l1 manual ems

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STERLITE ENERGY LIMITED

Independent Power Plant..,Jharsuguda

ENVIRONMENTAL MANAGEMENT SYSTEM MANUAL

Ver. No:0 Rev. No:0 Chapter: Index Page 1 of 2

L-1 MANUAL

FOR

EMS, ISO 14001: 2004

STANDARD


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SKETCH DEPICTING THE ISO 14001:2004 MODEL

Aproved by :

Signature:

Issued by : M.A

Date: Date:

Continual Improvement

Checking

EnvironmentalPolicy

ManagementReview

Planning

Implementationand Operation


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INDEX

S.No. DescriptionISO 14001CLAUSE

REFERENCE

NUMBEROF

PAGES

A User guide to the manual NAB Abbreviations used NA

C Definitions 3

D Amendment History NA

E List of Document Holders NA

4.1 General Requirements 4.1

4.2 Environmental Policy 4.2

4.3 Planning 4.3

4.3.1 Environmental Aspects 4.3.14.3.2

Legal requirements and otherrequirements

4.3.2

4.3.3 Objectives, Targets, Programme(s) 4.3.3

4.4 Implementation and Operation 4.4


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S.No. Description ISO 14001CLAUSEREFERENCE

NUMBEROFPAGES

4.4.1Resources, Roles, Responsibility andAuthority

4.4.1

4.4.2 Competence, Training and Awareness 4.4.2

4.4.3 Communication 4.4.3

4.4.4 Documentation 4.4.4

4.4.5 Control of documents 4.4.5

4.4.6 Operational Control 4.4.6

4.4.7 Emergency Preparedness & Response 4.4.7

4.5 Checking 4.5

4.5.1 Monitoring and measurement 4.5.1

4.5.2 Evaluation of compliance 4.5.2

4.5.2.1 (Compliance to Legal Requirements) 4.5.2.1

4.5.2.2 (Compliance to Other Requirements) 4.5.2.2

4.5.3Nonconformity, corrective action andpreventive action

4.5.3

4.5.4 Control of records 4.5.4

4.5.5 Internal Audit 4.5.5

4.6 Management Review 4.6

ANNEXURES

Annexure No CHAPTER

ISO 14001

CLAUSE

REF

NUMBER

OF

PAGES

I Environmental Legal Requirements 4.3.2

II Linear Responsibility Chart Covering Senior Management 4.4.1

III List of Environmental WIs in vogue 4.4.6

IV List of Environmental Records Maintained 4.5.3


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Ver. No:0 Rev. No:0 Chapter: A Page 1 of 2

CHAPTER - A

USER GUIDE TO EMS Manual - LEVEL 1

INTRODUCTION

From the `Index' Table, it would be observed that the various requirements of Environmental

Management System according to ISO 14001:2004 Standard have been incorporated in this EMS

Manual.

PAGE FORMAT

The Name of the unit appears at the top box of each page of Environmental Management System

Manual (L1) and Environmental Management Procedure Manual (L2).

Each page of L1 & L2 Manuals has ISO 14001:2004 Clause No., Chapter No and Page No. along

with the total number of pages for that chapter at the top of the box (E.g. Page 2 of 5). The

Version No and Revision No. also appear on the top box of each page of these 2 Manuals.

The first page of each chapter of both L1 & L2 Manuals has Approved by and Issued by with

relevant dates at the footer.

Page numbering scheme for every chapter of L1 & L2 Manuals is as follows:

Page No is in format X of Y where X denotes the running serial no for the particular chapter and Y

denotes the total no of pages for that particular chapter.

When a page or pages, which constitute the contents of L1 & L2 manuals are amended, the change

will be deemed as Revision change and the Revision number incremented accordingly for all thepages of the concerned chapter.

Issued by

Date: Date:


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Issued by

Date: Date:

Similarly, when substantial changes are effected in regard to the contents of the manual, the entire

document is re-looked and amended. The same will be deemed as Version change, the version

number is incremented accordingly and incorporated in all the pages of the manuals. When Version

Number is incremented, the Rev. No. for all pages in all the chapters of the manual will becomes

0.

Whenever changes to the documentation are made, the changes will be in Italics font withunderline in hard copy and the same with unique colour in soft copy. This will be applicable to the

any addition of document in the index only.

This EMS Manual, which constitutes the Level 1 document, outlines the particulars and status of EMS

in the organization w.r.t ISO 14001:2004 Standard. EMS Procedures / Work Instructions (Level 2 /

Level 3) for EMS have been referred to in the appropriate places in this System Manual.

Rubber Stamping

a. Controlled copy stamping: - The copies of L 1 and L 2 manuals issued to designated persons

according to the List of Document Holders will be stamped Controlled Copy and the controlled

copy number allocated to the designated person indicated therein. An example is given below:

b. Obsolete documents when intentionally kept at the unit will bear the Rubber Stamp "OBSOLETE

DOCUMENT; FOR INFORMATION ONLY".

c. The document copy, if any, distributed for information is stamped as " FOR INFORMATION

ONLY"

Issued by

CONTROLLED COPY

COPY NO: 3


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Date: Date:


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Ver. No:0 Rev. No:0 Chapter: B Page 1 of 1

B - ABBREVIATIONS USED

The Abbreviations used in this manual are detailed below :

Abbreviation Description

ISO International Organization for Standardization

CPCB Central Pollution Control Board

EMS Environmental Management System

EMP Environmental Management Programme

EP Environmental Procedure

GOI Government of India

HR Human Resource

IPP Independent Power Plant

KRAs Key Result Areas

MR Management Representative

MSDS Material Safety Data Sheet

NCR Non-Conformity Report

QC Quality Control

Rev. No. Revision Number

SOP Standard Operating Procedure

OPCB ODISHA Pollution Control Board

Ver.No Version Number

W I Work Instruction

w.r.t. With respect to


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Ver. No:0 Rev. No:0 Chapter: C Page 1 of 1

C TERMS & DEFINITIONS

All the Terms and Definitions used in this Environmental Management System (EMS) Manual are

as per Clause 3 of ISO 14001: 2004standard.


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Ver. No:0 Rev. No:0 Chapter: D Page 1 of 1

D - AMENDMENT HISTORY

S.

N.

Chapter

No.

Amendment

Details

Reason New

Rev

no.

Effective

date

Note : This page is intended as a sample format only. As and when amendments to this manual are

effected, record of the same will be updated and kept by M.R.


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Ver. No:0 Rev. No:0 Chapter: E Page 1 of 1

E - LIST OF DOCUMENT HOLDERS

The list to whom the Controlled Copy of this document EMSM has been issued are given below:

Controlled

Copy No.Copy holders

Document

Reference

1 Vice President

2 Head -

3 Head -


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Ver. No:0 Rev. No:0 Chapter: 4.1 Page 1 of 1

4.1 GENERAL REQUIREMENTS

4.1.1 General Requirements

IPP has established, documented, implemented and maintains and continually improves an

Environmental Management System in accordance with the requirements of ISO 14001: 2004 standard.

IPP has also determined how it fulfils these requirements.

4.1.2 Scope of EMS

The scope of the EMS has also been defined and documented; the scope covers all the operations of

this unit so as to meet all the requirements of ISO 14001: 2004 standard.


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Ver No:0 Rev.No:0 Chapter: 4.3 -PLANNING Page 1 of 3

4.2 - IPPs ENVIRONMENTAL POLICY - GENERAL

IPP's top management has defined the Environmental Policy. The same is given in the next page. IPP

has ensured that the Environmental Policy adopted for implementation fulfills the following:

a. Is appropriate to the nature, scale of Environmental impacts of IPPs activities, products and

services utilized.

b. Includes top managements commitment to continual improvement and visibly demonstrates

the same in all the activities carried out with particular reference to prevention of pollution and

proactive steps to eliminate or atleast minimize the Environmental Impact.

c. Includes a commitment to comply with relevant Environmental Legal requirements as also the

other requirements.

d. Provides the frame-work for setting and reviewing EMS objectives and targets.

e. Is documented, implemented and maintained and also communicated to all persons working for

and on behalf of the organization.

f. Is available to the public/interested parties

g. Is reviewed periodically to ensure that policy remains relevant at all times.


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4.3.1. ENVIRONMENTAL ASPECTS

IPP has established, implemented and maintains a procedure EP:01 to identify the Environmental

Aspects of its activities, products and services within the defined scope of the EMS that it can

PLAN


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control and those that it can influence taking into account planned or new developments, or new ormodified activities, products and services. This is done in order to determine those, which have or can

have significant impact on the environment.

Comprehensive listing of Environmental Aspects relating to all Activities, Products and Services at IPP

has been done. This exercise has been completed by involving employees of IPP and its partners at

different levels. Environmental Aspects listing covers Normal, Abnormal and Emergency conditions

as well.

The significant environmental aspects amongst the various Environmental Aspects have been

determined, based essentially on an assessment of Environmental impact ranking as per IPPs internal

standard, which is kept as a reference document. Those environmental aspects which are related to

Legal Requirements and Other Requirements as also the E.Aspects linked to emergencies have been

deemed significant, irrespective of their E. Impact Assessment and ranking.

IPP documents this information and keeps it upto date as per procedure EP:01

- IPP ensures that the significant environmental aspects are taken into account in establishing,

implementing and maintaining its EMS.

- The Record ER:01(A) covering the significant E.Aspects /impacts and their updation is

maintained by MR.


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Version No:0 Revision No:0 Chapter: 4.3 -PLANNING Page 1 of 1

4 3.2- LEGAL REQUIREMENTS AND OTHER REQUIREMENTS

IPP has established, implemented and maintains a procedure EP:01

a) to identify and have access to legal requirements and other requirement to which IPP subscribes

related to its environmental aspects.

b) to determine how these requirements apply to its environmental aspects.

IPP ensures that the legal requirements and other requirements are taken into account while

establishing, implementing and maintaining its Environmental management system. IPP keeps this

information up to date.

As regards other requirements, SEL has voluntarily taken up the sustainability initiative. This

encompasses special steps towards environmental management. The requirements linked to

sustainability management are also being complied with. The records pertaining to this are kept by the

central environmental of SEL/VAL at JSG.

Odisha Pollution Control Board (OPCB) and Central Pollution Control Board (CPCB) coming under

the Ministry of Environment and Forests, GOI, are the statutory authorities overseeing the functioning

of IPP with reference to EMS.

The applicable Environmental Legal and other requirements and records thereof are maintained by

Head - HR.

Reference:


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Version No:0 Revision No:0 Chapter: 4.3 -PLANNING Page 1 of 1

4.3.3 OBJECTIVES, TARGETS & MANAGEMENT PROGRAMMES

The Key Result Areas (KRAs) of EMS covering which Objectives and Targets have been set; these

include:

* Continual improvement in regard to EMS requirements.

* Preventive and Proactive steps in regard to EMS.

* Development of Human Resources.

* Suitable Training and Awareness of IPPs as well as sub-contractors' employees so as to continually

improve their competence

IPP has established, implemented and maintains documented measurable EMS Objectives and Targets

at each relevant function and level within the organisation. These objectives and targets are

i) consistent with the environmental policy including the ii) Commitment to Prevention of Pollution,

iii) Compliance with Legal Requirements and other requirements and iv) need for continual

improvement. The designation and responsibility for achieving objectives and targets as also the means

and time frame by which objectives and targets are to be achieved are spelt out for each of the

Management Programme.

When establishing and reviewing IPP's EMS objectives, IPP duly considers the legal and otherrequirements, its significant environmental aspects, its technological options and its financial,

operational and business requirements, and the views of `Interested Parties'.

Organized method of data capture, recording, review and follow up are being done for the Objectives,

Targets and Management Programmes.

Reference:

EP:04: Procedure for performance monitoring & measurement of management systems.

ER:04:Objectives & Targets and their review.


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Ver. No:0 Rev No:0Chapter: 4.4

Implementation and Operation

Page 1 of 10

DO


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Page 2 of 10

4.4.1- RESOURCES, ROLES, RESPONSIBILITY AND AUTHORITY

IPP has defined, documented and communicated the roles, responsibilities and authority of senior

management personnel in order to facilitate effective EMS.

IPP's management ensures the availability of resources essential to the implementation and control of

the EMS. Such resources include human resources and specialised skills, organizational infrastructure,

technology and financial resources.

IPPs top management appoints a specific Management Representative (MR) for EMS who,

irrespective of other responsibilities has defined role, responsibilities and authority for EMS

implementation as given below.

a. EMS requirements are established, implemented and maintained in accordance with ISO: 14001:

Standard & reporting on the performance of EMS.

b. Ensuring that reports on the performance of EMS are presented to top management of IPP for review

including recommendation for improvement of the EMS.

The letter of appointment of Management Representative (MR) is documented and is available on

record. (Ref: ER:06)

4.4.1.1 Organogram

The organisation structure of IPP is kept as a reference document by MR as also by the Unit Head

and all the HODs. As the organisation structure and the designations are bound to change from timeto time, common titles such as Unit Head; Head HR and the like, are made use of, for outlining the

roles, responsibility and authority. Organogram is updated as needed and kept by HR department.

The linear responsibility chart for EMS covering senior management is indicated as Annexure III in

this manual.

The Role, Responsibility and Authority of key employees and categories of personnel of IPP in regard

to Environmental Management are outlined below:

Head of the Unit CEO Power; Sr V.P


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Page 3 of 10

i. Define IPP's Environmental Policy

ii. Oversee the setting up of EMS objectives and targets to

a. Meet the Legal and other requirements

b. Achieve the E Policy goals

c. Usher in continual improvement in the upgradation, monitoring and improvement in

environmental performance and management of its EMS.

iii. Appoint a member of Top Management Team as Management Representative for EMS to monitor

the performance and ensure successful implementation of EMS conforming to ISO 14001Standard.

iv. Overall co-ordination so as to implement

a. E. Policy

b. Environmental Objectives, Targets and Management Programme (EMPs)

c. Environmental Procedures and Work Instructions W Is)

d. Generation and Maintenance of Environmental Records (E R)

v. Conduct periodic review of Environmental Management System

vi. Address changes to the E Policy, `Objectives & Targets' as needed based on performance

assessment, emerging changes and feedback.

vii. Monitor non-conformities and oversee the Corrective actions initiated and effected.

viii. Overall co-ordination with civic authorities and the neighborhood for onsite and offsite emergency

preparedness plan

Management Representative (MR) (EMS)

i. Ensure that EMS is established, implemented and maintained at IPP in accordance with ISO:

14001: standard.

ii. Monitor the performance of various sections of IPP in regard to Environmental Management

Programme (s).

iii. Co-ordinate the work relating to Training, Awareness and Competence of IPP employees and

sub-contractors' employees.

iv. Keep track of Environmental related accidents, incidents, non-conformities and the Corrective

Actions and Preventive Actions taken.v. Co-ordinate the work relating to the selection of Environmental Auditors, Schedule of Internal

Audits, Audit Process, Collection of NCRs and resolution of NCRs.


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Page 4 of 10

vi. Report the status, progress and effectiveness of EMS to the Management Review meeting so

that the same acts as the basis for further improvement.

vii. Act as Member Secretary to Environmental Management Review Meetings.

viii. Initiate and liaise with concerned departments for communication to suppliers, sub contractors,

neighbouring industries, customers & transporters about the IPPs EMS (14001:) journey and

their expected role and participation to fulfill the requirements of the system.

Head - Operations:

Overall Responsibility & Authority w.r.t IPPs various productions centers so as to:

i. Ensure that Environmental Policy is communicated, known, understood and implemented by all

the levels in the various sections.

ii. Ensure compliance with relevant Environmental legal requirements and other requirements.

iii. Initiate action so that the Environmental Management Programmes (EMPs) are implemented

achieving Environmental Objectives and Targets relating to the various sections under his

charge.

iii. Identify environmental aspects and the consequent impacts as per guidelines procedure.

vi. Ensure Training, Awareness and Competence of employees in the different sections.

vii. Ensure that the internal communication process is effective.

viii. Arrange to prepare relevant documents in line with ISO: 14001: standard and ensure

compliance.

ix. Stipulate operating criteria in the relevant EMS procedures / Work Instructions.

x. Implement the procedures and work instructions & generate the necessary records.

xi. Prepare and keep in readiness the various sections to ensure effective Emergency Preparedness

and swift response.

xii. Monitor and measure on a regular basis the key characteristics of operation and activities

(which are both proactive and reactive) in the different sections which can have a significant

impact on the environment.

xiii. Handle and investigate non-conformities, accidents incidents including near misses.

xiv. Initiate and complete Corrective Action; also take Preventive Action for non-conformities

which are potential ones as well as those identified as a result of employees suggestions /

observed degree of difficulties in day-to-day working on the shop floor.xv. Initiate and complete Corrective Action in regard to non-conformities raised during the internal

EMS Audit.


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Page 5 of 10

xvi. Participate in Management Review and take such follow up actions as needed.

Head - Maintenance

Overall Responsibility and Authority w.r.t. Mechanical, Electrical, Instrumentation and Civil

Maintenance of all Plants, Machinery and Utilities.

i. Ensure that Environmental Policy is communicated, known, implemented and understood by

all the levels in various sections.ii. Ensure compliance with relevant EMS legal requirements and other requirements to which IPP

as an organization subscribes.

iii. Initiate action so that the ongoing EMPs are implemented, achieving the Environmental

Objectives and Targets relating to the various sections under his control.

iv. Identify environmental aspects related to activities / products / services and the consequent

environmental impacts.

v. Ensure Training, Awareness and Competence of employees in the different sections.

vi. Ensure that the internal communication process is effective

vii. Arrange to prepare relevant documents in line with ISO: 14001: standard and ensure their

control.

viii. Calibration of Instruments connected with EMS.

ix. Stipulate operating criteria in the Procedures / Work Instructions

x. Implement the Procedures and Work Instructions and generate the necessary records.

xi. Prepare and keep in readiness the various sections to ensure effective Emergency Preparedness

and swift response.

xii. Monitor and measure on a regular basis the key characteristics of operation and activities

(which are both proactive & reactive) in the different sections, which can have a significant

impact on the environment.

xiii. Handle and investigate non-conformity, accident, incidents including near misses identified and

potential if any, in his area of responsibility.

xiv. Initiate and complete Corrective Action for non-conformities that may arise during `operation';

also identify potential Non conformities and initiate Preventive Action.

xv. Initiate and complete Corrective Action in regard to non-conformities raised during the Audit.xvi. Participate in the Management Review and take such follow up actions as are needed.


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Page 6 of 10

Head - QC:

Overall authority and responsibility with respect to fulfillment of EMS requirements covering QC

activities.

All the points i.) to xvi) given under Head Engineering apply.

i. Co-ordinate the drill relating to Emergency preparedness and response.

ii. Maintain and liaise with all concerned incharges w.r.t. all Legal and Other

Requirements to which IPP subscribes so as to ensure compliance.

iii. Keep track and update Legal Requirements, ensure access for the same and

communicate the same to relevant sections and departments.

iv. Liaison with the Outside Agency in and around IPP so that the same could be

advantageously tapped during emergency.

Head - HRD

i. Ensure that Environmental Policy is communicated, known, understood and

implemented within his area of control.

ii. Initiate action so that the Environmental Programme(s) relating to the section are

implemented, achieving Environmental Objectives and Targets.

iii. Play a catalytic role in Training, Awareness and Competence of employees of IPP unit

and co-ordinate the work of Training, Awareness and Competence as regards sub-

contractors' employees and maintain records.

iv. Help in ensuring so that the Internal Communication Process is effective.

iv. Play an active role as needed in regard to External communication.

vi Maintain relevant EMS Records relating to employees of IPP as well as that of sub-

contractors.

vii. Initiate Corrective action for Non conformances that may be raised during the Audits in

his area of control; also identify potential Non conformities and initiate Preventive

Action.viii. Participate in the Environmental Management System (EMS) Review Meeting and take

such follow up action as needed.


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Page 7 of 10

ix. Liaison and coordination with the Collectorate, Police, Hospitals, Local Bodies and

Neighboring Industries in regard to Emergency Preparedness and Disaster

Management.

x. Co-ordinate the drill relating to Emergency preparedness and response.

xi. Maintain and liaise with all concerned incharges w.r.t. all Legal and Other

Requirements to which IPP subscribes so as to ensure compliance.

xii. Keep track and update Legal Requirements, ensure access for the same and

communicate the same to relevant sections and departments.xiii. Liaison with the Outside Agencies in and around IPP so that the same could be

advantageously tapped during emergency.

Head Commercial w.r.t Stores

Same as given above for Head Production and in addition:

i. Identify hazardous chemicals ordered and used by the units .

ii. Ensure proper handling storage, preservation and issue of hazardous materials

purchased and used by IPP and also as per guidelines prescribed in the relevant MSDS.

Head - Environment:

Same as given under Head Production and in addition the following:

i. Report the compliance with reference to legal and other requirements to the concerned

authorities including the Top management of IPP.

ii. Maintain records of non-conformances in regard to different field departments.

iii. Arrange to carryout analysis of effluents & emissions as and when required.

iv. Arrange for calibration of measuring and monitoring equipments.

v. Maintain external communication on environmental issues and liaise with the

outside agencies & bodies, and others so that their requirements are considered and

fulfilled as applicable. Maintain suitable registers / records of such communications.

vi. Identify Hazardous and General Wastes generated and specify their storage,

transport and disposal management in IPP.

vii. Monitor the levels of pollution in the plant and report the status as well as thesuggested corrective and preventive action.

viii. Keep track and have access to and update the legal and other requirements.


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Page 8 of 10

ix. Participate in Management Review and take such follow up actions as are needed.

Head Commercial w.r.t Purchase:

Same as given under Head Stores as applicable. In addition:

i. Initiate appropriate actions, intimate sub contractors, suppliers, customers &

transporters about IPPs EMS certification process and seek their active co-operation in

fulfilling the requirements.ii. Obtain and communicate the relevant MSDS information on supplies and IPPs

finished products.

Supervisors

On a day to day basis, be responsible for `Operations' so that the Role, Responsibility and Authority

outlined against the respective section Heads are realized; brief workmen in his area of operations on

significant environmental aspects / impacts and their control.

Non Supervisors / Process Technicians

i. Know and understand the E Policy.

ii. Understand and also participate as called for in the identification of environmental

aspects, impacts. and preventthe occurrence of Environmental Incidents and accidents.

iii. Contribute their mite towards the attainment of EMS objectives and targets'.

iv. Participate and remain committed to in implementing the EMPs with interest and

involvement.

v. Be aware of the following namely

a. Importance of conformance with the Environmental Policy and EMS procedures

and with the requirements of the EMS which IPP is expected to address and fulfill.

b. The significant Environmental impacts of their work activities and the

Environmental benefits of improved personal performance.

c Roles and responsibilities in achieving conformance with the EMS policy and

procedures and to the requirements of EMS.including emergency preparedness and

response requirements.

d. Potential consequences of departure from specified operating procedures.

vi. Generate appropriate records where specified.

Reference:


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Page 1 of 1

4.4.2-COMPETENCE,TRAINING AND AWARENESS

* IPP has ensured that any person performing tasks for it or on its behalf that have a potential to cause a

significant environmental impact identified by IPP, is competent on the basis of appropriate

education, training and/or experience.

* For all employees of IPP whose work may create a significant impact upon the environment,

necessary training needs have been identified and thus IPP ensures that all such personnel have

received appropriate training or otherwise undergone training effectively.

* IPP has established and maintains procedures (EP:05) and work instructions to make its employees

or those who work on its behalf at each relevant function and level aware of:

a. The importance of conformance to the EMS Policy and procedures and the requirements of

EMS.

b The significant environmental Aspects and related ctual or potential Impacts associated with

their work and the environmental benefits of improved personal performance.

c- Their role and responsibilities in achieving conformity with the requirements of EMS..

d The potential consequences of departure from specified operating procedures.

The records relating to training, awareness and competence are maintained by HRD. (ER:07)

Reference:


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Ver. No:0 Rev. No:0Chapter: 4.4


Page 1 of 2

4.4.3 COMMUNICATION

INTERNAL COMMUNICATION:

Environmental Policy, applicable E-aspects, Objectives, Targets, Management Programmes,

Awareness, Documentation, Emergency Preparedness & Response, key characteristics of operation,

Audit findings, Corrective Action & Preventive action and the actions to be taken as follow up of

various Review Meetings.

The structured Awareness Training programmes; Training inputs imparted from time to time,

Circulars; Documentation; Review Meetings, Suggestions and complaints from persons working within

the organization form the channels of internal communication. Details are as per procedure CP:09

EXTERNAL COMMUNICATION

a. IPP has established, implemented and maintains practices for receiving, documenting and responding

to relevant communication from external interested parties in regard to Environmental performance.

b. Due consideration has also been given to the processes for external communication on IPP's

significant environmental aspects and the decision of IPP has also been recorded.

c. Effective communication with various government agencies is being maintained as needed.

d. IPPs performance with reference to EMS are also suitably communicated to the stakeholders.

Applicable and pertinent communication records are maintained in the HR & Environment sections as

indicated in the procedure CP:09 in L2 manual.

Records: 1. Internal Communication Record.

2. External Communication Record.

4.4.4 DOCUMENTATION


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Page 2 of 2

IPP has established, implemented and maintains information in a suitable medium i.e., both in paper

and electronic form to.

a. Describe the core elements of EMS and their interaction.

b. Provide direction to related documentation.

The ISO: 14001 EMS Documentation comprises four levels, namely:

L 1 - EM System Manual

L2 EM System Procedure Manual.

L 3 SOP Work Instructions relating to EMS.

L 4 Forms, Certificates, Registers, Records and computer print outs pertaining to EM

Systems.

The sketch in the following page outlines the 4 Tiers of Documentation.

Note: List of SOPs and Work Instructions in the EMS of IPP is outlined separately in Annexure-IV.

Master list of documents, L1 & L2 and their distribution is maintained by MR, documented L3

(Work Instruction / Section SOPs) and records L4 are maintained by the respective

section/department Heads.

The Documentation include

a) The Environmental Policy, Objectives, and Targets.

b) Description of Scope of EMS.

c) Description of the main elements of the EMS and their interaction and reference torelated documents.

d) Documents including the records required by the ISO 14001: 2004Standard

e) Documents including records determined by the organization to be necessary to

ensure effectiveness.

Management Systems Documentation


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Page 3 of 2

EM

System

Manual

EM Procedures

Internal Standards

Work Instructions for

EMS

EMS Records

Internal Standards:

i) Environmental Aspects Identification

ii) Emergency Preparedness and Response

4.4.5 CONTROL OF DOCUMENTS

Documents required by EMS and by the ISO 14001: 2004standard are controlled. Records are a

special type of Document and are also duly controlled.

L1

L2

L3

L 4


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Page 4 of 2

IPP has established, implemented and maintains a Procedure to

a) approve documents for adequacy prior to issue,

b) review and update as necessary and re-approve documents,

c) ensure that changes and the current revision status of documents are identified,

d) ensure that relevant versions of applicable documents are available at points of use,

e) ensure that documents remain legible and readily identifiable,

f) ensure that documents of external origin determined by IPP to be necessary for the planning

and operation of the environmental management system are identified and their distribution

controlled, and

g) prevent the unintended use of obsolete documents and apply suitable identification to them

if they are retained for any purpose.

Master list

A master list of EMS Documents used by the unit and the documents of external origin are

maintained by MR.

Back ups and Virus Protection

a. Back-ups in CD form are kept for all the latest version of documentation by M.R.and a

system of virus control has also been established. Any change to the documentation is made

by MR and back up of the same is maintained.

b. Back up tapes checking for data retrievability is being done at every month end.

List of Documentation

The list of procedures in use at IPP is at Annexure IV.

4.4.6 - OPERATIONAL CONTROL

IPP has identified and plans those operations that are associated with the identified Significant

Environmental Aspects consistent with its E.Policy, Objectives and Targets in order to ensure that theyare carried out under specified conditions by.


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Page 5 of 2

a. Establishing, implementing and maintaining documented procedures /Work Instructions to

cover situations where their absence could lead to incidents, accidents and other deviations

from the EMS Policy, objectives and targets.

b. Stipulating operating criteria (process control parameters) in the SOPs/Work

instructions.

c. Establishing, implementing and maintaining procedures related to the identified

significant environmental aspects of goods, equipment and services purchased and / or used

by IPP and communicating relevant applicable procedures / Work Instructions and

requirements to suppliers and contractors.

Adequate number of SOPs have been issued where necessary. Control of processes are carried out as

outlined in the SOPs instituted by IPP. Where needed, new SOPs have also been instituted. To take

care of each and every E.Aspect or a group of E.Aspects identified as the case may be, controls have

been specifically envisaged in the various SOPs / Work Instructions. List of E.aspects identified and the

corresponding controls thereof has been prepared and is available in the different sections. Operational

control records are maintained as appropriate by various departments.

Reference:

ER:12 operational control Records in relation to EMS.


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Page 1 of 2

4.4.7 - EMERGENCY PREPAREDNESS AND RESPONSE

IPP has established, implemented and maintains procedures to identify potential for and

respond to accidents and emergency situations and for preventing and mitigating the

environmental impacts that may be associated with them.

In order to maximize IPP's response arrangements to prevent and mitigate the potential to result

in harm, IPP periodically reviews and where necessary, revises, the applicable procedures and

work instructions. Where appropriate, its emergency preparedness and response procedures are

reviewed, in particular, after the occurrence of accidents.

IPP also periodically tests such procedures where practicable by conducting mockdrill and

involving interested parties.

Reference:

1. On Site Emergency Plan

2. ER:13 Record of Mock Drills Conducted.


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CHECK


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4. 5.1. MONITORING AND MEASUREMENT

- IPP has established, implemented and maintains documented procedures (EP:11) (in L2 manual)

to monitor and measure, on a regular basis, the key characteristics of its operations that can result in a

significant environmental impact. The procedure includes the recording of information to track

performance, relevant operational controls and conformities or otherwise w.r.t. IPP's environmental

objectives and targets.

IPP ensures that calibrated or verified monitoring and measuring equipment are only used and suitably

maintained. IPP also retain associated records (ER:14).

Reference:


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Ver No:0 Rev No:0Chapter: 4.5

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4.5.2 EVALUATION OF COMPLIANCE

Consistent with the commitment to compliance, IPP has established, implemented and maintains a

procedure CP:02 for periodically evaluating compliance with applicable legal requirements.

IPP keeps records of the results of the periodic evaluations.

The requirements retaining to sustainability management initiative launched by SELs top management

a voluntary effort are being tracked accessed w.r.t to compliance. Periodical audits are also carried outto verify the status of compliance.


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4.5.3 NON CONFORMITY, CORRECTIVE ACTION AND PREVENTIVE

ACTION

IPP has established, implemented and maintains documented procedure EP:12 in L2 manual for

defining responsibility and authority for handling and investigating nonconformities related to EMS,

taking action to mitigate any Environmental impacts caused and for initiating and completing

corrective action and preventive action.

The Procedure defines requirements for

a) identifying and correcting nonconformity(ies) and taking action(s) to mitigate their

environmental impacts.

b) Investigating nonconformity(ies), determining their cause(s) and taking actions in order to

avoid their recurrence,

c) Evaluating the need for action(s) to prevent nonconformity(ies) and implementing

appropriate actions designed to avoid their occurrence.

d) Recording the results of corrective action(s) and preventive action(s) taken and

e) Reviewing the effectiveness of corrective action(s) and preventive action(s) taken.

Reference:


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4.5.4 CONTROL OF RECORDS

General

IPP has established, implemented and maintains a Procedure EP: for the identification, storage,

protection, retrieval, retention and disposal of records.

IPP has established and maintains records necessary to demonstrate conformity to requirements of

IPPs EMS and the ISO 14001: 2004 standard and the results achieved.

EMS Records are generated and maintained by different departments in the unit Viz. Purchasing,

Stores, Operations, Maintenance, QC, and H.R. Departments.

IPP has ensured that EMS records remain legible, identifiable and traceable.

The various Records relating to EMS to be maintained by the unit have been identified by different

Heads of Departments and approved by Sr.VP. The list of Records relating to EMS generated at IPP

are given in Annexure V.

Reference:


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MANAGEMENT REVIEW

Page 1 of 1

4.5.5 INTERNAL AUDIT

4.5.4.1 General

IPP has established and maintains documented procedure as outlined in L2 manual for planning

and implementing Internal Audits to verify whether or not the EMS.

a) Conforms to planned arrangement for EMS including the requirements of ISO 14001

standard

b) Whether the EMPs and other activities are properly implemented

c) The system is effective in meeting IPP's EMS policy and objectives.

d) Provide information on the results of audit to top management for course correction.

IPP has trained a band of their employees in Internal Audit of EMS. The list of employees

trained as Internal Auditors is kept as a Training Record in HR Dept and also by M.R.

Internal Audits for EMS are scheduled on the basis of Environmental importance of the

operations concerned and the results of previous audits.

Detailed Procedure has been established to cover audit criteria, scope, frequency and

methodology of audit. The identified competency level is also specified. Further theresponsibilities and requirements for planning and conducting the audits and reporting of results

and retaining of associated records is also addressed.

The audit schedule is prepared by the M.R who is primarily responsible for conduct of Internal

Audits. M.R is also responsible for follow up of corrective action taken for the non

conformance observed.

The Internal Audits for EM System are scheduled to be done at IPP,

four times a year. As per the Annual Plan, the audits are carried out by the trained in-house Auditors

of the unit. Auditors do not audit areas in which they have control.

The results of the audits are recorded by Internal auditors in the form of Non Conformity

Reports (NCRs). The auditors bring the contents of NCRs to the attention of the department head

concerned for taking remedial action without undue delay.


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MANAGEMENT REVIEW

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ACT


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MANAGEMENT REVIEW

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4.6 - MANAGEMENT REVIEW

The IPPs top management once in 3 months, reviews the EMS to ensure its continuing suitability,

adequacy and effectiveness.

The input to management reviews includes

a) results of internal audits and evaluations of compliance with legal requirements and

with other requirements to which the IPP subscribes;

b) communication(s) from external interested parties, including complaints,

c) the environmental performance of IPP

d) the extent to which objectives and targets have been met,

e) status of corrective actions and preventive actions,

f) follow-up actions from previous management reviews,

g) changing circumstances, including developments in legal and other requirements

related to IPPs environmental aspects, and

h) recommendations for improvement

The outputs from management reviews include any decisions and actions related to possible changes

to environmental policy, objectives, targets and other elements of the environmental management

system, consistent with the commitment to continual improvement.

The management reviews include assessing opportunities for improvement and the need for changes

to EMS including E.Policy, E. Objectives and Targets. Records of the Management Reviews are

being retained.


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Version No:0 Revision No:0 Chapter: Annexures Page 1 of 3

ANNEXURE I

ENVIRONMENTAL LEGAL REQUIREMENTS APPLICABLE TO IPP

1. The water (Prevention and Control of Pollution) Act, 1974, and as amended up-to-date.

2. The Water (Prevention and Control of Pollution) Rules, 1975.

3. The Water (Prevention and Control of Pollution) Cess Act 1977 and as amended up-to-date.

4. The Water (Prevention and Control of Pollution) Cess Rules 1978

5. The Air (Prevention and Control of Pollution) Act 1981, and as amended up-to-date..

6. The Air (Prevention and Control of Pollution) Rules, 1982

7. The Environment (Protection) Act, 1986. and as amended up-to-date.

8. The Environmental (Protection) Rules, 1986, and as amended up-to-date.

9. The Hazardous Wastes (Management and Handling) Rules 1989, and as amended up-to-date.

10. The Manufacture, Storage and Import of Hazardous Chemical Rules, 1989, and as amended up-

to-date.

11. The Public Liability Insurance Act, 1991 and as amended up-to-date.

12. The Public Liability Insurance Rules, 1991, and as amended up-to-date.

13. The Factories Act 1948.

14. The Tamil Nadu Factory Rules, 1950

15. The Motor Vehicle Act, 1988.

16. The Central Motor Vehicle Rules, 1989

17. The Batteries (Management & Handling) Rules, 2001

18. The Ozone Depleting Substances (Regulation & control) Rules, 2000.

19. Noise Pollution Rules (Regulation and Control) Rules, 2000, and as amended up-to-date.

20. The Bio Medical Waste (Management and Handling) Rules, 1998, and as amended up-to-date.

21. The verdicts given by different High Courts and Supreme Court of India pertaining to

environmental management.


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Version No:0 Revision No:0 Chapter: Annexures Page 2 of 3


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ANNEXURE III

LINEAR RESPONSIBILITY CHART COVERING SENIOR MANAGEMENT IN IPP

S.

No

Description

1 2 3 4 5 6 7 8 9 10

Top

Mgt.MR

Head

operatio

n

Head

Mainten

ance

Head

Commer

cial w.r.t

stores

Head

HR

Head

QC

Head

Env

Head

Commer

cial

purchase

Head

Accounts

1.a

1 b

Environmental Policy formulation

E Policy implementation

P

-

S

C

S

P

S

P

S

P

S

P

S

P

S

P

S

P

S

P

2. Identification of EnvironmentalAspects and Consequent impacts

- C P P P P P P P P

3. Legal and other requirementsidentification

- C S S S P S P S S

4. Objectives and Targets formulation P C S S S S S S S S

5 a

.5b

Implementation of EnvironmentalEMPs

EMP Review

-

P

P

C

P

S

P

S

P

S

P

S

P

S

P

S

P

S

P

S

6. Roles, responsibilities, authorities P C S S S S S S S S

7. Training, Awareness & Competence C S S S P S S S S

8. Internal Communications - C P S S P S P S S

9. External Communications - C S S S P S P P S

10. EMS Documentation - C P P P P P P P P

11. Control of documents - P S S S S S S S S

12. Operational Control - C P P P P P P P S

13. Emergency Preparedness & Response - S S S S S S S S S

14. Monitoring & Measurement P C P P P P S P S S

15. Calibration of monitoring instruments - S S P S S P P S S

Version No Revision No:


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S.

No

Description

1 2 3 4 5 6 7 8 9 10

Top

Mgt.MR

Head

operatio

n

Head

Mainten

ance

Head

Commer

cial w.r.t

stores

Head

HR

Head

QC

Head

Env

Head

Commer

cial

purchase

Head

Accounts

16 Evaluation of compliance P C P P P P P P P P

17. Non-conformities, Corrective Actionand Preventive Action

- C P P P P P P P P

18. Records - C P P P P P P P P

19. EMS Audit C P P P P P P P P P

20. Management Review P C S S S S S S S S

LEGEND:P: Primary Responsibility S: Secondary Responsibility C: Co-Ordination Responsibility

Note: When P is shown against various departments, this highlights that the concerned HOD is responsible for that particular dept.



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ANNEXURE-IV

LIST OF EMS RELATED PROWIs (PROCEDURES & WORK INSTRUCTIONS) IN

VOGUE IN IPP



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ANNEXURE V

LIST OF EMS RECORDS MAINTAINED BY IPP

The list of Environmental Records (ER) maintained by IPP are given below:

Sl.No. DescriptionISO:14001

Clause

Environ-

mental

Record

Main-

tained

by

Retention

Period

1 E Policy 4.2 ER:01 MR Ongoing

2 Environmental Aspects Identification4.3.1

ER:02MR 3 yrs after

identification

3 Legal and Other Requirements 4.3.2 ER:03 MR Ongoing

4 Objectives, targets, EMP(s) 4.3.3 ER:04 MR 3 yrs afteridentification

5Resources, roles, responsibility and

authority

4.4.1 ER:05 HR Ongoing

6Competence, Training and

Awareness

4.4.2ER:06

HR Ongoing

7 Communication4.4.3

ER:07MR 3 yrs after

identification

8 Documentation 4.4.4 ER:08 MR Ongoing

9 Control of documents 4.4.5 ER:09 MR Ongoing

10 Operational Control4.4.6

ER:103 yrs after

identification

11Emergency Preparedness and

response

4.4.7ER:11

MA 3 yrs after

identification

12 Monitoring and Measurement4.5.1

ER:12MR 3 yrs after

identification13 Evaluation of compliance 4.5.2 ER:13 MR Ongoing

14Non conformity, corrective action and

preventive action

4.5.3ER:14

MR 3 yrs after

identification

15 Control of records4.5.4

ER:15MR 3 yrs after

identification

16 Internal audit4.5.5

ER:16MR 3 yrs after

identification

17 Management Review 4.6 ER:17 MR 3 yrs after



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Sl.No. Description ISO:14001

Clause

Environ-

mental

Record

Main-

tained

by

Retention

Period

identification
