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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
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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….
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Today – Month 4
• EMS Map
• Document Control
• Procedures
• Emergency Actions
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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.
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Aspects
• 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
Impacts
• 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)
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
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
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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
Steps to Setting Objectives, Targets, and Indicators
1) Identify broad aims from policy
1) Identify broad aims from policy
2) Consider significant aspects and impacts
2) Consider significant aspects and impacts
3) Draft objectives3) Draft objectives4) Draft targets tosupport objectives
4) Draft targets tosupport objectives
6) Check all elements for consistency
6) Check all elements for consistency
5) Identify indicators totrack against targets
5) Identify indicators totrack against targets
Environmental Management Programmes
• 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
Building the EMS
POLICY
Objectives
Targets
Actions
Aspects & Impacts Legislation
EnvironmentalManagement Programme
Indicators
Environmental Management Programme Template
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ObjectiveEnv improvement or
control
Objective Reference No.
TargetWhat by when
Link to Policy or Significant aspects
Supporting Indicator(s)
What Broad Outline of
Programme
Where and to Who will the programme
apply
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How Required Actions to meet above Objective
and Target
Who Responsible
Person(s)
WhenTarget Date
Relevant Documentation
Additional Resources Required
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
Management System Overlaps
Environment
Policy
Planning
Documentation
Training & Communications
Auditing
Records
Checking & corrective action
Management review
Continual Improvement
Health&
Safety
Quality
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.
A Typical EMS Structure
POLICY
Objectives
Targets
Actions
Aspects & Impacts Legislation
EnvironmentalManagement Programme
ProceduresWhere controls
are needed
Indicators
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
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
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
Ownership
• Structure – two tiered– Steering Committee– Action Team
• Responsibility– Committee– Environmental Manager– Team Roles– Others as delegated
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ISO14001 Requirements
• Structure & Responsibilities
– Defined– Documented– Resources provided– Management Rep
• Management Rep Responsibilities
– EMS implementation and maintenance
– Reporting
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?
• Ways of Documenting
– Procedures
– Schedules
– Responsibilities Document
– Organisation Chart• Communication
– To those affected
– Skills/Knowledge building
Roles, Responsibilities & Authorities
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 ?
ISO14001 Requirements
• Communications– Procedures for:
• Internal• Receiving
Communications– Consideration of
External
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 ?
Training, Awareness, & Competence
• What types to do:
– Awareness Raising Activity
– Specific Issue Related Training
– Task / Procedure Related Training
Meeting ISO14001
• Training Needs Identification
• Understanding– Importance of
compliance– Significant Impacts– Roles &
Responsibilities– Consequences
• Competence• Training Records
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
Some Key Areasof Training
• Induction
• General Awareness
• Specific Skill
– Theory
– Practical
• Refresher
• Assessments
Training Records
• Needs Assessment• Evidence of Existing Competences• Plans & Schedules• Who• When• Where• What• Feedback• Assessments & Reviews• Certificates & Awards• Requests
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
EMS Documents & Records
• EMS Documentation
– Input– [Documents]
– Output– [Records]
– Related– [Documents or Records]
Options for Document Management
• Input - Documents– EMS Manual
– Multiple Manuals
– Electronic Media
– Other Management Systems
– Index of Documentation
Document Control – ISO14001
• ISO14001 Requirements– Procedure(s)
– Can be Located
– Reviewed & Revised
– Available
– Removed when Obsolete
– Clearly Identified
– Legible & Dated
– Responsibilities
Approaches to Document Control
• Check Existing Practices
• Document Identification and Status
• Issuing Documents
• Access to Documents
• Amending and Withdrawing Documents
• Authorised Approval
Records Management
• Output - Records– Hard Copy or Electronic Media
– Retention Period
– Storage
– Responsibilities
• Related – Clear Referencing
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?
ISO 14001 Requirements
• 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
Developing & Implementing Procedures
• Developing
– How would you go about developing procedures ?
• Implementing
– How would you go about implementing procedures ?
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
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