Environmental Management Systems The ISO 14001 Approach

N.C. Health Physics Society Boone, NC October 19, 2001 Julie Woosley
EMS Development Course for Government Agencies, Project Coordinator NC DPPEA

What is an EMS?

Systematic way of managing an organizations environmental affairs Based on Plan-Do-Check-Act Model (PDCA) Focused on Continual Improvement of system Addresses immediate and long-term impact of an organizations products, services and processes on the environment. A tool to improve environmental performance

Some EMS Models

ISO 14001
Metal Finishers National Biosolids Partnership Project XL with the United Egg Producers Agriculture EMS models (livestock, soybean) SGIA model Federal facility models (CEMP, DOE guide) Compliance-focused EMS (CFEMS) Commission for Env. Cooperation (CEC guide)

EMS Model
Policy

Based on the P-D-C-A Model, Plan-Do-Check-Act

Management Review

Plannin g

Implementation Checking Corrective Action

Why Implement an EMS?

To get your environmental ducks in a row!

Struggling to stay in compliance and keep track of regulations/laws Environmental management just one of many responsibilities Establish a framework to move beyond compliance Vehicle for positive change; improved employee morale, enhanced public image Employee turnover

Why Implement an EMS ?

More reasons:

Helps to identify the causes of environmental problems.

better to make a product right the first time cheaper to prevent a spill or other accident cost effective to prevent pollution Inconsistency in environmental regulation and enforcement

Trade and competitive issues

Many individual parts may already be in place just need to unify under the EMS umbrella!

ISO 14000: A series of standards

Created by the International Organization of Standardization, a non-governmental organization (NGO) established in 1947, located in Switzerland (see handout for more info)

ISO is not an acronym - from the Greek iso, meaning equal (as in isothermal)

ISO is a worldwide federation of national standards bodies from over 100 countries; American National Standards Institute (ANSI) is US representative

They have created many standards: ISO 9000, film speeds

ISO 14000 Family

A series of guidance documents and standards to help organizations address environmental issues. Ones below deal with EMS.

14001: Environmental Management Systems 14004: EMS general guidelines 14010: Guidelines for Environmental Auditing 14011: Guidelines for Auditing of an EMS 14012: Auditing - Qualification criteria

To Whom Do the Standards Apply?

Standard is Voluntary Large and Small Business & Industry Service Sectors (hospitals, hotels, etc.) City and County Government Applicable to all types of organizations, of all sizes anywhere in the world

Becoming ISO 14001 certified

ISO 14001 is the only certification standard Registration body examines EMS for conformity to the ISO 14001 standard Not a compliance audit, an EMS audit Facility awarded registration Does NOT mean that products are more environmentally friendly Does mean have a documented EMS that is fully implemented and consistently followed

External Drivers for ISO 14001?

Suppliers encouraged to consider an EMS by:

IBM Xerox (30,000) Bristol-Myers Squibb (15,000) Ford and GM Toyota- choice of 3 MP&M, Others??

Approx. 271,000 ISO 9000 certifications worldwide (est. 380 NC certifications)

World Picture

30,303 ISO 14001 cert. in world as of 6/01 1,480 ISO 14001 cert. in US as of 6/01 54 companies known certified in NC, and one municipality US is 5th in number of certifications behind Japan (6,648), the UK (2,500), Germany (2,400), and Sweden (1,911)

EMSs and the Federal Government

Published Federal Register notice 3/12/98 EPA Aiming for Excellence Report Sept. 99; part of Draft EMS Action Plan http://www.epa.gov/ems Clinton signed Executive Order 4/00 requiring federal facilities to have an EMS by 2005 EPA Performance Track June 2000 requires an EMS Office of Water funded pilot efforts in 10 states, pilot program with governments, pilot with Biosolids Assoc. New MP&M (Metal Products and Machinery) Effluent Guidelines: final rule may include EMS-based exemptions (P2 option) EMS and Enforcement

N.C. EMS Related Activities

NC DENR EMS policy Aug. 1999 State Regulatory Innovation legislation Sector-based EMSs (paper industry, screenprinting, metal finishing, furniture): see http://www.p2pays.org/iso/sector EMS Development Course for Government Agencies EMS Pilot Project with Pork Producers

Multi-State Working Group

Many states (founding states are AZ, CA, IL, MA, MN,
NC, OR, PA, TX, WI)

EPA, NGOs, National Institute of Standards & Technology, CI2, CMA Implemented pilot projects with industry

Goal: To understand and communicate the value of ISO 14000 in meeting public policy goals.

What does ISO 14001 Say?

17 Requirements in ISO 14001

Env. Policy 4.2 Env. Aspects 4.3.1 Document control 4.4.5 Operational control 4.4.6

Legal and other req. 4.3.2

Obj. and targets 4.3.3 Env. Mgmt. Program 4.3.4 Structure and Responsibility 4.4.1 Training, awareness, and competence 4.4.2 Communication 4.4.3 EMS documentation 4.4.4

Emergency preparedness and response 4.4.7

Monitoring and measurement 4.5.1 Corrective/preventive action 4.5.2 Records 4.5.3 EMS audit 4.5.4 Management Review 4.6

ISO 14001 Key Elements

Policy Statement Identification of Significant Environmental Impacts Development of Objectives and Targets Implementation Plan to Meet Obj. and Targets Training Management Review

How you meet the elements is up to you

EMS Model
Policy

Based on the P-D-C-A Model, Plan-Do-Check-Act

Management Review

Planning

Implementation Checking Corrective Action

ISO 14001 Policy Statement (4.2)

Managements declaration of commitment to the environment. Policy Statement 3 Main Elements (Big 3)
Commitment to Compliance Commitment to Prevention of Pollution, and Commitment to Continual Improvement

Broader definition of pollution prevention Available to Interested Parties

EMS Policy Statement

Must be appropriate to the nature, scale and environmental impacts of the organizations activities, products or services Provides a framework for setting and reviewing objectives and targets Way of communicating environmental mission internally and externally

Broader definition of pollution prevention than EPAs: not just source reduction, but also recycling, treatment, disposal, and material substitution

HOW TWO N.C. COMPANIES COMMUNICATED THEIR POLICY STATEMENT TO EMPLOYEES

Aspects and Impacts (4.3.1)

An organization evaluates and addresses its own significant aspects, including nonregulated aspects May be positive or negative Think from the fenceline:

Aspect: Cause or Input: Element of an organizations activities, products, or services which can interact with the environment Impact: Effect or Output: Any change to the environment, whether adverse or beneficial, resulting from an organizations activities, products, or services

Aspects and Impacts

Consider:

Air emissions Solid/hazardous waste Water effluents Contamination of land Noise, vibration and odor Land use, energy use, water use Raw material and resource use Positive environmental issues

Not just regulated issues!

Example:

Aspect - Radioactive material Impact Transportation and storage issues; Environmental contamination

Marine Corps ISO 14001 Pilot Project

Environmental Aspects
Nuisance Impacts

Fuel Consumption - Use of a Nonrenewable Resource Training within a Natural Environment (Plant, Wildlife, Wetlands) Training within species habitat

Resource Impacts

Particulate Matter from Operating Vehicles Off-road Air Emissions from equipment and vehicles Outdoor burning - PM

Air Impacts

Input (raw material and labor)

Encampment
Disposal of Spill Residue Disposal of Solid Waste Disposal of Hazardous Waste

Waste Impacts

Soil disturbance leading to Erosion and Sedimentation Accidental Spillage - Vehicle /Helicopter/Equipment fluids Gray water

Soil Impacts

Conservation
Accidental Spillage - Vehicle/Helicopter/Equipment fluids Gray water

Groundwater Impacts

Soil disturbance leading to Erosion and Sedimentation Accidental Spillage - Vehicle/Helicopter/Equipment fluids Gray water

Surface Water Impacts

Lead Responsibility - Fish and Wildlife Division, Compliance Division, and Planning Division

Ranking/Significance Scoring
Consider: Environmental Concerns

Regulatory/legal exposure; health/env. risks; conservation Effect on the public image; community concerns Cost savings; cost recovery period; equipment/facility Scale, duration, and zone of impact Probability of occurrence - frequent, likely, possible, rarely, unlikely Severity of impact - catastrophic, severe, moderate, minor

Business Concerns:

Other issues:

Example Significance Matrix

Activity, Product, Service Dissolve Mineral Ore Aspect Impact Legal Liability Public Concern Frequency Severity OSR Significance (OSR>2.5) No

Water use Natural Gas Use Natural Gas Use Use of Strong Acids

Resource depletion Resource depletion Air pollution (Nox) Spills to land or water

1.75

1.50

No

1.50

No

2.75

Yes

Marine Corps ISO 14001 Pilot Project Scoring Guide for Ranking Significance Environmental Planning Division
Weight = 2 Weight = 2 Weight = 1.5 Weight = 2

POTENTIAL FOR DEGREE REGULATORY POTENTIAL OF FREQUENCY OR LEGAL COMMUNITY PROCESS ASPECTS IMPACTS IMPACT OF IMPACT EXPOSURE INPUT TOTAL Dry Cleaning Air Emissions Degradation of Air Quality 3 4 3 3 24.5 VOCs

Legal and Other Environmental Requirements (4.3.2)

Setting legal framework for the EMS

have a procedure to identify and access the legal requirements: state, federal, local

have a documented system for keeping up-to-date communicate to the right people
CMA Responsible Care

Industry-specific requirements

Intl.Chamber of Commerce (ICC) Charter

EPA ClimateWise, WasteWise, 33/50 Program Green Seal

Other voluntary requirements

Planning (4.3)
Review policy Determine significant impacts Determine legal/ other rqmts.

Establish obj./target

Objectives &Targets (4.3.3)

The organization shall establish and maintain documented environmental objectives and targets.
Can include commitment to:

reduce waste reduce or eliminate release of pollutant design product to minimize environmental impact in production, use, and disposal.

Be realistic. Keep objectives simple, flexible, and measurable.

OBJECTIVES & TARGETS

Reduce generation of hazardous waste Improve indoor air quality by reducing solvent odors Prevent spills Reduce electrical use

Reduce spent solvent by 80% by 01/2002 Reduce emissions by 90% by 05/2002

Max. of 2 /yr. by 2003 Reduce electricity use by 10% by 08/2002

Planning
Review policy Determine significant impacts Determine legal/ other rqmts.

Establish obj./target

Develop Env. Mgmt. program

Env. Mgmt. Program

Plan: Switch to aqueous cleaning process Action- Substitute water based cleaning process for vapor degreasing process Responsibilities - Process Engineering Schedule Bench top trials 2 months (date) Full scale pilot 3 months (date) Implementation period - 1 month (date) Resources needed - 1 FTE for 4 months - Est. Budget $12,000

Implementation (4.4)

Structure/responsibility (4.4.1) Training, awareness, & competence (4.4.2) Communication (internal/external) (4.4.3) Env. Mgmt. System Documentation (4.4.4) Document control (4.4.5) Operational control (4.4.6) Emergency preparedness and response (4.4.7)

Sections overlap: For example, 4.4.2 and 4.4.6 require that employees have info. on EMS as well as knowledge of environmental impacts from operations and activities

(4.4.2) Training: Ex. Training Matrix

Coleman Keeter Larry Cummings David Hux
5/8/00 9/1/00

Document Title

Document #

Rev

EMS Management Procedures N/A 5/9/00 5/9/00 Awareness Training N/A Environment Management System Manual EMS-0100.000 0 NR 2/14/00 EMS-0100.001 0 EMS Review Procedure
8/30/00

8/11/00 8/29/00

NR NR NR NR NR

5/9/00 5/12/00 9/11/00 5/12/00 5/12/00 5/9/00 5/11/00 3/8/00

4/10/00 4/10/00 5/10/00

2/14/00 2/14/00 2/14/00

5/8/00 3/8/00 5/8/00 3/8/00 5/8/00 3/8/00

Document Control Procedure Aspects and Impacts Procedure Corrective/Preventative Action Report Procedure Training Procedure Roles and Responsibilities Listing Objective and Targets - Improvement Plan Summary External Communications Procedure Environmental Management System Audit Sewer Overflow / Reporting Procedure (Press Release);Media List; Distribution list; Emergency Phone list Monitoring and Measuring Procedure Legal and Other Requirements

EMS-0100.002 0 EMS-0100.003 0 EMS-0100.004 2 EMS-0100.005 1 EMS-0100.006 0 EMS-0100.007 1 EMS-0100.008 1 EMS-0100.011 0 EMS-0100.012 3

5/15/00

5/9/00

5/9/00
12/18/00

8/30/00 8/29/00

NR NR NR NR NR NR NR NR

5/9/00 8/28/00 9/11/00 8/30/00 8/30/00 5/9/00 5/9/00

4/10/00 4/10/00 1/27/00
12/18/00 12/18/00

8/30/00

2/14/00

8/30/00 8/29/00 8/29/00

5/8/00 3/8/00

NR
6/28/00

6/28/00

8/11/00 8/29/00

6/28/00 6/29/00 9/11/00 8/30/00 8/30/00 8/4/00 6/28/00

NR
EMS-0100.013 0 EMS-0101.001 1

9/1/00

NR NR

Jim Eiden

Diane Shumate Opal Morgan Beth Eckert Janet Maddox Nancy Matherly Christina Johnson Bobby Hanna Charlie Graham

(4.4.5) Document Control Ex. Matrix

Document # Revision Retain Frequency Controlled Copy Locations ENVIRONMENTAL MANAGEMENT SYSTEM DOCUMENTS Procedures for Environmental Management System Environment Management EMS-0100.000 0 As As Needed w U: Drive System Manual Needed 1. Long Creek Operations 2. Crowders Conf. Room 3. PW Directors Office 4. Pretreatment Office 5. Superintendent's Office EMS Review Procedure EMS-0100.001 0 As Needed As Needed w U: Drive 1. Long Creek Operations 2. Crowders Conf. Room 3. PW Directors Office 4. Pretreatment Office 5. Superintendent's Office As Needed w U: Drive 1. Long Creek Operations 2. Crowders Conf. Room 3. PW Directors Office 4. Pretreatment Office 5. Superintendent's Office Document Title

Document Control Procedure

EMS-0100.002

As Needed

Checking/Corrective Action (4.5)

Monitoring and Measuring (4.5.1) Records (4.5.3)
EMS Auditing (4.5.4)

Non-conformance and Corrective/Preventive Action

(4.5.2)

(4.5.1) Monitoring and Measuring

The organization shall establish and maintain documented procedures to monitor and measure ... the key characteristics of its operations that can have a significant impact on the environment. Track how well the system is working Measure the key characteristics of those activities that can have significant impacts Analyze the root causes of problems

(4.5.2) Non Conformance and Corrective and Preventive Action

Develop procedure for investigating, correcting, and preventing system deficiencies Set up process for assigning responsibilities for and tracking completion of corrective action Set up process to revise EMS procedures based on corrective actions

(4.5.3) Records

The organization shall establish and maintain procedures for the identification, maintenance and disposition of environmental records Include - training records, audits, management reviews

(4.5.4) EMS Auditing

Develop internal EMS audit program Are all EMS requirements met?
(Are we meeting the standard?)

Is the system working?

(Are we doing what we said we would?)

Determine audit frequency and procedures; train auditors; keep records of audits, findings, and follow up actions

EMS Model (Plan-Do-Check-Act)

Policy

Management Review

Planning

Implementation Checking Corrective Action

(4.6) Management Review

Reviews EMS to ensure its continuing suitability, adequacy and effectiveness Reviews process to ensure necessary information is collected for evaluation Review must be documented Consider changes to:

policy objectives other EMS elements

Thoughts on Going for ISO 14001

Attend an overview class (need a champion, know whats coming) Start with gap analysis or road map 6-18 months to design and fully implement Work in teams or task groups Staff resources Incorporate Health and Safety? Level of Involvement of Suppliers/Contractors Training (internal/lead auditor, overview) Using an accredited trainer/registrar

For More Information

DPPEA offers free on-site EMS assistance and training DPPEA EMS web site: http://www.p2pays.org/iso/
Beth Graves, EMS Project Coor. (919) 715-6506 Beth.Graves@ncmail.net

Julie Woosley EMS Gov. Project Coor. 919-715-6527 or 800-763-0136 Julie.Woosley@ncmail.net

Barb Satler, EMS and Pork Producer Coor. (919) 715-6519, barb.satler@ncmail.net