Introduction to Environmental Management through STEM

Workshop leading to STEM Gold Certification

Workshop Agenda: STEM Gold

• Introduction– The story of STEM so far…– What have we covered and where are we now?

• STEM Gold11. Document Control12. Operational Control13. Emergency preparedness and response14. Business resilience: preparing your business for climate

change15. Checking and reviewing your EMS16. Reporting your environmental performance

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The story of STEM so far…

Benefits realised:- Average annual savings of £2,065 per

business supported- Average annual carbon savings of 3.9

tonnes per business supported- Business winning awards e.g. Green

Apple award- Making money by winning new business

as a result of improved credentials- Compliance with legislation

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STEM Blue 495STEM Silver 119STEM Gold 7

What we have done?

• Raised awareness of STEM across the South East

• Secured additional EU funding to continue providing workshops and Low Carbon Kent

• Kent 2020• KM Supplement• Green Business Conference –

19th November

What have we covered…

1. Management commitment

2. Baseline assessment

3. Significant environmental

impacts

4. Environmental Policy 5. Data collection

6. Legal compliance

7. Setting objectives and targets

8. Measuring environmental performance

9 . Communication & training

10. Roles & responsibilities

11: Implementing document control

12: Implementing operational control

13: Developing emergency

preparedness and response

14: Building business resilience

15: Checking and reviewing your EMS

16: Report your environmental performance

5Continual improvement

PLAN DO CHECK ACT

STEM BS 8555 ISO 14001 1: Management Commitment Phase 1 Stage 1 4.2. Environmental Policy

4.4.1. Resources, roles, responsibility and authority 4.6 Management Review

2: Baseline Assessment Phase 1 Stage 2 A.1. Initial Environmental Review

3: Environmental Aspects and Impacts Phase 3 Stage 1 4.3 Environmental Aspects

3: Significant Environmental Impacts Phase 3 Stage 1 4.3 Environmental Aspects

4: Draft Environmental Policy 4.2 Environmental Policy

5: Data Collection Phase 1 Stage 4 4.5.1 Monitoring and measurement

6: Legal Requirements Phase 2 4.3.2 Legal and other requirements 7: Set objectives and targets to reduce Phase 3 Stage 3 4.3.3 Objectives, targets and programmes

8: Measuring environmental performance with carbon footprint Phase 2 Stage 5 4.5.1 Monitoring and measurement

9: Communication and Training Phase 1 Stage 6 4.4.2 Competence, training and awareness 4.4.3 Communication

10: Roles and Responsibilities Phase 1 Stage 1 Phase 1 Stage 5

4.4.1. Resources, roles, responsibility and authority

11: Document Control Phase 3 Stage 1 4.4.4 Documentation4.4.5 Control of documents

12: Operational Control Phase 3 Stage 6 4.4.6 Operational control

13: Emergency preparedness and response Phase 2 Stage 4 4.4.7 Emergency preparedness and response

14: Business resilience: preparing your business for change Phase 2 Stage 4 4.4.7 Emergency preparedness and response

15: Checking and reviewing your EMS Phase 3 Stage 4 4.5 Checking4.5.1 Monitoring and measurement4.5.5 Internal audit4.6 Management review

16: Reporting your environmental performance Phase 3 Stage 7 4.5.1 Monitoring and measurement

Format of STEM Gold workshop

• Information about section• Complete tasks in STEM Gold Assessment Form• 7 outputs:

– Document control procedure– Updated Aspects and Impacts register detailing activities which

require control measures or procedures– Draft Control of waste procedure– Draft Emergency response plan– Climate change risk assessment – Internal audit procedure including audit checklist– STEM case study

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Document Control

• What is document control?• What documents do you need?• Types of documents• How do you control your

documents?• Exercise 1: Writing a Document

Control Procedure

What is document control?

• Document control is a way of ensuring that documents are approved, reviewed, updated, available and legible.– Documents are required to ensure that activities

are carried out in respect of environment.– Records are required to show where you have

been and what you have done.

What documents do you need?

• Documentation = written form or procedure, record or instruction (Paper/Electronic)

• Documents assist the organisation in moving information or providing information – E.g. Procedure for storing chemicals with respect

to the environment or Environmental Policy• Rule of thumb: Provide documents only when

absence of them might result in adverse impact on the environment

Types of documents

• Policies– Environmental Policy (STEM Blue)

• Procedures– Environmental Improvement Plan (STEM Silver)

• Records– Communications Record (STEM Silver)

• Registers– Impacts and Aspects Register (STEM Blue)

• Minutes and agendas– Management review (STEM Gold)

How do you control your documents?

• All levels of staff may need to access documents at some stage

• How do they know they are looking at right version, where do they find it?

• Useful to have a procedure demonstrating approval and control of documents (ISO 14001 requirement)

Exercise 1: Complete questions in Assessment Form

Operational Control

• What is operational control?• When do you need a procedure?• What to include in a procedure?• Writing procedures• Exercise 2: Identifying which

activities require a procedure• Exercise 3: Drafting a procedure

What is operational control?

• Operational control is the way that an organisation controls those activities that have a negative impact on the environment.– Documented procedures that control situations where

an absence of them would lead to deviation from the environmental policy, objectives and targets

• Sets out a standard way of doing things• Used as instruction or guidance

– Control measures that ensure activities do not harm environment e.g. training, secondary bunding, interceptors

When do you need a procedure?

• Identified significant aspects – If a business activity could have an adverse impact of the environment– Where a variation in process may conflict with the environmental objectives

and targets

• Where activities are:• Complex• Conducted infrequently• Sensitive to operational variables• Covered by legislation• Required to meet objectives and targets• Likely to cause pollution

What to include in a procedure?

• Procedure name and reference• Purpose: what does it intend to achieve• Scope: what activities are covered• Description• Allocation of responsibilities• Process for modifying procedure• Interface with other procedures• Date issued and version number• Authorisation• Definitions of unusual terms

Writing procedures: some tips

• Keep to a minimum• Keep short and simple• Draft, test and review with people using them

Examples of information in proceduresActivity Example information to include in procedure

Use of hazardous materials

Which products are hazardous? When should they be used? Who can use them?Where are they stored? How do you use them? What PPE do you need? Where are the COSSH sheets stored?

Use of company car When can you use it? How should you drive it – eco-drive? How/where do you fill up with petrol?

Use of power tools What PPE to wear? How to mitigate noise? How to store them?

Generating waste How do you store and dispose? How do you handle waste? What records do you need?

Cleaning vehicles Where? What do you need to check? Can you do it onsite?Use of oil Where do you store oil? How do you get it delivered? Where

are the spill kits?

Exercise 2: Identifying which activities require a procedure

• Using Aspects and Impacts register, complete last 4 columns identifying which activities require control measure or procedure.

• Remember, not all activities require a procedureAsk yourself:

• Are the activities covered by legislation?• Are the activities complex?• Are the activities infrequently carried out?• Are the activities relevant to achieving your O and Ts?• Are the activities likely to cause pollution?• Do you communicate these procedures in another way and therefore

don’t require a written procedure?

• Answer questions a and b on Page 8 of Assessment Form

Exercise 3: Drafting a procedure

• Complete the template for Control of Waste procedure for your business

• Answer questions c and d on Page 8 of Assessment Form

Emergency preparedness and response

• Why do you need to be prepared?

• How do you prepare for emergencies?

• Exercise 4: Developing an emergency response plan.

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Why do you need to be prepared?

• Sometime things don’t go according to plan...

How do you prepare for emergencies?

• Identify and assess risks your site poses to the environment – delivery and use of materials, overfilling

containment vessels, plant or equipment failure, fires, explosions, wrong connections of sewers and pipes, discharge of partially-treated or raw effluent, vandalism, flooding of part or all of your site.

• Reduce risk of incidents = Pollution Prevention Pays

You can’t avoid all risk, therefore…

• Develop Emergency Response Plan:– Prepare plan– Consult people– Publish and communicate – Test and exercise– Review and revise

Exercise 4: Developing Emergency Response Plan

• Read through and complete the Template Emergency Response Plan

• Checking the plan: imagine that there has just been an oil spill – Does the plan help you respond to this incident?– Is anything missing?

Page 9 of Assessment Form

Business resilience: preparing your business for climate change

• What is business resilience? Why do it?• How are businesses affected by the

environment?• How could your business be affected?• Why develop your resilience

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What is business resilience?“Resilience is the capacity to deal with, overcome, learn from or even be transformed by adversity.” Edith H. Grotberg, 1999

Building resilience will help you to reduce your vulnerability to environmental risks such as: severe weather events and climate changes, supply of raw materials, or changes in demand and legislation.

• Resist , rather than react to threats • Identifies weaknesses for improvement• Protect your reputation• Meet your customer requirements (now and in future)• Safeguarding staff safety, financial losses, business interruptions• Seize opportunities in new or developing markets

How are businesses affected by the environment?

The UKCP09 projections for Kent indicate severe weather events could become more severe and commonplace and general trends of :

• Hotter, drier summers• Milder wetter winters• More intense downpours• Sea level rise• Changes in storminess and high winds

Future planning will allow your business to adapt and respond to opportunities and threats as they arise allowing you build resilience and seek opportunities

How could your business be affected?

People (Implications for workforce,

customers/clients and changing lifestyles)

Example: Winter illness is reduced due to warmer

winters.

Demand(Change in demand

for services)

Example: Increased demand for tourism

services due to milder winters and

hotter summers temperatures.

Premises (Impacts on building design,

construction, maintenance and facilities management)

Example: An intense downpour combined with

blocked drains causes ground floor offices to flood.

Process(Impacts on the processes

of service delivery)

Example: Care workers unable to reach vulnerable

residents due to flooded roads.

Finance(Implications for

investment, insurance and stakeholder

reputation)

Example: Lack of preparation for flooding/

heat waves results in higher than needed financial impacts.

Logistical(Vulnerability of supply

chain, utilities and transport infrastructure)

Example: Power cuts prevent staff from

working on IT equipment.

Management(How will climate risks and

impacts be managed effectively?)

Example: Climate change risks and actions not embedded in

existing risk registers and business processes leading to vulnerability of service delivery.

Exercise 5: Identify impacts and actions to build resilience to severe weather events

Identify ways in which your businesses has been or could be affected by severe weather and any responses that have or could be implemented

Source of impact

Themes Impact on business Actions to build resilience

Snow/Freezing temperatures

PeoplePremisesMarket demand / supplyProduction/service deliveryTransport/supply chainFinance/insuranceManagement

Please complete page 16 of your STEM Gold Assessment

Homework

To help you identify the most significant impacts on your business to focus your adaptive efforts you can complete the climate change adaptation plan.

Checking and reviewing your EMS

• Monitoring and measuring your environmental performance

• Internal Auditing• Checking compliance• Non-conformity, corrective action and preventative

action

• Management Review

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Monitoring and measuring your environmental performance

• Many ways to measure your impact on the environment:– Measure Key Performance Indicators (KPIs)

• Kgs of waste produces• % of waste recycled• kWh of electricity consumed

– Proxy indicators: using a smaller number of broad brush indicators to represent wider environmental performance (e.g. carbon footprint)

In STEM, we have used carbon footprint

What we have done so far…

• STEM Blue: collected data• STEM Silver: measured baseline• STEM Silver: may have set objectives and

targets for reduction• STEM Gold: update performance and

calculate difference between the two– How are you doing against your target

Exercise 6: Complete questions in assessment form

• Or alternatively, update CF Spreadsheet (email lowcarbon@kent.gov.uk)• Answer questions on Page 17 of Assessment Form

2012 2013 Target3200325033003350340034503500

Electricity (kwh)2012 2013 Target

05000

100001500020000250003000035000

Gas (kwh)

2012 2013 Target0

50001000015000200002500030000

Business travel (miles)

2012 2013 Target1819202122232425

Water (m3)

Internal auditing

• Are we doing what we say?• An audit is a systematic, objective and

documented examination of environmental issues relevant to an organisation

• Aims:– Check compliance against objectives and targets,

policies, procedures, legislation– Check that procedures are working– Identify nonconformity, recommendations for

improvement and best practice

Internal Audit Terms

Non Conformances (NC):

Not fulfilling your EMS requirements!

Recommendations for Improvement (RFI)

Identified potential improvement

Good Practice Above and beyond normal performance

Preventative/corrective action:

How your going to make sure you meet the

requirements in future.

Exercise 7

1) Complete Internal Audit Procedure template2) Complete Audit checklist (Appendix 1 of

Procedure)– Please note that on re-certification to STEM, all

documentation is reviewed and should be amended as necessary.

H

Management review

• To assess the continued suitability of the EMS– Assess opportunities for improvement– Assess major problems and need for change

• At least annually (or when organisational changes)

• Documented review (ISO 14001 requirement) but drives improvement

External factors•Changing legislation•New economic instruments•Advances in best practice•Changing stakeholder expectations•Emerging issues

Internal factors• Performance against O & Ts•Major incidents•Findings of audit•Actions from previous management review•Opportunities for improvement•New business plans•Corporate values

Management review

• Suitability• Adequacy

• Effectiveness of

management system

Action plan for change

Management review agenda• Results of internal audits and evaluations of compliance with legal

requirements and other requirements.• Communication(s) from external interested parties, including

complaints.• The environmental performance of the organisation.• The extent to which objectives and targets have been met.• Status of corrective and preventative actions.• Follow-up actions from previous management reviews.• Changing circumstances, including developments in legal/other

requirements related to aspects.• Recommendations for improvement.

Exercise 8: Complete questions in Assessment Form

• Who will carry out your management review?– List attendees

• How often will it be carried out?• How will results be communicated?• To whom will results be communicated?

Reporting your environmental performance

• Why report on your EMS performance?• What needs reporting?• How to report performance?• How often?• Who needs updating?

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Why report?• To demonstrate that you are serious about improving

environmental performance• Benefits:

– Raise staff awareness– Find out where you are at– Improve reputation– Show leadership– Attract staff– Win business?

• Public disclosure of company’s environmental performance– Increased in recent years– Top FTSE 100 companies have to report on GHG emissions in Directors

report in October 2013 (Companies Act 2006)

Top tips

• Know your audience– What will they be interested in?– How will you present your claims?

• Publish data to back up your claims• Seek verification where you can

– E.g. if you market yourself as ‘carbon neutral’ – get this statement verified

How to report?

• Annual Environment report• Online websites, blogs• Internal communication channels; emails,

display boards• Keynote speeches at conferences• Media• Information on packaging

What to report?

Environmental policy Carbon Footprint and KPIs Progress to objectives and targets

Achievements, further improvements , & changes

Standards obtained Awards

Exercise 9: STEM case study

Use template to demonstrate how your company has improved its environmental performance through STEM– Carbon footprint– Cost savings– Progress against objectives

and targets• Environmental programmes

– Awards

Congratulations

What we need from you now

• Evaluation forms• Group Risk Assessment Sheets on flipchart

paper• Case studies – we will scan and send back to

you• PhotoWe will update STEM Register and send

documentation, certificates, etc.

Thank you!

Don’t forget:Green Business Conference on 19th November. Book your place by emailing lowcarbon@kent.gov.uk