as continual improvement
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Integrating Management Systems
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VALUE OF INTEGRATION:
1. Avoids re-inventing concepts and procedures
2. Saves time and resources by maximizing use of efforts
3. Provides minimal disruption to operations - in other words - reduces
number of new things to be learned
4. Ease of auditing
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CONCERNS OF INTEGRATION:
1. Potentially confusing and unwieldy documentation
2. May complicate the audit process
3. Complexity of determining necessary qualifications
4. Complication of third party certification
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How do I go About Evaluating if
ISO 14001 Can Help Me?
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Getting Started
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Developing an EMS vs.
Implementing an EMS Developing the EMS involves preparing
documentation, establishing roles and
responsibilities, initially identifying aspects,conducting initial training, etc.
Implementing the EMS involves deploying
it in the organization such that it becomesthe way you operate, and survives beyond
the initial push by changing the culture
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Getting Started-Evaluating
Where You Are Gap Analysis, Aspect Review, Compliance
Review
Development Implementation Plan(schedule, costs, resource needs)
Management Review and go/no go
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Getting Started- Implementation
Filling the gaps
Aspects analysis, policy, high leveldocumentation, objectives and targets
Training at all levels, synchronizing theorganization
Internal audits, corrective action
Pre-Assessment, final go over Certification audit
Maintenance and Surveillance; continualimprovement
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The Long Term
The EMS should be maintained with theintent that it will help improve
environmental performance This means making changes, measuring key
parameters and using the metrics to makeimprovments
Being committed to continual improvementfor the long term
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ARE YOU READY FOR
CERTIFICATION?
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Where do you need to be?
The system has to be fully developed as to basic
elements
The system must be effectively implemented Both of these components are audited in the
certification process
The EMS has to have history to be effectively
audited (EMS audit, management review)
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Getting Ready- Areas Where the
System Has to be Solid Presence and evidence of top management support
Clear evidence that the organization is aware ofand committed to the EMS
Consistency across elements
Aspects Management (procedure, how kept up todate, how well integrated into the EMS, effective
significance determination) Documentation is effective in navigating someone
through the system (beware of dead ends)
How well procedures areEstablishedand
Maintained
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Getting Ready- continued..
Effective internal EMS audit process (not
just an ISO 14001 element-by-element
paper exercise) Integrity of Management Review process
Continual improvement mechanisms in
place
Organizational culture reflects the EMS