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Accelerated EMS

Accelerated EMS. Session 4 – 28 January 2008. Agenda - WIP. Review Policy – complete Aspects and Impacts – complete Legal and Other Drivers – complete Review Objectives and Targets – working draft Environmental Action Plan – working draft

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Accelerated EMS

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  1. Accelerated EMS Session 4 – 28 January 2008

  2. Agenda - WIP • Review • Policy – complete • Aspects and Impacts – complete • Legal and Other Drivers – complete • Review • Objectives and Targets – working draft • Environmental Action Plan – working draft • Ownership – Structure and Responsibilities – final draft www.sustainabledirection.com

  3. Agenda - WIP • Review • Training, Awareness and Competence - draft • Communication - draft • EMS Record Keeping – started, more today • Your system – based on the template provided is one way…. www.sustainabledirection.com

  4. Today – Month 4 • EMS Map • Document Control • Procedures • Emergency Actions www.sustainabledirection.com

  5. Environmental Policy • environmental policy (ISO14001:2004) • overall intentions and direction of an organization related to its environmental performance as formally expressed by top management • NOTE The environmental policy provides a framework for action and for the setting of environmental objectives and environmental targets. www.sustainabledirection.com

  6. ISO14001 Definition of an Aspect: ‘An element of an organisation’s activities, products or services that can interact with the environment’. An aspect has the potential to impact on the environment to a greater or lesser degree E.G. Activity = Car Use Aspect = Fuel Consumption Aspects

  7. ISO14001 definition of an Impact: ‘Any change to the environment, whether adverse or beneficial, wholly or partially resulting from an organisation’s aspects’ The actual physical change in the environment resulting from an aspect E.G. Activity = Car Use Aspect = Fuel Consumption Impact = Increase of CO2 in the atmosphere (global warming) Impacts

  8. Some Common Approaches • RISK BASED • CRITERIA BASED • ISSUES BASED

  9. Significance Assessment • Top Tips: • Make it appropriate for your organisation • Don’t make it too involved - remember, it’s a means to an end! • You’ve got to keep it up to date! • Recognise subjectivity and try to minimise it • Conduct a ‘Sanity Check’ on the results

  10. The legal register • While a legal register is NOT a specific requirement of ISO 14001, many organisations see it as the most practical way to manage the issue • Can provide a framework to help check and ensure compliance • Provides a structure for the procedure of identification and compliance checking which IS required by the standard www.sustainabledirection.com

  11. Objectives &Targets:The Role of Indicators • Indicators: • Demonstrate that targets have been achieved • Help you track progress against targets • Help you identify problems, opportunities, and solutions • Support your objectives and targets with suitable indicators

  12. Steps to Setting Objectives, Targets, and Indicators 1) Identify broad aims from policy 2) Consider significant aspects and impacts 4) Draft targets to support objectives 3) Draft objectives 5) Identify indicators to track against targets 6) Check all elements for consistency

  13. ISO14001 states: ‘The organisation shall establish and maintain programme(s) for achieving its objectives and targets’ ISO14001 requires: Designated responsibility The means The time-frame New projects to be incorporated Environmental Management Programmes

  14. Building the EMS Aspects & Impacts Legislation POLICY Objectives Indicators Targets Environmental Management Programme Actions

  15. Environmental Management Programme Template www.sustainabledirection.com

  16. www.sustainabledirection.com

  17. EMS Structure Mapping your EMS

  18. EMS Structure • An EMS comprises a large number of components and documents • To the untrained eye the EMS can appear to be a collection of components and documents that have no obvious links or structure. • There are many components of an EMS which are common to all management systems

  19. Management System Overlaps Policy Planning Documentation Training & Communications Auditing Records Checking & corrective action Management review Continual Improvement Health & Safety Quality Environment

  20. EMS Structure The EMS cascades down from the POLICY, ASPECTS and IMPACTS, and LEGISLATION

  21. EMS Structure • Your POLICY covers the most significant ASPECTS and IMPACTS • OBJECTIVES and TARGETS support the commitments of the POLICY. • INDICATORS track progress against TARGETS • ACTIONS enable the organisation to meet their TARGETS. • ACTIONS might require PROCEDURES to help control them. • The EMP outlines activities for the operation of the EMS and RESPONSIBLITIES for carrying these out. • The EMP highlights resource requirements.

  22. A Typical EMS Structure Aspects & Impacts Legislation POLICY Objectives Indicators Targets Environmental Management Programme Procedures Where controls are needed Actions

  23. Mapping your EMS Why is mapping important? • Mapping your EMS allows: • Links and overlaps between the various components and documents that form your EMS to be identified. • Links and overlaps between your EMS and other management systems to be identified • components and documents of other management systems to be identified that can be used in the EMS

  24. Mapping your EMS Why is mapping important? (cont) • Mapping your EMS allows: • Gaps in the EMS to be identified, for example: • What has yet to be developed; • Any missing components and documents (by comparison with the requirements) • Mapping your EMS therefore reduces the amount of work that has to be done and prevents duplication of documents e.g. procedures

  25. Mapping your EMS How do I map my EMS? • Identify the specific components and documents that are key to your EMS • Work down the hierarchy. Start by identifying aspects and impacts, move on to legislation, policy commitments, objectives, targets, procedures etc • Identify any links and areas of potential duplication between the components and documents you have identified • Identify key components and documents of other management systems • Identify any areas of overlap and duplication

  26. Exercise 1 • Mapping Your EMS • Start with the EMS Map provided as part of the course

  27. Ownership • Structure – two tiered • Steering Committee • Action Team • Responsibility • Committee • Environmental Manager • Team Roles • Others as delegated www.sustainabledirection.com

  28. ISO14001 Requirements • Structure & Responsibilities • Defined • Documented • Resources provided • Management Rep • Management Rep Responsibilities • EMS implementation and maintenance • Reporting

  29. Defining Roles, Responsibilities & Authorities • What needs to be done ? • Who will be responsible for doing it ? • Is this a new role ? • What authorities do individuals have?

  30. Roles, Responsibilities & Authorities • Ways of Documenting • Procedures • Schedules • Responsibilities Document • Organisation Chart • Communication • To those affected • Skills/Knowledge building

  31. Communications • What Constitutes Communication ? • Why Define Procedures for Communications in the EMS? • Do you need Procedures for all Communications ? • Where would you Define Procedures for Communication in the EMS ?

  32. ISO14001 Requirements • Communications • Procedures for: • Internal • Receiving Communications • Consideration of External

  33. Training • What is training ? • What sort of activities do you use ? • Does training ensure competence ? • Do you have to have received training to be competent ?

  34. Training, Awareness, & Competence • What types to do: • Awareness Raising Activity • Specific Issue Related Training • Task / Procedure Related Training

  35. Meeting ISO14001 • Training Needs Identification • Understanding • Importance of compliance • Significant Impacts • Roles & Responsibilities • Consequences • Competence • Training Records

  36. Training NeedsIdentification • Identify tasks, roles, or responsibilities • Identify specific skills or knowledge requirements • Identify individuals or groups • Assess what skills or knowledge exists • Determine the ‘gaps’ • Decide on approach to fill ‘gap’ • Plan training activity

  37. Some Key Areasof Training • Induction • General Awareness • Specific Skill • Theory • Practical • Refresher • Assessments

  38. Training Records • Needs Assessment • Evidence of Existing Competences • Plans & Schedules • Who • When • Where • What • Feedback • Assessments & Reviews • Certificates & Awards • Requests

  39. Documentation Good Practice • Design a Documentation System that Works • Centralised or Decentralised systems • Electronic or Paper systems • Write Policies and Procedures that Work • Language, Style and Readability • Avoid information overload • The Document Life Cycle • Information and data gathering • Documentation generation, review and approval • Validation • Implementation (including training) • Archiving and Destruction

  40. EMS Documents & Records • EMS Documentation • Input • [Documents] • Output • [Records] • Related • [Documents or Records]

  41. Options for Document Management • Input - Documents • EMS Manual • Multiple Manuals • Electronic Media • Other Management Systems • Index of Documentation

  42. Document Control • What is Document Control ? • Why do you need it ?

  43. Document Control – ISO14001 • ISO14001 Requirements • Procedure(s) • Can be Located • Reviewed & Revised • Available • Removed when Obsolete • Clearly Identified • Legible & Dated • Responsibilities

  44. Approaches to Document Control • Check Existing Practices • Document Identification and Status • Issuing Documents • Access to Documents • Amending and Withdrawing Documents • Authorised Approval

  45. Records Management • Output - Records • Hard Copy or Electronic Media • Retention Period • Storage • Responsibilities • Related • Clear Referencing

  46. Operational Control Procedures • Why have procedures? • Where would you consider that you would need to apply procedures? • What makes procedures effective and efficient? • What should procedures look like? • Who needs access to procedures?

  47. Operational Control: 4.4.6 Associated with significant aspects and impacts Plan these activities Documented procedures Operational criteria Communicate to suppliers & contractors Emergency: 4.4.7 Identify potential for Response to Preventing & mitigating impacts Review of procedures Testing ISO 14001 Requirements

  48. Developing How would you go about developing procedures ? Implementing How would you go about implementing procedures ? Developing & Implementing Procedures

  49. Homework • Final Policy, Aspects & Impacts, Legal and Other Register • Final Objectives and Targets / Action Plan / Roles and Responsibilities • Final Draft – Training / Communication / Record Keeping • First Drafts • Document Control • Procedures • Emergency www.sustainabledirection.com

  50. Next Time • Review – Always…. • Monitoring and Measuring • Non-Conformances • Logging Records www.sustainabledirection.com

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