From CP to EMS Introducing an Environmental Management System based on Cleaner Production STENUM GmbH

From CP to EMS

Introducing an Environmental

Management System based on Cleaner

Production

STENUM GmbHwww.stenum.at

Slides 11 – From CP to EMS

Cleaner Production – Principles

CP considers Technologies Employees Raw materials Processes Emissions Partners Products


PRODUCTSPrimary and secondary

Material emissions

Solid waste, gases, wastewater

SYSTEM UNDER CONSIDERATIO

N

MATERIALRaw material, process material, other material, water

ENERGY CARRIERSFuels, e.g.gas, oil, coal

ENERGYMass-free, e.g. electricity or district heating

Energetic emissions

Waste heat, noise

Cleaner Production – Principles


ISO 14001:2004 – Continuous improvement

Continuous improvement

Environmental policy

Planning Environmental aspects Legal requirements Objectives, targets and

programme(s)

Implementation and operation Resources, roles, responsibilities and authorities Competence, training and awareness Communication Documentation Control of documents Operational control Emergency preparedness and response

Checking Monitoring and measurement Evaluation of compliance Nonconformity, corrective and

preventive action Control of records Internal audit

Management review


Method: Plan-Do-Check-Act

PLAN: Objectives and processes are defined in accordance with the environmental policy.

DO: Processes are implemented. CHECK: Processes are monitored and

measured against the environmental policy, targets, objectives, legal requirements and requirements from stakeholders. The results are reported.

ACT: Measures to continually improve the performance of the EMS are implemented.


What is an EMS?An EMS controls all activities of the organization

with environmental impact through responsibilities, tasks and procedures.

Environmental policy: Where do we want to go?

Check environmental impacts: Where are we?

Environmental programme and targets: Where

are we going? Environmental management system: How are we

getting there? Environmental audit: Are we on the right track?


Benefits of an EMS for a company


ISO 14001:2004

Requirements of an EMS:Compliance with all relevant legal

regulationsIdentification, documentation and

regular monitoring of objectives and programmes for the continuous improvement of the environmental aspects

Provision of relevant environmental information to the general public


Elements of an EMS

Environmental policy Initial review Environmental programme Internal audit Certification audit


Objectives of ISO 14001:2004

Based on this international standard a company shall establish a procedure

which describes and analyses the environmental impacts resulting from its activities in a comprehensive way and take effective action to improve

and control them.


Structure of ISO 14001:2004

ISO 14001:2004 consists of 4 chapters and the appendixes A and B.

Chapter 1: Scope Chapter 2: Normative references Chapter 3: Terms Chapter 4: Requirements for an EMS

Appendix A: Instruction for application Appendix B: Comparison of ISO

14001:2004 and the quality management system standard ISO 9001:2000


Initial environmental review

Analysis of environmental aspects and impacts

Objectives: Collection of all relevant data (material and energy

flows by volume, costs and risk) Evaluation of aspects according to their specific

environmental importance Definition of company-specific problems in the scope

of the environmental policy Setting priorities for possible improvement


Initial environmental review Assessment of environmental impacts

Evaluation tool Analysis of specific aspects Development of opportunities for improvement

Potential environmental impacts: Location of impact: atmosphere, water, soil,

resources, etc. Environmental impact: ground ozone, hazardous

gases, smoke, radioactivity, hazardous substances, waste, soil contamination, energies, raw materials, noise, vibrations, etc.

Influence of: CO², N²O, freons, energy consumption, industrial usage, sealing of land, etc.


Procedure for the assessment of environmental impacts

Site inspection Material and energy

analysis Gap analysis Risk assessment Legal compliance


Assessment: Site inspection

Identifying environmental aspects and impacts of all technical equipment, processes and prior activities

Analysing the equipment and comparing to best available technology (efficiency, losses)

Analysing the possible risks arising from use of the equipment


Assessment: Material and energy analysis

Identification of material and energy losses due to inefficiencies

Identification of toxic or environmentally hazardous substances

Balance scheme


Assessment: Gap analysis and risk analysis

Gap analysis: Evaluation of responsibilities, existing procedures and documents related to environmental aspects

Risk analysis: Determined by relevance and probability

Example:


Assessment: Legal compliance Determine which legal and other requirements

apply to the company’s situation Adapt procedures accordingly Define the environmental aspects concerned


Evaluation of the initial environmental review

Prioritization of the evaluated environmental problems

Priorities set by evaluation criteriaIn practice often determined by economic

parameters High losses occur but only low investment is

necessary Responsibilities are not defined Limits are exceeded Clear non-compliance with ISO 14001:2004


Environmental Policy – Environmental Objectives

Where are we going?

Steps to draft and issue an environmental policy1. Analysing environmental policy requirements2. Environmental policy proposal3. Identifying and evaluating aspects4. Include significant aspects in the policy5. Discussion with the heads of department

whether the policy can be used as a basis for the definition of environmental objectives

6. Issuing the environmental policy


Environmental targets and environmental programme

Definition of targets to ensure that the objectives are met

Environmental targets must be defined to

Provide all necessary resources

Define responsibilities at all relevant levels

Ensure a continuous process of improvement


Documentation

The EMS manual describes how the company’s EMS operates

The EMS manual should include:

Environmental policy Organizational structure Statement of objectives and

targets and the environmental improvement programme

Responsibilities and authorities of employees involved in the EMS

Documented procedures for all processes and activities with significant potential environmental impact


Documentation of selected elements Operational control and record keeping Management of the EMS Emergency planning Internal audits

Selecting auditors Frequency Audit process Nonconformities

Information on the management system

Basic information Deeper understanding Training records

Contractor awareness


Template for an EMS manual according to ISO 14001:2004

The EMS manual documents: Environmental policy Environmental objectives Planning process Responsibilities and

procedures for environmental protection


Structure of an EMS

I. Table of ContentsII. General Requirements1 Environmental Policy2 Planning3 Implementation and

procedures4 Control5 Management review


General requirements Introduction of the company Authorities – responsibilities

(environmental organization chart) Revision status and date of last revision Information for the user, contents of the

environmental manual and structure of an element

List of environmentally relevant documents

Terms and abbreviations

TOOLKIT

The environmentally relevant documents (energy and material flows, hazardous materials, waste management concept) have been defined in the respective volumes of the UNIDO CP Toolkit.


1 Environmental policy Part of the company’s overall policy Objectives:

Definition of an environmental policy Authorization and communication within the

company Contents:

Lines of action Compliance with relevant environmental legislation Commitment to continuous improvement of

environmental aspects Reduction of environmental aspects using best

available technology

TOOLKITEnvironmental policy defined during the cleaner production programme (Volume 2).


… building a vision


2 Planning – Environmental aspects

Objective: Development of a procedure for auditing,

controlling and evaluating the relevant environmental aspects

Implementation: Identifying the environmental aspects of

activities, products and services Considering aspects which are connected to

products and services Introducing criteria and an identification process

for environmental aspects Documenting and filing relevant environmental

aspects

TOOLKIT

An input-output analysis carried out and documented in the Top 20 worksheets;

Worksheets for waste and emissions completed; Toxic raw materials identified; Material flow analysis and energy analysis completed.


Relevant processes and plants

Which environmentally relevant plants are in operation?What are their regular emissions?(Flowchart, emissions)

Which unscheduled processes are relevant? (FMEA, Ishikawa)


Example: Process map of a machine manufacturing company

Core processes:Customer consulting

Development and designPrototypingProductionSamplingServicing

Recruitment, training

CU

STO

MER

Support processes:Sales

Accounting and administrationMaintenance

Management processes:Planning

ControllingInvestment


Evaluation of environmental effects Standard

process operation

Emergency

Red Use of toxic materialsNon-complianceHigh loss of material and energy in relation to sector-specific benchmarks. Or: No information available

Several accidents per yearConsiderable effects possibleNo precautionsOr:No information available on risks and effects

Yellow Efficiency could be improvedMaterials could be substituted

A few accidents, Precautionary measures could be improved

Green No toxic materials Full compliance, Small losses

No accidents, no risk, effective precautionary measures


2 Planning – Legal and other requirements

Objective: Establishment of a procedure for identifying,

evaluating and updating legal requirements and requirements from stakeholders

Implementation: Identification of all legal requirements Compliance with laws and regulations Identification of a person responsible for

environmental laws

TOOLKIT No direct reference.


2 Planning – Objectives, targets and programme(s)

Objective: Objectives and targets for each relevant

function and level of the organization

Implementation: Objectives consistent with the environmental

policy to support preventive environmental protection and minimize negative environmental impacts

Specific and measurable objectives and targets – development of indicators

TOOLKITUse of indicators described in Volume 7 and the environmental programme documented in the Cleaner production report (Volume 9).


Policy – targets – programme

PolicyObjectives

TargetsProgramme

Action (responsibility, date, resources)


Definition of targets

Targets could be: Best available

practices and technology

Minimization of costs Continuous

improvement


Targets should be

Specific

Measurable

Achievable

Realistic

Time-related


3 Implementation and operation – Framework

Objectives: Allocation of the necessary resources (personnel,

know-how, technology and financial means) Definition of responsibilities, tasks and authorities

Implementation: Appointment of an environmental management

representative Documentation of responsibilities and authorities Sufficient resources

TOOLKIT Environmental team set up and environmental manager

appointed (see Volume 2); Responsibilities are partly defined.


Organization


3 Implementation and operation – competence, training and awareness

Objectives: Implementation of a procedure to systemically

develop technical competences Identifying training needs, preparing a training

plan and creating awareness

Implementation: Training, information and motivation of

employees Focused training ensures competence of

personnel Reducing the risk of accidents and incidents

TOOLKIT No direct reference.


3 Implementation and operation – Communication

Objectives: Development of a system which ensures

external and internal information

Implementation: Development of a communication concept

and its implementation Use of different instruments (meetings,

reports, etc.) Communication with relevant stakeholders

(employees, external stakeholders such as suppliers, investors, NGOs, etc.)

TOOLKITSome measures implemented (see Volume 2: Providing information for relevant stakeholders).


Communication and information

How long does it take to inform our employees about the environmental policy? If each informed employee talks to two uninformed ones per day, on will know!

day employees1 22 43 84 165 326 647 1288 2569 512

10 1024


Information


3 Implementation and operation – Documentation

Objectives: Installation of a documentation system including

the elements required by ISO 14001. Implementation:

Elements of an EMS documentation (manual, checklists, forms, process instructions, etc.)

Criteria for the documentation Benefits of proper documentation:

• Easier implementation by communication and training• Easier maintenance and revision• Lower risks• Easier proof and explanation

TOOLKITCleaner production report (Volume 9) documented certain elements of an EMS (environmental policy, environmental manager, environmental team).


3 Implementation and operation – Control of documents

Objectives: Definition of a procedure which controls the

collection, identification, registration, storage and retrieval of environmental documents

Implementation: Decision on the contents of the documents

and the objectives Explanation of the procedures for drawing up,

checking, dissemination, updating and invalidation

TOOLKIT No corresponding measures.


3 Implementation and operation – Operational control

Objectives: Exact control of processes with

environmental impacts Identification of necessary measurements

and indicators

Implementation: Description of regulations and definition of

processes with relevant environmental impacts

• Ecological procurement• Storage of materials• Maintenance• Energy management, …

TOOLKIT

A basis for operational control has been developed during the identification of environmentally relevant company areas (Volume 1) and all relevant emissions have been identified and quantified (Volumes 3 and 4).


Development of a set of indicators

Targets: Reduction of material losses Substitution (e.g. processes,

materials) Cost reduction Structuring of relevant data

(databases, organization charts etc.),

Presentation, analysis and monitoring of data

Decision making (choose relevant data to achieve targets)

Mass balances and costs

Targets

Set of indicators


3 Implementation and maintenance – Emergency preparedness and

response Objectives:

Identification of potential accidents and emergencies and implementation of preventive measures

Implementation: Definition of emergency procedures for all activities

and areas Individual procedures for the use of hazardous

materials Establishing a standard procedure to prevent risks

and minimize danger Documentation of behaviour during accidents and

emergency situations

TOOLKITA list of hazardous materials has been compiled and environmental risks have been considered during the identification of priority areas (Volume 6).


4 Checking – Monitoring and measurement

Objectives: Introduction of a procedure to measure and monitor

environmentally relevant aspects Documentation of corresponding objectives and

targets

Implementation: Permits, specific threshold values for concentrations

and loads of pollutants, applicable procedures and standards for measurement and monitoring

Measurement of process parameters Recording of measurements List of inspection equipment including parameters

(emission parameters, equipment to be used, frequency of measurements, etc.)

TOOLKITThe results of environmentally relevant measurements partly documented in the Cleaner production report (Volume 9).


4 Checking – Evaluation of compliance

Objectives: Implementation of a procedure to evaluate

compliance with all relevant laws, regulations and legal obligations

Documentation of compliance audits

Implementation: Definition of the responsibility for implementation Regular compliance audit Monitoring compliance with the identified legal

requirements

TOOLKITNo corresponding measures during the cleaner production programme.


4 Checking – Nonconformity, corrective and preventive action

Objectives: Implementation of a procedure for identifying

corrective measures and eliminating measures which result in nonconformity

Implementation of corrective and preventive measures

Implementation of a procedure to document gaps and corrective measures including updates

Implementation: Documentation of procedures in case of deviation

from the targets and the environmental programme

TOOLKIT

Some basic activities have been implemented in the UNIDO IPA report (Volume 7 – Worksheets 7-1 and 7-2 for the definition of indicators for an environmental management system).


4 Checking – Control of records Objectives:

All documents used inside the company• Must be clearly identified• Are checked and revised• Must only be used in their valid version

Expired documents have to be immediately withdrawn and clearly marked as such

Implementation: Identification, filing, protection, retrieval,

retention and disposal of relevant records (documentation of trainings, records from process control, etc.)

TOOLKIT

Documentation of the environmental programme Input/output data in the IPA report Data describing waste and emissions Results of the environmental impact assessment and

environmental measures


4 Checking – Internal audit

Objectives: Development of a procedure and programme for

internal audits and systematic preparation and documentation of the certification audit

Implementation: The regular and objective evaluation of

performance of the company, the management and the processes is systematically documented

Qualified internal auditors or external auditor



The tasks of an auditor

TrainingPlanning

Learning

Option identification

?


5 Management review

Objectives: Regular management review of the system and

documentation of a procedure to ensure continuous improvement

Implementation: Regular monitoring and evaluation ensures

improvement of the environmental performance Definition of responsibilities Report including observations, conclusions and

recommendations and a list of necessary measures Various documents (results from internal audits,

reports, analyses and minutes, results of external audits, etc.)



Case Study: Znovin Znojmo Winery with 80 employees 100 m crowns of annual turnover 30,000 hl of production in 1997 High quality wines

Objective: Production of organically grown wine

Wine production:• Wine harvest,

Transport to cellar• Pressing• Fermentation• Filtering, treatment• Filling, packing• Delivering

Wastewater

Organic waste


Case Study: Znovin Znojmo

Environmental programme: Environmental policy Manual Definition of procedures:

Legal compliance Materials, products and

emissions Plants Training Correction, audit, review

Training of employees Optimization of water

system

Introduction of the EMS (1995)

Review

Workshops

Collection of regulations and documents

Completion, documentation of procedures

Documentation

Coordination, training



EMS:Procedure, organization, documentation

Leg

al

com

plian

ce

Mate

rials

, Em

issio

ns P

lan

ts

Tra

inin

g

Con

trol,

au

dit

Revie

w

Documentation:



Result: BOD emissions reduced by 18 t

per year!

Documents

From CP to EMS Introducing an Environmental Management System based on Cleaner Production STENUM GmbH