An Overview of Environmental Management Systems (EMS)

WHAT IS AN ENVIRONMENTAL MANAGEMENT SYSTEM? The ISO 14001 Definition

The overall management system that includes
organizational structure, planning activities, responsibilities, practices, procedures, processes and resources for developing, implementing, achieving, reviewing and maintaining the environmental policy.

What is an EMS in laymans terms?

An EMS is really just a formal planning tool to help an organization organize priorities and pursue goals.
Think of it as a fitness plan for an athlete!

ems vs. EMS

All organizations have some type of environmental management system regardless of what they do For this discussion, the focus is a more formalized, recognized, and structured approach defined in the international EMS standard, ISO 14001 In most cases, additional effort is needed to transition from existing environmental activities to the more formal ISO 14001-type EMS
4

An Effective EMS:
Supports a variety of goals
Ensures the impact owner is responsible Is in harmony with mission Recognizes continual improvement

Plan Do Check Act

Continual Improvement
Management Review Checking & Corrective Action

Environmental Policy Planning Implementation & Control

6

Policy
Statement of an organizations intentions and principals in relation to its overall environmental performance Provides a framework for the EMS objectives and targets

Planning
Identify Environmental Aspects and Impacts

Identify Activities, Products and Services

Determine Significant Environmental Aspects

Establish Objectives,

Targets and
Determine Legal and Other Requirements Programs

Environmental Aspects
Identify environmental aspects of activities products and services that you can control and can influence
Examples include air emissions, water discharges, soil contamination, use of raw materials, energy use, use of natural resources

To determine those which have or can have significant impacts on the environment
9

Legal and Other Requirements

Identify legal requirements that apply to your facilitys aspects Identify other requirements to which you subscribe e.g., Executive Orders, agency/bureau policies or voluntary practices

10

Objectives and Targets

Develop and pursue environmental objectives and targets Consider legal and other requirements Consider significant aspects Reflect interested parties Reflect policy commitments Results guide how you will measure progress
11

and Program(s)
Develop and use a plan to achieve objectives and targets Assign responsibility Function Level Describe what is to be done, what will be measured, and what the schedule will be

12

Implementation and Control

Organization & Accountability Capabilities & Communications Controls

Resources, Roles, Responsibility and Authority

Competence Training and Awareness

Documentation and Control of Documents

Operational Controls

Communication
Emergency Preparedness and Response
13

Resources, Roles, Responsibility and Authority

Management provides resources to implement, maintain and improve the system Roles and responsibilities are defined, documented, communicated

14

Competence, Training and Awareness

Ensure competence training to Regulatory requirements Standard operating procedures Train on EMS - awareness including policy Relationship between activities and environmental impacts Include those who perform tasks on behalf of the organization contractors
15

Communication
Ensure internal communication between

levels and functions BOTH WAYS! Decide whether to communicate externally

16

Documentation and Document Control

Document the System Describes parts of the system and how they work together Control system documents Can be located - are legible, dated and maintained Reviewed, approved and revised as necessary Current versions are available to practitioner Obsolete documents are removed from use and maintained if necessary
17

Operational Control
Identify operations and activities associated with significant environmental aspects Develop and use procedures used in those operations and activities to address significant aspects to pursue objectives and targets

18

Emergency Preparedness and Response

Develop and use procedures to Identify potential for accidents and emergencies and associated environmental impact and what response will be Prevent, respond to and mitigate associated environmental impacts Review and revise procedures after emergency or accident
19

Checking and Corrective Action

Evaluation of compliance Monitoring and Measuring Nonconformity, Corrective and Preventive Action

Records

Periodic Internal EMS Audits

20

Monitoring and Measurement

Develop and use procedures to monitor and measure activities related to significant aspects Track performance, operational controls Determine success towards objectives and targets

21

Evaluation of Compliance
Develop and use a procedure to periodically evaluate compliance with legal requirements Also evaluate compliance with other requirements Records are kept of the evaluations

22

Nonconformity, Corrective and Preventive Action

Develop and use procedures defining responsibility and authority to address problems who is responsible Mitigate impacts Identify cause Develop corrective action and implement it Modify procedures if necessary to prevent recurrence Review effectiveness of modified procedures
23

Records
Develop and use procedures for identification, maintenance and disposition of environmental records Training Audits or other reviews

24

Internal EMS Audits

Periodically audit to determine if the EMS, is being properly implemented and maintained Audit information is provided to management

25

Management Review
Take account of: audit findings progress records on objectives changes to facilities changes in activities, products or services changes in technology concerns of interested parties other relevant information
To Assess the suitability, adequacy, and effectiveness of the EMS

In order to determine the need for change and improvement to: the environmental policy the objectives and targets other elements of the EMS

26

Plan Do Check Act

Continual Improvement
Management Review Checking & Corrective Action Environmental Policy Planning Implementation & Control
27

Keep in mind
The EMS and related measurement tools are just that, tools. Alone, they will not guarantee success. The organization must use the tools, not just have them. An effective EMS is alive; constantly measuring performance, making adjustments, and looking for opportunities for continual improvement An EMS cycle gets repeated to ensure it is meeting the policy goals, working properly and updated as necessary
28

Summary
A formal EMS reflects an accepted framework for managing the environmental footprint of your organization including sustainable practices Most organizations already have several EMS elements in place - the system relationship is lacking and can be achieved by adopting the formal framework Success comes from following the framework and being committed to implementation and maintenance
29

EPA Region 8 EMS Integrating Electronics Stewardship

Kim Bartels USEPA Region 8

FEC Partner Call April 2009

EMS - The Standard

30

Its all about reducing our US building sector footprint footprint

12 footprint low, 65% 70% Keep the facilitys environmental% Greenhouse and lead by Gas Water Waste Electricity example, using the building as a learning lab and a teaching Emissions Use Output Consumption tool in the following ways: 30%

o Integrate EMS with LEED EB certification o Participate in EPA voluntary WASTE COST greening programs WATER SAVINGS USE o Develop and maintain an 50SAVINGS CARBON SAVINGS ENERGY integrated performance tracking 3090% SAVINGS 35% 50% system 30%

Average savings of green buildings

EMS - The Standard

31

How do we keep our footprint small?

Policies Targets & objectives

Operating procedures

Performance measures
EMS - The Standard 32

Management Champions

Who are the R8 EMS players?

Recycling Electronics Stewardship Property & Waste Mgmt. Fleets, Fuels & Supplies Facilities Records Purchasing Communication Alternative Transportation Green Roof
33

GreenOps Team

LEED EB Team

EMS Core Team

Integrated Performance Tracking Team

EMS Auditors
EMS - The Standard

Current Environmental Management Programs (EMPs) in place under the Region 8 EMS
Water Conservation and Efficiency
Transportation Recycling & Solid Waste Management

Hazardous Waste/Universal Waste Management

Facility Sustainable Design & Operation Energy Management

Electronic Stewardship

EMS - The Standard

34

Region 8 Electronics Stewardship EMP

Objectives: Promote electronic stewardship through purchase of Electronic Product Environmental Assessment Tool (EPEAT)-registered products, operation (including enabling Energy Star features of products), and end of life management strategies for electronic assets and by integrating electronic assets into personal property management systems and programs. Targets: 1. 95% of eligible electronic equipment purchased or leased annually will be EPEAT-registered 2. 100% of eligible computers and monitors in operation at the facilities will have ENERGY STAR features enabled 3. Establish electronic equipment procurement policy SOP 4. Establish policy & procedures to enable & maintain energy saving features 6. Provide support to 2 federal agencies to implement sustainable electronics management Progress Indicators (PIs): % of electronic equipment EPEAT registered % of eligible computers and monitors with ENERGY STAR features enabled SOP completion SOP completion Policy completion 2 Federal agencies supported

7. Establish procedures for appropriate re-use, recycling & disposal of electronics

8. 100% of non-reusable electronic equipment disposed of annually will be recycled using environmentally sound management, as defined by EPAs Plug-In To eCycling guidance 9. Regional Office and Laboratory equipment will continue to have an average life span of five years (includes equipment logged into the property management database) 10. Scientific / Analytical Instruments located at the Laboratory will continue to have an average life span of at least five years (includes equipment logged into the property management database) 11. Develop SOP to procure and manage laboratory instrumentation (energy, decontamination)

SOPs completed
Excess equipment logs

Property Management database report

Property Management database report

SOP completion

EMS - The Standard

35

Region 8 Electronics Stewardship EMP

Target 1. 95% of eligible electronic equipment purchased or leased annually will be EPEAT-registered 2. Establish electronic equipment procurement policy SOP 3. Establish policy & procedures to enable & maintain energy saving features 4. Provide support to 2 federal agencies to implement sustainable electronics management. 5. Establish procedures for appropriate re-use, recycling & disposal of electronics 6. 100% of eligible computers and monitors in operation at the facilities will have ENERGY STAR features enabled 7. 100% of non-reusable electronic equipment disposed of annually will be recycled using environmentally sound management, as defined by EPAs Plug-In To eCycling guidance 8. Regional Office and Laboratory equipment will continue to have an average life span of five years (includes equipment logged into the property management database) 9. Scientific / Analytical Instruments located at the Laboratory will continue to have an average life span of at least five years (includes equipment logged into the property management database) 10. Develop SOP to procure and manage laboratory instrumentation (energy, decontamination) Tasks to accomplish target % of electronic equipment purchased that is EPEAT registered Complete SOP Complete SOP and policy Target Federal agencies for support. Provide support. Revise existing IT Asset Management procedure to include elements for disposal of electronics % of eligible computers and monitors with ENERGY STAR features enabled Task date Reporting date 09/09 Completed 12/07 Completed 2/5/08; revised 10/31/2008 09/09 01/30/09 Ongoing verification per SOP; Report on EZ-Save annually, 9/30/09 Ongoing

Excess equipment logs

Property Management database report

Ongoing

Property Management database report

Ongoing

SOP completion

05/09

EMS - The Standard

36

Other Elements of the Region 8 Electronics Stewardship EMP

Other Sections:
Operational Controls Relevant reference documents Legal & other requirements

Program Leads Listed:

Information Systems Program Pollution Prevention Infrastructure/Facilities

EMS - The Standard

37

Promoting our Electronics Stewardship Activities

R8 Green Building & Green Operations web page:
http://epa.gov/region8/building/

Electronics Stewardship EMP Summary for distribution to employees New and revised electronic stewardship policies:
Electronics Stewardship Procurement (Purchasing EPEAT & Environmentally Preferable IT Products) Power Management IT Asset Management Paper Consumption Reporting

EMS - The Standard

38

Questions?
Kim Bartels EPA Region 8 (303) 312-6346 bartels.kim@epa.gov

EMS - The Standard

39

Integration of the Federal Electronics Challenge into an Environmental Management System

Bruce Angle, EMS Manager Idaho National Laboratory April 2, 2009

Background
Idaho National Laboratory Operated for the Department of Energy by Battelle Energy Alliance, LLC 4,000 employees 6,000 computers 10,000 LCD displays Four major campuses spread over 580 square miles ISO 14001 Environmental Management System since 2002

Why has FEC succeeded at INL?

It was an accident of birth The Federal Electronics Challenge (FEC) was born into a suitable family The right timing The right resources The right environment The right support The right need

What Makes INL Suitable?

Size Small organizations integrate requirements well if everyone can see the whole picture. Typically, they can operate very informally. Large organizations integrate requirements well if they are large enough that they need to have a formal structure, with organizational specialization. INL is large, has a formal organization, well defined roles and responsibilities.

What Makes INL Suitable?

Our relationship with the Department of Energy (DOE) DOE gives us very specific direction through our contract and through the DOE Order system. DOE expectations for our performance are well defined, and communicated throughout INL We operate in a regulated environment and have had to learn to deal with regulations and requirements INL has effective systems in place to identify requirements and assign them to appropriate owners within the organization

What Makes INL Suitable?

INLs organization structure INL has 18 management systems, including the Environmental Management System Each management system is responsible to identify requirements within its functional area and distribute those requirements to the other managements systems as appropriate for implementation Each management system is also responsible to implement the requirements distributed to them by the other management systems

What Makes INL Suitable?

ISO 14001 Registration INLs EMS has all of the elements that have been determined to be needed for an EMS to be effective The ability to identify and manage requirements

The use of Objectives and Targets to focus on particular needs

What Makes INL Suitable?

Senior management buy-in and support Management is interested, engaged, and supports FEC with appropriate resources FEC is recognized as the right thing to do Personnel at all levels in the organization recognize the benefits of participation in FEC, are willing to do their part, and encourage their peers to participate as well Personnel recognize that we have a lot of electronics, and we need to manage them responsibly.

Our Formula for Success

We recognize that electronics are everywhere and since they are essential to INL operations, they need to be managed responsibly We have a formal organization that manages requirements well We have clear direction

We have an effective EMS with the tools needed to do the job We have strong support from the bottom to the top of the organization

Contact
Bruce Angle, EMS Manager Bruce.Angle@inl.gov

208 526-1841