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Introduction to ISO 14001 Implementation

Protecting the Environment is Everyones Job

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AgendaSupplier WorkbookISO 14001 & Environmental Management SystemsAssessing What You HaveManagement CommitmentEstablishing The ApproachPlanningSystem Documents

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ISO 14001 Supplier WorkbookPurpose

Learning aid in visualizing EMS documentsJump start to development & implementationEMS Template fulfills ISO 14001 4.4.4 requirement for system documentation (i.e., EMS Manual)

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ISO 14001 Supplier WorkbookContents

Presentation slidesLaunch & implementation toolsEMS template (must be modified to address local considerations)Resources

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EMS TemplateContents

EMS manual & appendices - identifies EMS documents and relationship to ISO 14001Environmental policyAspects, objectives & targetsLegal & other requirementsEnvironmental management programs

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EMS TemplateContents

Structure & responsibilityTraining matrixProceduresWork practicesMaster document listMaster records list

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ISO 14001 & Environmental Management Systems

The Basics

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Birth Of An EMS Standard

September 1996- ISO 14001 EMS finalized

"Environmental Management Systems- Specification With Guidance For Use"International Organization For StandardizationISO 9001 & 9002 QMS created by same organization

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DefinitionsEnv. Management System (EMS): the part of 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

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DefinitionsEnvironmental ManagementRepresentative (EMR)

Ultimate responsibility for EMSDirects Cross Functional Team in developing, implementing, and maintaining EMSReports EMS performance to management

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DefinitionsCross Functional Team (CFT)

Representatives from main areas & departmentsStanding teamEMS developmentSupports implementation & maintenance

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DefinitionsEnv. Aspect: element of an organizations activities, products or services that can interact with the environmentEnv. Impact: any change to the environment, whether adverse or beneficial, wholly or partially resulting from an organizations activities, products or services

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DefinitionsEnv. Objective: overall goal, arising from the policy, which is quantified where practicableEnv. Target: detailed performance requirement, quantified where practicable, ... that needs to be set and met in order to achieve ... (the stated objective) ...

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DefinitionsEnvironmental Performance: measurable results of the environmental management system, related to an organization's control of its environmental aspects, based on its environmental policy, objectives and targets

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Definitions

it is intended that the implementation of an environmental management system described by (ISO 14001) will result in improved environmental performance(Annex A A.1)

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DefinitionsEnv. Management Program: documented plan for achieving an objective & target that includes:

ResponsibilitiesMeansTime frames

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ISO 14001 Elements

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Assessing What You Have

You Have More Than You Think!

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Assessing What You HaveUnderstand What You Should Have

Review ISO 14001 requirementsReview internal requirementsReview Ford & other requirements

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Assessing What You HaveReview Internal Requirements

Corporate, Division & Plant

DirectivesGuidelinesProceduresBusiness Plans

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Assessing What You HaveReview Ford & Other Requirements

ISO 14001 registrationMaterial restrictions (WSS-M99P9999-A1)Recyclable plastic & polymeric materials (E4)Packaging solutionsMaterial approval - production & non-production

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Assessing What You HaveReview What You Do Have

Identify current management systems (Environmental, Quality, Health & Safety,etc.)

How were systems implemented?What are the system elements?What works & what doesnt?Where are the opportunities?

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Identify operating components

Applicable areas & departments?What processes, activities & services are in each?External support?

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Document key information

What products are made?What materials are used?What types of wastes & discharges are generated?What sources of energy are required?

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Identify regulatory compliance

permits and governmental reportsReview compliance statusReview environmental programs

Ex.: Elimination of Hg containing lightingAssess training & audit programs

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Identify relevant environmental

plans & proceduresEx.: Spill prevention planEx.: Document control procedureReview organizational structure & environmental responsibilities

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Assessing What You HaveDetermine Resource Needs

Resources depend on:

Size & complexity of facilityISO 9001/2 registrationApplicable environmental requirementsWorkloads

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Assessing What You HaveDetermine Resource Needs

General assumptions

Development & implementation: 10 monthsAwareness training: 45 min per employeeProcedure training: 15 min per procedure & employee

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Management Commitment

An Absolute Requirement

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Management CommitmentManagement Responsibilities

Selects & supports Environmental

Management Representative (EMR)Establishes environmental policyProvides resources to implement and maintain Env. Management System (EMS)Approves & periodically reviews EMS

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Management CommitmentManagement Launch Meeting

Provide understanding of benefits, requirements & effort Select an EMR & CFTEstablish registration dateDocument commitment

>Section 2: Launch & Implementation Tools

Management CommitmentLaunch Document

Management meeting

launch guidanceMeeting agendaMeeting announcementCommitment memorandumCFT roles & responsibilities

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Management Commitment

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Potential Cross Functional

Team Members

Environmental

Quality

Engineering

Material Handling

Controller's Office

Human Resources

Maintenance

Training

Production

Safety

Establishing The Approach

Pick The Right Path

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Establishing The Approach

Obtain management commitmentTrain Cross Functional Team (CFT)

& others on ISO 14001 requirementsEstablish development & implementation planDevelop & implement EMSObtain management approvalObtain registration

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Establishing The ApproachEstablish Development & Implementation Plan

Develop clear

understanding of implementation pathEstablish realistic implementation schedule

>Section 2: Launch & Implementation Tools

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Establishing The ApproachImplementation Schedule

Identify main tasks to be completed and corresponding time framesDetermine whos doing whatBe consistent with management expectations

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Establishing The ApproachDevelop & Implement System

Identify what you already have & use it!Distribute responsibilities among Cross

Functional Team (CFT) and othersCFT cant do it all!

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Establishing The ApproachObtain Management Approval

Obtain approvals after completing major development & implementation milestonesDocument approvals in meeting minutesObtain final approval of entire system

>Section 2: Launch & Implementation Tools As Starting Point

Establishing The ApproachObtain 3rd Party Certification

Certification requires an accredited registrar & certification audit

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Planning

Taking The First Step

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Facility-wideDepartmentbyDepartmentCore of the EMSAspectsLegal Requirements

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CategorizeObjectives and TargetsDevelop EnvironmentalManagement ProgramsProject PlanCore of the EMSDevelopProcedures andWork PracticeslTasks, Responsible Parties, Time Frames

lOperational Controls

lMonitoring and MeasurementEMPsProceduresWork Prt.1

Work Prt.2

Work Prt.3Objectives and TargetsEnvironmental Management ProgramsProcedures/WorkPracticesControl/Maintain(e.g., RegulatoryCompliance)Improvement(e.g., Energy Reduction)Study(e.g., FeasibilityStudy)SignificantAspects

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Environmental AspectsISO 14001, 4.3.1 Environmental Aspects

Organization responsible for identifying and maintaining aspectsInclude those under control or influenceUsed to set environmental objectivesInformation kept current

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Environmental Aspects

General trashSpent aerosol cansWelding fumesWaste paint & solventsAutomotive exhaustPaint spray emissionsCar wash water

Compressed air useElectricityNatural gasWastewater dischargeStorm water runoffStorage tanksContaminated land

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Environmental Aspects Aspect types

ControlledInfluencedPotentialActualEnvironmental aspect categories

Used to organize aspects

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Aspect Categories

Material useAir emissionsWater useEnergy useStormwater dischargesStorage tanks

Wastewater dischargesSolid & liquid wasteNoiseOdorNatural environmentLand condition

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Identifying Aspects Identify all areas & departmentsIdentify corresponding activities,

processes & servicesUse 2 to 3 people teams (1 from area or dept.)For each aspect category ask:

do we have or could we have ?Record specific aspects

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Legal & Other RequirementsISO 14001, 4.3.2 Legal & Other Requirements

Procedure for identifying and accessing legal & other requirements

Federal, provincial/state,and local regulationsCorporate requirementsIndustry-specific requirementsApplicable to environmental aspects

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Legal & Other RequirementsEP-007 Env. Regulations and Other Requirements

Env. coordinator maintains access to & list of:

Federal, provincial/state & local regulationsOther requirementsEnv. coordinator communicates requirements to applicable areas & departments

>Section 3, Tab C: Legal & Other Requirements

Legal & Other RequirementsEP-009 Agency Approvals

Env. coordinator & permit team

determines need for environmental permits and develops applicationsEnvironmental Management Representative (EMR) communicates with regulatory agenciesEMR communicates permit issues with management

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Environmental Legal RequirementsASPECTREQUIREMENTCITATION/SOURCEMaterial UsageGENERAL ENVIRONMENTAL REQUIREMENTSHazardous Substances and Reportable Quantities(CERCLA)Hazardous Chemical Reporting: Community Right ToKnow (SARA Title III)Toxic Chemical Release Reporting: Community RightTo Know (SARA Title III)40 CFR Part 30240 CFR Part 37040 CFR Part 372>Section 3, Tab C: Legal & Other Requirements

Significant Aspects

Aspects that can cause a significant

change to the environment (significant impact)Change could be negative or positive

Example: global warming from CO2 emissionsExample: wetland preservationOnly significant aspects are further managedCFT evaluates aspects for significance

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Significant Aspect CriteriaEP-002 Environmental Aspects, Objectives ...

Regulated (or other requirement)

Example: hazardous wastePotential for release

Example: propane from storage tank>Section 3: EMS Template


Business plan and energy usage

Example: natural gas usageEnvironmental load

Example: plastic containers

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Environmental load

ToxicityRestricted substanceAmounts (volume & mass of releases, resource consumption)Frequency & severity

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Documentation of AspectsEP-002 Environmental Aspects, Objectives ...

CFT identifies aspects

and significant aspectsRationale for significance documentedAspects reviewed every six monthsProcess & facility changes reviewed

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Objectives & TargetsISO 14001, 4.3.3 Objectives and Targets

Establish and maintain objectives & targetsMust consider:

Legal & other requirementsSignificant env. aspectsTechnological optionsFinancial, operational & bus.requirementsViews of interested parties

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Objective CategoriesEP-002 Environmental Aspects, Objectives ...

Objectives & targets

established for all significant aspectsCFT reviews performance of objectives & targets every 6 months

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Objective CategoriesEP-002 Environmental Aspects, Objectives ...

Control/Maintain

Maintain existing programImprove

Reduce usageInvestigate/Study

Study the feasibility

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Objectives & Targets

Objective- an environmental goal

e.g., Reduce energye.g., Maintain regulatory compliancee.g., Study material substitutionTarget- amount & when goal will be met

e.g.,10%, rate basis, from 1994 by 2002e.g., Ongoinge.g., Complete by Jan. 2001

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Aspects, Objectives & TargetsExample FormsExample No. 1

Environmental AspectsExample No. 2

Environmental Aspects, Objectives & TargetsExample No. 3

Environmental Aspects, Objectives and TargetsExample No. 4

Significant Aspects Summary, Operational Controls>Section 3, Tab B: Aspects, Objectives & Targets

Environmental PolicyISO 14001, 4.2 Environmental Policy

Appropriate to the nature, scale & environmental impacts of activities,

products, or servicesCommitment to continual improvement & prevention of pollutionCommitment to comply with regulations & other requirements

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Environmental PolicyISO 14001, 4.2 Environmental Policy

Provides the framework for setting & reviewing environmental objectives & targetsDocumented, implemented and maintainedCommunicated to all employeesAvailable to the public

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Environmental PolicyContentsHeader with facility nameIntro explaining what facility doesInclusion of the 4 commitments & other requirementsGeneral objectives established at facilityAuthorizing signature & date

>Section 3, Tab A: Policy

Environmental Management ProgramsISO 14001, 4.3.4 Env. Management Programs

Establish & maintain programs

for achieving objectives and targetsIdentify means, responsibilities and timeframesReview new projects or changes for applicability to existing programs

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Environmental Management Programs Example ProgramsExample No. 1

Regulatory Compliance ProgramExample No. 2

Managed Material ProgramExample No. 3

Reduce Energy ProgramExample No. 4

Waste Minimization Program>Section 3, Tab D: Management Programs

Environmental Management ProgramsEP-002 Environmental Aspects, Objectives ...

EMPs should be created to address:

Pollution prevention/Waste minimizationEnergy managementMaterials managementCompliance assurance

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System Documents

>Section 3 of Workbook

EMS DocumentationISO 14001, 4.4.4 EMS Documentation

Maintain & describe core elements of the EMS

Paper or electronic formProvide direction to related documentation

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EMS Documentation

EMS manualEnvironmental PolicyRoles & responsibilitiesLegal & other requirementsAspectsObjectives & targets

EMPsTraining matrixProcedures & formsWork practicesMaster document listMaster records listReferences

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EMS Template - Procedures

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No.

Title

ISO 14001

EP-001

Formatting Environmental Procedures, Work Practices and Forms

N/A

EP-002

Environmental Aspects, Objectives and Targets, and Management Programs

4.3.1

4.3.3

4.3.4

EP-003

Environmental Management System and Regulatory Compliance Audits

4.5.4


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Title

ISO 14001

EP-004

Non-Conformance and Corrective and Preventive Action

4.5.2

EP-005

Environmental Management System Management Review

4.6

EP-006

Emergency Preparedness and Response

4.4.7

EP-007

Environmental Regulations and Other Requirements

4.3.2


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Title

ISO 14001

EP-008

Environmental Review of Projects

4.3.1

EP-009

Agency Approvals

4.4.6

EP-010

Environmental Communication

4.4.3

EP-011

Contractor Control

4.4.6


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Title

ISO 14001

EP-012

Environmental Document Control

4.4.5

EP-013

Environmental Records

4.5.3

EP-014

Environmental Training and Awareness

4.4.2

EP-015

Monitoring and Measurement

4.5.1

Master Document List>Section 3, Tab G: Master Document List

Document Control

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Document Control Ensures That Only Approved Documents Are Available For Use

Document ControlISO 14001, 4.4.5 Document Control

Develop procedure to control documents

Can be locatedReviewed, revised, & approvedCurrent versions availableObsolete documents properly handledLegible, dated, identifiable, and maintained

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Document ControlEP-012 Environmental Document Control

EMR or designee maintains master documents & issues controlled copiesCFT reviews & approves changes to EMS documentsDocuments marked Controlled DocumentDocuments available where needed

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RecordsISO 14001, 4.5.3 Records

Procedure for records managementRecords must be legible, identifiable, & traceable to the activity, product, or serviceProtected against damage, deterioration, or lossRetained for a specified period

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RecordsEP-013 Environmental Records

Records retained as specified in Index of Environmental RecordsRetention consistent with legal & other requirementsResponsible personnel access master list of records relevant to their area or department

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Index of Environmental Records>Section 3, Tab H: Master Records List

Structure & ResponsibilityISO 14001, 4.4.1 Structure & Responsibility

Define roles, responsibilities

& authoritiesProvide adequate resources

Human resources, specialized skills, technology & financial resourcesAppoint EMR

>Section 3, Tab E: Structure & Responsibilities

Operational ControlsISO 14001, 4.4.6 Operational Controls

Identify operations & activities

associated with significant aspectsProcedure needed where absence could lead to deviations from policy, objectives & targetsCommunicate procedures to contractors where applicable

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Operational ControlsTypes of Operational Controls

Operational proceduresWork practicesEMPsPermits/Legal & other requirementsVisual aidsManuals & plans

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Monitoring & MeasurementISO 14001, 4.5.1 Monitoring & Measurement

Procedure(s) to monitor

& measure keycharacteristics of processes & activitiesRecord information to track performance Calibration proceduresProcedure for regulatory compliance audits

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Monitoring & MeasurementISO 14001, 4.5.1 Monitoring & Measurement

Key characteristics associated

with significant aspectsvolumes (e.g., gallons of spent paint)weights (e.g., tons of metal scrap)rates (e.g., number of car repairs per day)

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Monitoring & MeasurementEP-015 Monitoring & Measurement

Internal audits monitor

conformance to objectives & targetsEnvironmental performance monitored per Env. Management Programs (EMPs)Operational controls monitored per EMPs, procedures, work practices & visual aids

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Monitoring & MeasurementEP-015 Monitoring & Measurement

Calibrate per manufactures recommendations or at least annuallyCalibration & maintenance addressed in maintenance program or work practicesArea/Department list of equipment to be calibrated & frequency

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TrainingISO 14001, 4.4.2 Training, Awareness & Competence

Identify training needsEstablish training procedures

Importance of conformanceConsequences of departure from proceduresPersonnel competent by education, training, and/or experience

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TrainingEP-014 Environmental Training and Awareness

Training department completes Training Needs Analysis (TNA) and training schedule, reviews at least annually and revises as necessaryPermanent on-site contractors included in training programTraining records maintained by Training dept.

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TrainingTraining Needs Matrix

Environmental CoursesProcedures and Work Instructions by Area / Department

>Section 3, Tab F: Training Matrix

CommunicationsISO 14001, 4.4.3 Communications

Procedure for internal and

external communicationsBetween various levels and functionsDocument & respond to external communications (e.g., requests for info)Record decision for external communication of significant aspects

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CommunicationsEP-010 Environmental Communication

CFT communicates employee

concerns to managementArea/Dept. managers communicate legal & other changes to employeesHR Manager and EMR involved in external communication with interested partiesCommunications documented

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Emergency Preparedness & ResponseISO 14001, 4.4.7 Emergency Prep. & Response

Procedure(s) to identify potential

& respond to accidents & emergenciesFocus on prevention & mitigationProcess for review and modificationPeriodically test procedures, where needed

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Emergency Preparedness & ResponseEP-006 Emergency Prep. & Response

CFT identifies potential

incidents semi-annuallyEmergency Response Coordinator develops and maintains emergency response methodsMethods tested at least annually

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Emergency Preparedness & ResponseEP-006 Emergency Prep. & Response

Response activities conducted

within bounds of training, proceduresand regulatory expectationsCorrective & preventative actions initiated following incidents & emergencies

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Env. Review of ProjectsEP-008 Env. Review of Projects

Initiating Activity completes

Env. Checklist with appropriation requestEMR reviews request & checklistEMR or designee identifies aspectsEnvironmental issues resolved with Initiating Activity

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Contractor ControlEP-011 Contractor Control

Facility provides information to

contractors to ensure awareness of EMSContractors submit Method Statements to Initiating Activity prior to working on-siteContractors conform to EMS requirements, ensure staff awareness & maintain records

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EMS AuditsISO 14001, 4.5.4 EMS Audits

Procedure to determine conformance to ISO 14001 requirements & planned arrangementsAudits prove conformanceResults reported to managementAudit schedule based on importance & results of previous audits

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EMS AuditsTypes of Audits

1st Party - Conducted by facility staff2nd Party - Conducted by personnel

not associated with facility (e.g., corporate staff, consultant)3rd Party - Conducted by registrar or regulatory authority

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EMS AuditsEP-003 EMS & Regulatory Compliance Audits

Quality Manager responsible for EMS auditsAudit team independent of area being auditedEMR responsible for compliance auditsNonconformances recorded on Corrective and Preventative Action Requests (CARs)Open CARs reported to management

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Nonconformance & Corrective And Preventive ActionISO 14001, 4.5.2 Nonconformance and Corrective and Preventive Action

Procedure for handling

& investigating nonconformancesMitigate impacts and correct & prevent problemsModify procedures, as applicable

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Nonconformance & Corrective And Preventive ActionEP-004 Nonconformance and Corrective ...

Response to nonconformances

and noncompliances:ID root causeDetermine corrective & preventative actionsImplement actions & verity effectiveness

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Nonconformance & Corrective And Preventive ActionEP-004 Nonconformance and Corrective ...

Nonconformances and noncompliances

identified outside audit processQuality Manager creates Corrective and Preventative Action Requests (CARs) for nonconformances, as appropriateEMR creates CARs for noncompliances

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Management ReviewISO 14001, 4.6 Management Review

Top management (i.e., facility/

plant management) reviewssuitability of EMS at defined intervalsComprehensive & documented reviewAssess the need for changes to EMS in-line with commitment to continual improvement

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Management ReviewEP-005 EMS Management Review

Management reviews EMS annuallyEMR reports on EMS performanceCorrective actions assigned to responsible managersMeeting records maintained by EMR

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Registration Process

Certification Audit

Pre-assessment reviewMain auditSurveillance auditsRe-certification audit

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Registration ProcessCertification Audit

Main audit

Major & minor nonconformancesAuditors recommend, Registrar decidesCertificate of registration good for 3 years - maybe

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Registration ProcessSurveillance Audits

At least annuallyProof of continual EMS improvementLook for systemic problemsMajor nonconformance could effect

re-certification

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Registration ProcessRe-Certification Audits

Every three years by Registrars

auditorsSame approach as Certification Audit

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Protecting the Environment is Everyones Job, And So Is Maintaining the EMS!

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ISO 14001 Implementation Workshop






















































































































supplier1.ppt

Documents

management system ems

overall management system

ems manualversion

ems standardseptember

environmental policyaspects

environmental policyversion

environmental aspects

emsreports ems performance