4 ENVIRONMENTAL AUDITING i | fj Introduction H | 1. What is an environmental audit? | , 4 According to the Environmental’ management and coordination aa fanca, { 1959),Environmental Auditing means systematic, documented periodic and object evaluation of how well an organization management system or equipment fe performing \with respect to the conservation and preservation of the environinent In cliviti in selation 1 bier words, tia process of assessing an organization activities and services in selation * | iy © Compliance with relevant statutory and internal requirements; : : Facilitation of management control of environmental practices; © Maintenance of eredibility with the public; Raising staff awareness and enforcement of commitment to the organization’s environmental policy; + Exploring improvement opportunities + Establishment of performance baseline for the development of an Environmental Management System (EMS). In Kenya, the conducting of an environmental audit is no longer an option but a sound precaution and a proactive measure in today’s heavily regulated environment. Indeed, evidence suggests that EA has valuable role to play, encouraging systematic . incorporation of environmental perspectives into many aspects of an organization's overall operation, hielping to trigger new awareness and new priorities in policies and practices. 2. Planning an Environmental Audit. Any premises that wishes to conduct an environmental audit must have a clear idea of the objectives of the exercise and the steps | required to achieve it. Before commencing a environmental audit the following F requirements must be fulfilled: 1 ' Tips and hints i Communicate the environmental audit by bilingual, clear and easily understandible 1 open memo and during internal management meetings. The message should convey top management commitment, define audit objectives ad rally support of personnel a). Commitment { Obtain commitment from lop management * Communicate commitment to Personnel at all levels , b), Define audit scope and audit site(s) To include: © Audit site and boundary * Audit objec © Areas of Audi Tips andl hints | The anit area does not have to cover every aspect pf the environment, nor to undert 1; all aspects at once-just scale according to needs and resource availability §) long ds von ensture that your entire operations are covered in a year's time\ Audit objectives typically entail: ve and regulatory; compliance «Verification OF legislati + Assessment of intemal policy and procedural conformance J Establishment of current practice status (baseline) «Identification of improvement opportu Areas of Audit normally encompa: Maicrial management, savings, alt Encigy management and savings! © Waicr management and economy of use © Waste generation, management and disposal Noise reduction, evaluation and control (internal and external) ‘Ait emissions and indoor air quality «Environmental emergency prevention and preparedness Transportation and traveling practices © Health and safety issues « Stafi awareness participation and training in environmental issues Envi-onmental] information publicity . Public enquiry and complaints response © Bench marking activities Envitonmental management system set up suitability and performance mities jernatives Tips and hints Relevant environmental statutory issues include air quality, noise water quality, waste management dangerous goods storage environmental impact assessment etc consult individua! specialist groups on the pertinent legislation and regulations. ©). Assemble an Audit Team ‘An Audit Management committee (AMC) established by top management will be responsible for © Overseeing thee Audit process .° Appointing an Audit Team Leader to be in charge of the Audit ‘e Securing tbeinecessarv resources and funding * Reviewing the Audit Report » Reporting to the top management Information he audit .cam leader must have experience in EA knowledge of sectoral activities, "appropriate qualifications and good interpersonal skills. He/she will be the focal point of the contact between AMC and the audit members. . es i ointed should be familiar with the principles of environmental auditing and ve oe al mn of the audit site. To ensure objectivity of the audit moreover, auditors i fone beferly pe selected form an independent team office. Necessary audit \ pcarsey es le technical expertise from specialists, consultants, analytical H 1) The AMC. in} conjunction with the audit team leader to: + ©) Appc inthudit team members{ ance to ensure thoroughness and objectivity of # Assess requirements for external assi the audit - # Secure financial resources if external assistance is re © Confirm availability of audit team members «Ensure the team is representative from top management to bottom quired \ 3. Conducting an Envirol lInental Audit ; has An environmental audit is typically undertaken in three phases | © Pre audit i © On-site audit © Post audit : Bach of these phases comprise a number of clearly defined objectives, with each ; Objectives to be achieved through specific actions, and these actions yielding résults in i the form of output at the end of each pha ‘| \ : aa Objectives i ‘ © To develop an audit plan for the on site activities Ty © To make the necessary preparation and arrangements Actions : | i) Develop an audit plan 14 | b "The Audit Plan should address: | | it ‘ ‘ \ way Where: Audit site and boundary with overview t ag What: cope and objectives oan How: Site personnel interview, site inspection, audit procedure \ I . 3 ja | Site logistics and administrative arrangement Talk + ‘| . Ste fant tines. | Who: Audit team and site facilitation arrangement | | a ! Hh] . ey When: Audit schedule and milestones |) | Tips and hints i \ Audit logistics and administrative details as confirming arrangements and schedules, i receipt and follow-up of information can be time consuming. Designation of an auait i feam member to oversee such details is strongly suggested. Never give ignore or 4 underestimate the audit preparation and its logistics. The 5Ws principle will surface in different forms throughout the environmental audit process i ‘ The audit team is subsequently to Seek arrangement from AMC on audit plan t t | ablish the reporting structure sire | i To prepare questionnaire and document cheeklists on ‘The hard issues Prepare pre audit question© Overalfenvironment management ' 4) @ Procurement policy «Energy management : + Materials management } © Water and waste management 14 4 Waste rfianagement \) ¢ Noise nionitoring and control 1 ; Air quality monitoring and control Health and safety issues | | Emergesicy response procedures ranspoitation and traveling [+ Staffawareness and taining ¢ Publicity of environmental information 4 Responsy, to public enquiries and complaint The questionnaire and check are to be forwarde < e «i to the relevant site personnel for completion | iii) Review background information To gain fmiliarity with audit through review of : J * Site layout plans |» Site history, use and activities > Blue prints/as built drawings 4 Organizat:onal structure at audit site(s) | Nntemal efvironmenial policies, procedures and guidelines i \i) Review operational information fio bain appreéiation of site activities and operational practices on site through review of I perationy) activities and process descriptions Management system policies, procedures and program documentation Relevant *erds(compliance monitarig aning,mainainane calibration servicing etc) unt information pertaining to cnvironmental management. @ Other reley | Tips and hints | oe gud feanimay find it helpful 10 draw up a list of issues to be clarified during the initial site 1 ¥) Conduct initial site visit | feamnme : " eee i. ame oe site facilitators to an initial visit during normal operation of audit site to: ji Mee a office in charge to explain purpose of the audit ea 7 whether background information gathered is up to date na d accurate ollow on the list of preliminary audit impressions % _{Wentify and request additional site, information as necessary | ‘Confirm thofoughness of the audit scope . blish adequacy of resources for auditaudit procedure ' a vi) Develop on site questionnaire and nd evaluation criteria to assess To develop a series of step by step questions at and regulatory requirements \ Compliance with pertinent legislative tal policies, procedures and guidelines Conformance with internal environment Status of current environmental practices Staff awareness of internal environmental | policies, procedures and guidelines vii) Review audit and arrange logistics lated or revised to reflect current knowledge | All documents and arrangements should be upd and conditions. Key to review ineludes: «Audit scope \ te e Audit schedule \ «Audit procedures : ' ¢ Allocated resources | Output : Audit plan \ Package of background information «Completed operational questionnaire and «Onsite questionnaire and audit procedures audit checklists On site audit activities ‘The on site audit objectives should reflect those of the environmental audit, which are:, Verification of legislative and regulatory compliance ‘Assessment of internal policy and procedural conformance Establishment of current practice status Identification of improvement opportunities Actions 1. opening meeting Conduct on site opening meeting with top management and site personnel to: : | Officially introduce audit team members «Present audit scope and objectives ; Outline the audit approach and methodology | Address questions or concerns of site personnel | Rally staff support and assistance \ Proceed with caution | ‘Audits are unfortunately often perceived as part of a scheme to find faults with personnel. Dispel misconception by stressing that the audit is a systems performance assessment ad that every staff can take part in contributing towards an overall performance improvement. | || | \l ’ Document review . ae Audit teanr member to undertake a review of relevant documents si ? Safety, health, environment and quality policy (ies) % Managgment policy + Management system documentation | ‘ ratignal procedures ; Resort ayy, mostra seen calibration, transportation, training Pervious audit reports * Green management tea meeting minutes “+, Green plocurement suggestions |) Ih particular to evaluate whether the records are: + Current * Properly completed *, Signed and dated + Consistent * Meet relevant requirements 1 | Tips and hints 1h Keep balance beoween records review, interviews and observation Time is I'mited: better address all areas 1p the scope to some extend than leave old | emirely ity | Maintain 4 flexible agenda A. Learn and use the Procedures but also use common sense and natural curiosity JM [Take time to observe events as they occur mi! [Use sound, judgement despite the regulations and standards With” |Site inspection activities may also include sampling and analysis as defined in the audit | jsrave and or cnsite measurements, rtd With the aid of on site audit procedures to look for evidence #1 * | Compliance with legislative and regulatory requirements 4 Labs anelyco 2) Conformance with internal policies, procedures ant guidelines * Status of operational ane practice “8 Technology , | Site facilitators . 4 | {° {Site personnel with responsibilities for implementing the recommen lations | ke Oke Patien inckedel gw Hae asprend Civeuledvon Lesh Status of s environmental performance i ; | | Recommendations for performance improvement \ jl Following up an environmental Audit i, Develop all Action Plan ‘ Mt{nagement, ‘Aflaction plan should cover: ‘Aktion objective : j Silecitic actidn required 1") Responsible fe ty| * Budget allocation | «Implementation program j ii), Implement Action plan \ Responsible party (jes) to undertake actions according the allocated budget, and the agreed timescale for completion, t iii), Checking and Monitoring To monitor progress of the Action Plan Implementation, a status report should be ca and should include information on: : + Progress of actions taken t * Problems encountered when action taker * Proposed solutions and revised timescale for completion 1 ried out i Reviews A- thin plas - fara 4 a hevtens rely Aebe pla 1 Ushe Levels Y Pe rnance (Mporeneb actove cl: » Alo possitle weed | obj ttho J 1 proceed CUerpr da Crees | y Nex had on B Schedule , Jem plani i | Cleaner,production checklist environmental laws my : E |ENTAL UDITS | {CHECKLISTS FOR THE EXECUTION OF Se An COORDINATION [UNDER THE ENVIRONMENTAL MANAGEMI [ACT (EMCA 1999) yes no | Remarks ( incase of no please give a corrective action) Have compiled an overview of relevant plant ‘waste streams( emissions, waste water, solid | Wastes, noise waste heat | Have you compiled a list of authorities involved in regulating environmental activities in your company) Do tyou have copies of all relevant environmental laws ( laws, regulation, permits, standards) Do yéu update this collection on environmental Jaws?) Do yu achieve all Timits which derive from | your Dermits or are given in environmental standatds Do yolt monitor qualities and quantities of your jastes? Do you keep records of your wastes and by- products oT 10 i. lid fn iF __| inspections and audits |-20 you have a functional environmental policy| Do you regularly check the requirements of your Do you cary oul regular environmental | ermits and approved certificates Do my, CY Out regular self'| ulitsinspections of your plans is section J in OF CP tea NeAMEE sce cceccreeee Date ; alure of the >< mpany, 3 ppCleaner production checklist organization Contact person in the company fn organization yes [no | Remarks (inc. give correction action ise OF no. | 1 [Do you have a designated environmental coordinator with sufficient competence and power to give instructions ‘Are the employees informed about the company environmental policy and guidelines Is the public informed about the company environmental policy and guidelines Does the company have a CP programme with measurable targets? Does the company use environmental performance indicators as management tools (environmental controlling) Is there a system for recording/evaluating environmental costs and savings in the company Are the responsibilities for environmental issues in your company clearly defined Has a cleaner production team been formed Is the management involved and / or informed about CP Options so far ‘Are the employees regularly informed about the ongoing environmental _projects/CP programme Do the employees have the possibility to participate in the ongoing environmental projects/CP progamme? _| occupational health and safety issue? | Is the awareness of cleaner production used {o increase motivation within the company (cg idea competition) | Does the company carry out regular training and education in CP environmental and 14} Is there a procedure for handling complaints on environmental issues form neighbours? 15 Has the company received any) | environmental / CP -award Total for this section ‘ignature of CP team leader.............. Ml ve Signiture...sse.Cleanef production checklist purchasing if \ i [Pemaet pefson in the company Purchasing yes [no | Remarks (incase of no | please give corrective action) Do you consider environmental criteria in{producing your material Dé you have agreements with your supplies regarding the packaging Ts there a regular exchange of experience with other companies regarding environmentally _ friendly ma‘erials typical for the sector Do you pay attention to the labels on the products during purchasing Do you ask for health and safety data shects during purchasing Do you integrate cleaner production while planning investments and procuring equipments Total for this section i scensennbsnes LIME 0 . Signature.......... .Cleaner production checklist material management Contact person in the company Material management yes no Remarks (incase of no please give ¢orreetive action) Has the company on central record of its quantity, cost and use of raw and | auxiliary materials? | Haas the vampany one record of its most important’ wastes (solid, liquid and gaseous) Is there regularly updated register about the avoidance and reduction measures of | wastes Does the company use materials balances to monitor water raw and auxiliary materials? Does the company monitor its water consumption and waste water generation Has the company installed water meters to monitor water consumption in different process areas? Has the company implemented water saving measures? Total for this section Signature of CP team leader... Signature of the company. 13' Cleaner production checklist energy C mj enfgy -_ —————"Tyes [no | Remarita incase i please give a corrective action is there one respon Ts there an intention to increase 1 | renewable energies? =f Is there an intention {0 increase about the energy consumption per year form the different encrgy sources? | ‘Are there energy indicators and are they usec as a company controlling instrument ‘Arecthere records about weekly or daily load, measurements, are these used for analysis? Is there a record about the energy data of the single consumer (eg machine list) Is jour energy distribution regularly analyzed on possible energy saving possibilities Is ‘hie ‘a load management for electricity? Is it egularly maintained? Ts there a multiple use of heat installed? (cascading) ‘Are your cooling machines analysed regariling the consumption of energy and cooling agent? : ‘Are there any energy saving measures imple:nented Ts the fuel use by company vehicles monitored? Have’ you ever carried out an energy audit? Total for this section we Date...e00Cleaner production checklist waste management Contact in the company n Waste management yes no { Remarks (incase| of no please action) give rrective Do you segregate or sort your waste? 2 Do keep records on the quantity and { the categories of your waste 1 3 Is there a regular update being done = 4 Do you label the different kinds of T hazardous and non-harzardous wastes? 5 Do you keep records of hazardous materials and use oil? : 6 Do you have a mechanism for hazardous waste handling and disposal? 7 |Do you have a permililicense to transport/ store wastes ¢ 8 ‘Are there any waste minimization ‘programmes in the company? 9 Is there waste treatment facility I 10 | Is medical waste collected separatel \ __[ Total for this section Signature of CP team leader ..... Signature for the company........-. ne| i | ae ‘ot Contact person i terials hazardous ma duction checklist in the company eae aia please a oe Havardous mater Fr there one responsible for handling © zardous materials? —_ s there an inventory of hazardous materials in the company? _ Tre there material health and safety dal shects available for all hazardous materials TRemarks ( incase of no corrective Do you inform and train your staff regularly on how to handle dangerous materials? Do you have written instructions on how to hindle hazardous materials in addition to miterial health and safety data sheets | [Do |you evaluate risks of hazardous raterials at regular intervals? 7 [Are there set measures to reduce the amoupt of hazardous materials or to make the work with these materials safer? ‘Are hazardous material stored in an| appropriate way (especially toxic materials and fire hazard materials) are the hazardous materials transported in an appropriate way ? Is tere any license for storing/ transporting hazardous materials? | {1 Fotal for this sectionCleaner production checklist noise | 1 Contact person in the company t ' a noise yes [no [Remarks incasé, of no } please give a dorrective _ ition | T [Is there a register available regarding alll 1 sources of noise and vibrations? | \ 2 Are there mitigative measures to reduce i noise and vibration in place i 3 [Is there regular monitoring of noise in the i company i Are workers in noisy areas protected? | [5 Do you comply with national limits of i noise levels in all operational areas, 6 [Do you regularly carry out audiomettic measurements on your employees i Total for this section i \ Signature of CP team leader .... Signature for the company. : 7 | { Ii | | | Cleaner ‘production checklist product Contact person in the company | nl product 1 ii j i \ yes [no Remarks (incase of no please give corrective action Ate’ the customers informed about |, | envzonmental effects of the products recycling possibilities of the product at i | \? Are the customers informed about the gnd ofthe lifeeycle (ic after use) —_| Are workers aware of any toxic Subs )ances used during production? Do you specify the contents of your Prodjict on the packaging? Do you multi-way packaging for |_| transSort of the products? i 1s there an increasing use of renewable raw materials for the product or for the _| packeging? Ate ‘recycled material used for the Prodi ction or for the packaging | 1 Total for this section 18\ \ Cleaner production checklist occupational health and safety | | Contact person in the company a) OHS a] no [Remarks (in case of no] 3 | please give corrective} “4 action aa | Ts there “any “functional oesupational | health and safet olicy inthe company | 2 | Does the company provide appropriate - ! 4 protective equipment? Are protective equipment provides renewed at regular intervals 7 4 Is there a person responsible for occupational health and safely in the + company | Are there health and safety commitices + \ 6 ]Are the safety and precaution t 4 | measurements st the machines sufficient 4 | Are the people who handle wastes ' ' | specifically protected [Are people who handle hazardous materials and wastes specifically protected ‘Are people working in noisy and dusty | areas specifically protected? ‘Are people exposed to thermal siress/ pollution specifically protected? Is there a medical monitoring plan? Does the company provide medical : \ carefinsurances? a i 4 Total for this section 10 i 12 Signature of CP team leader... Date... Signature of the company. 19 )| i | t Vater stpply | | ontact person a yes no [Remarks ncase of no | please give corrective | action) | Giaetiding that for Bushing) _ 2__| Reeoids of water consumption 3)_| Wate’ quality monitoring data (4__| Detai's of water pre-treatment | | 1] List $f sourees of water supply | \ Signature of CP team leader..... ‘Signature of Ihe company... 20Ait quality monitoring Contact person \ ee | , yes [no | Remarks ( inzase on no please| give corrective action) T_| Air quality potic T [2 _ | Air quality survey records and or Teports 3__| Air quality monitoring data 4 | Any complaints related to emissions to the t atmosphere or indoor environment 5 | Guidelines for the use of machines to minimize i emissions { 6 [Report on any in house investigation of emission sources 7 | Details “of mitigation measure taken and evaluation of its effectiveness - L 8 | Details of indoor air quality improvement j programs 9 | All permits related to air emissions , 10 | Any violation notices regarding air emission issued within the past 3 year a | 11 | Investigation reports identifying any sources of air pollutant emissions 12__| Diagram of premise emission locations 13 | Compliance assessment and sampling reports 14 _| List of control apparatus for air emissions (15 | Plans for air emissions elimination or reduction _t Signature of CP team leader . seeeeeeennnanen ---Date.... a Signature for the company. 211 | | { Transport and travel { Remarks (incase of no please — give ction corrective OF guidelines for cor mpany vehicles | i Provedures for handling used engine oil onsumption by FA 1 | conpany and distances |__| Sovered per lite of alcohol 16 D: on environmental perfomance oF nt veh bles ! ' Signature of CP team leader, . sreeeeeDate.., sighature for the company, . | 2 vid \ . {1 enevalized Health and safety Inspection Cheeklist Observations Yes/no | remarks Building and floors Buildings not damaged No broken windows No damage to floors Surface of floors not dangerous Lighting Windows not dirty All lights working All Jamp shades clean Ventilation All fans working = Flow of air not blocked | Plant hygiene Canteen clean and neat Toilets clean and working, Change rooms clean Lockers clean and tidy No Broken tiles No food in the warking area ' Aisle and storage Storage marking lines clearly painted No storage on yellow lines Area below fire and electrical equipment marked and painted Scrap | Drainage House keeping Factory and yard Stacking and storing | Colour coding Drains not blocked No bad smells a No unnecessary material lying around | Roadways not damaged ‘Areas neat and tid Stacking safe and neat Stacks not too high Bonding and chocks used | Sufficient storing place _| Correct bins and containers used on colour code boards 23 All items correctly coded as displayed | and _ refuse | Bin/skip standing in demarcation _[_| | | | } | em Wis ds i Bin skip not damaged : Refuse sorted before dumping in bin/skip Garbage collected regularly and on schedule Type of bins /skip clearly marked (hazardous metal scrap, plastic, paper etc) Vollution control [Waste ‘manégement All liquid wastes from production collected into the effluent treatment plant (ETP) The fence around ETP not damaged, Sludge from ETP properly handled Waste from ablutions properly treated Solid wastes appropriately sorted and placed in right bins/skips Waste /used oil properly handled and stored. Air emissions from boilers ete controlled. Appropriate personal protective equipment used | Discharge for ETP properly monitored (including water quality of receiving stream) Air emissions monitored | (boilers etc). Collection and dumping of solid wastes monitored ( skip per | day, type of waste etc) Nojse contra Noise levels regularly monitored, Far | protection equipment used | \ | iermal pottation ") i _| working Work places well ventilated | Fans and conditioners properly | 24| [Tadders , stats and | Fee walk ways Compressed gases and pressure vessels | good condition Suir and walkways in good condition, had rails in good cond : ladders in good condition and numbered Right 1 i type of ladde ised | for particular tasks —_ Movable Salety stored and handled correctly Contents clearly marked Emergeney showers in place Materials safety data sheets available Bund walls around chemical tanks/.stores Gauges working (not broken). Hoses in | Pressure released in hoses when not in use | Boilers regularly inspected, Steam | pipes well lagged Cylinders properly secured Electrical installations No open wires No broken switches No missing labels on switches Permit to work system in place "Hand tools Motorized equipment | Seals not damaged No mushroomed heads (hammers, chisels etc) Handlers in good condition Tools properly stored Lights not broken Tyres not worn or damaged Traffic control system in place Vehicles in general condition | Ergonomics Seats and chair in good condition Valves/switches/levers easy to reach No handling of too heavy objects Programs for regular exercises in place 25ae Proper and well equipped work stations Regular rests /rotations for monotonous tasks i | _| Signs and notices \ t Signs/ symbols not damaged or missing Signs and notices clearly visible and meaningful | Protective equipment i | Pfotective Clothing Regularly washed and cleaned in good condition ar protection Mull&/ plugs worn in noisy places Mufis/ plugs clean and in good condition Warnings sign or ear protection well displayed Worn /used and in good condition Flicker filters on computer screens Waring signs on eye protection well displayed Worn and in good condition Worn and in good condition Appropriate marks provided Clean and used correctly Gloves wom when required to do so In general good condition Safety belts worn where required _ ,|)Maintenance | of sile]y equipment Safety equipment regularly cleaned and checked * Instructions on maintenance clearly displayed wie | Tire equipment v hy [All fire equipment number ‘hire protection and prevention positioned and regularly serviced Training in use of fire equipment done Seals /oses not damaged Fire hydrants well maintained Fire alarms in place and working Sand buckets available and clearly marked Fire drills regularly organized 26vy _—— ; pd Fire assembly points clearly marked ire safety signs well displayed Accident prevention and reporting [ First aid EHS Policies and regulations First aid Box appropriately positioned and stocked with required ingredients tof first aiders available __| properly recorded and their causes investigated Safety signs are clearly displayed All machine guards are in place Use of protective equipments is enforced Vere ceeeeeeeeeeeeeeree ene _ Workers aware of EHS policies There is compliance with EHS policies Information and training on BHS issues carried out Regulations ‘Compliance with EHS laws and regulations Copies of EHS laws and regulations kept Medical care { Clinic Clinic well stocked with drugs Proper records kept Preventive programs ‘Aids control programs in place Health awareness programs carried out Regular medical examination of | employees carried out Food handlers regularly examined 27