October 2008Virginia EMS Conference 1 EMS 101 Presented by: Harry E. Gregori, Jr., AICP Environmental Solutions, Inc. Michele M. Lawton Volvo Trucks North.

October 2008 Virginia EMS Conference 1

EMS 101

Presented by:

Harry E. Gregori, Jr., AICP

Environmental Solutions, Inc.

Michele M. Lawton

Volvo Trucks North America

Dublin, Virginia

EMS 101 – Speakers

• Harry Gregori, – 15 years of experience in EMS, lead auditor trained– Virginia DEQ background – P2 and EMS– One of principal architects of the VEEP– ISO14001 with Public and Private Entities– Conducts EMS E2/E3/E4 and ISO Training

• Michele Lawton, – Nine years of experience in EMS implementation– Manufacturing background – currently Volvo Trucks– ISO 14001 & ISO 9000 – Public & Private Entities– Lead Instructor in numerous EMS workshops across Virginia

EMS 101 Session (Part I)

Environmental Management System (EMS) Basics

– Brief history and getting started

– Defining the basic elements of an EMS

– Implementing an EMS

– Common implementation road-blocks

EMS 101 Session (Part II)

Implementation Basics

– All at once

– Department by department

– Actual implementation process

– Decisions about software

Environmental Management Systems 101

… or how do I get started and how do I reinvigorate a stalled

program?

What is an EMS

• EMS Defined Section 10.1-1187.1Code of Virginia:

"Environmental Management System" means a comprehensive, cohesive set of documented policies and procedures …

What is an EMS

… adopted by a facility or person and used to establish environmental goals, to meet and maintain those goals, to evaluate environmental performance and to achieve measurable or noticeable…

What is an EMS

… improvements in environmental performance, through planning, documented management and ...

What is an EMS

… operational practices, operational changes, self assessments, and management review ...

What is an EMS

… The term shallinclude, but not be limited to, any such system developed in accordance with the International Standardsof Operation 14001 standards.”

What is ISO all about?

• International Organization for Standardization – creates programs

• ISO “program numbers and names”

• “ISO” is Greek for “equal”

What is ISO all about?

• ISO9000 Quality Management system

• ISO14000 Environmental Management Systems

• ISO18000 (OHSMS) Safety Management System

• ISO28000 Security Management Systems

EMS Basics

• Based on the concept of:

Act Do

What about “VEEP” and “PT?”

• VEEP stands for “Virginia Environmental Excellence Program”

• PT stands for the U. S. EPA “Performance Track Program”

Should I be “Interested?” …Defined

• “What interest do I have in Environmental Management Systems anyway?”

Should I be “Interested?”

Website dictionaries define “interest” as:

1 a (1) : right, title, or legal share in something

(2) : participation in advantage and responsibility

(3): Concern

Should I be “Interested?”

• b : BUSINESS, COMPANY2 a : a charge for borrowed money generally a percentage of the amount borrowed

• b : the profit in goods or money that is made on invested capital

• c : an excess above what is due or expected <returned the insults with interest>

Virginia Environmental Excellence Program VEEP

• Virginia code

• Section 10.1-1187.6 of the Code of Virginia, the Air Pollution Control Board, the State Water Control Board and the Waste Management Board…

• Virginia code:

• “… may grant alternative compliance methods to the regulations adopted pursuant to their authorities” for Virginia Environmental Excellence Program E3 and E4 facilities

• Performance Track Facilities Only: … that extends on-site storage times for

large-quantity generators of hazardous wastes to up to 180 days (and 270 days if the waste is transported 200 miles or more) to accumulate hazardous waste without a RCRA permit or interim status.

• Permit Benefits

• Solid Waste Management: Participating E2 facilities will receive potentially up to a 10% discount on annual fees; E3 facilities will receive potentially up to a 20% discount. The total of all discounts cannot exceed $140,000 annually for all solid waste facilities.

• Permit Benefits

• Hazardous Waste Management: Participating E2 facilities will receive potentially up to a 5% discount; E3 facilities will receive potentially up to a 10% discount. The total of all discounts will not exceed a total of $26,000 annually.

• Permit Benefits

• Water: Participating E2 facilities will receive potentially up to a 2% discount; E3 facilities will receive potentially up to a 5% discount. The total of all discounts will not exceed a total of $64,000 annually.

EMS “What’s Involved?”

EMS Cost/time

Fully developed EMS

9-12 monthsMonthly meetings of EMS TeamOrganization lead/hero

EMS Benefits

• Operational Efficiency• Staff productivity/Safety• Resource conservation (water,

energy, fuel)

•http://www.envirsol.com/info_form.php

EMS Resources

• Harry E. Gregori, Jr. AICP• Environmental Solutions, Inc.• 804-740-5605• harry.gregori@envirsol.com

The Basic Elements of an EMS

Virginia EMS Conference 28

An EMS is a Management System:

• To systematically manage environmental affairs, and

• Integrate environmental management with the overall management.

4.2 Policy4.2 Policy

4.3 Planning4.3 Planning

4.4 Implementation & 4.4 Implementation & OperationOperation

4.5 Checking 4.5 Checking

4.6 Management 4.6 Management ReviewReview

Environmental PolicyEnvironmental Policy

Environmental AspectsEnvironmental Aspects

Legal & Other Legal & Other RequirementsRequirements

Resources, Roles, Resources, Roles, Responsibility and AuthorityResponsibility and Authority

Control of DocumentsControl of Documents

Objectives & Targets Objectives & Targets and Programsand Programs

Evaluation of ComplianceEvaluation of Compliance

DocumentationDocumentation

Operational ControlOperational Control

Emergency Preparedness Emergency Preparedness & Response& Response

Competence, Training Competence, Training and Awareness and Awareness

Control of RecordsControl of Records

Nonconformity, Corrective Nonconformity, Corrective Action & Preventive ActionAction & Preventive Action

Monitoring & Monitoring & MeasurementMeasurement

Internal AuditInternal Audit

Management ReviewManagement Review

CommunicationCommunication

11stst StageStage

22ndnd StageStage

33rdrd StageStage

44thth StageStage

Operational Control (and) Contractor ManagementOperational Control (and) Contractor Management

Define the Terms and Define the Terms and AcronymsAcronyms

• EMSEMS• ElementsElements• PolicyPolicy• ProceduresProcedures• Work Product (Supporting Work Product (Supporting

documents)documents)• Work Instructions (SOPs)Work Instructions (SOPs)• RecordsRecords• FormsForms• AuditingAuditing

Environmental Policy

• Declares your organization’s commitment to the environment.

• Provides the framework for planning and action.

Environmental Aspects

• Identify environmental attributes of your activities, products and services.

• Determine which aspects that could have significant impacts on the environment.

Legal and Other Requirements

Identify and ensure access to relevant laws and regulations (and other requirements to which your organization adheres).

Objectives, Targets and Programs

Establish environmental goals for your organization, in line with your policy, your environmental aspects, impacts, views of management, and other factors.Action plans to achieve objectives and targets.

Resources, Roles, Responsibility and Authority

Establish roles and responsibilities and provide resources. Clear designation of Authority.

Competence, Training and Awareness

Ensure that your employees are trained and capable of carrying out environmental responsibilities.

Communication

Establish processes for internal and external communication of the environmental management issues.

Documentation

Maintain information on your EMS and related documents.

Ensure effective management procedures and other system documents.

Control of Documents

Identify, plan and manage your operations and activities in line with your policy, objectives and targets.

Operational Control

Identify potential emergencies and develop procedures for preventing emergencies and responding to them.

Emergency Preparedness and Response

Monitor key activities and track their performance.

Monitoring and Measurement

Periodically evaluate the legal and other requirements.

Keep records of the results.

Evaluation of Compliance

Identify and correct problems; prevent recurrences.

Nonconformity, Corrective Action & Preventive Action

Keep adequate records of EMS performance.

Control of Records

Periodically, review your commitments, verify that your EMS is operating as intended.

Report the audit results to senior management.

Internal Audit

Review your EMS with an eye to continual improvement.

Management Review

Elements of the ISO 14001:2004 Standard Procedure Work Product on Paper

1. Environmental Policy 4.2 Policy

2. Environmental Aspects 4.3.1 Matrix

3. Legal & Other Requirements 4.3.2 Matrix

4. Objectives, Targets and Programs 4.3.3 Template or matrix of programs

5. Resources, Roles, Responsibility and Authority 4.4.1 Organization chart

6. Competence, Training and Awareness 4.4.2 Needs matrix, schedule & records

7. Communication 4.4.3 Memos, log sheets, news letters

8. Documentation 4.4.4 Flow chart (document structure)

9. Control of Documents 4.4.5 Flow chart (approval & revisions)

10. Operational Control 4.4.6 SOP’s, contractor packet

11. Emergency Preparedness & Response 4.4.7 Plans, inspections

12. Monitoring & Measurement 4.5.1 2 types of tracking matrix

13. Evaluation of Compliance 4.5.2 Compliance audit results

14. Nonconformity, Corrective & Preventive Action 4.5.3 Competed corrective action form

15. Control of Records 4.5.4 Retention time matrix

16. Internal Audit 4.5.5 Audit schedule & results

17. Management Review 4.6 Reports, meeting minutes

EMS Supporting Documents (objective evidence)

11stst StageStage

22ndnd StageStage

33rdrd StageStage

44thth StageStage

Operational Control (and) Contractor ManagementOperational Control (and) Contractor Management1/21/2

1/21/2

Virginia EMS Conference 51October 2008

Stepping outside our comfort zone to learn new things can be painful!

EMS is too hard!

We don’t have time!

We already have full time jobs!

EMS is dry & boring!

We hate EMS!

Virginia EMS Conference 52October 2008

The EMS wiring harness

Env PolicyEnv Policy

Env AspectsEnv AspectsLegal ReqLegal Req

Objectives & TargetsObjectives & TargetsEMPsEMPs

Structure & RespStructure & RespTrainingTraining CommunicationCommunication

Operational Operational

ControlControlEmergency PreparednessEmergency Preparedness

EMS DocumentationEMS Documentation

Monitoring & MeasurementMonitoring & MeasurementRecordsRecordsCorrective ActionCorrective ActionAuditingAuditing

There will be road blocks …

…and you must maneuver around them.

Common road blocks

– Loss of momentum– Wrong team– Lack of management support– Reorganization– Shift in focus– Fence line unclear

How big is your EMS?

Don’t worry about the size of your EMS…

You need an EMS that fits “just right”

Build your own EMS

Remember to:

Keep your focus on the goal by stepping

back and looking at the “Big Picture”.

Ask what we really need to do to achieve this element of the EMS?

Be Creative!

Questions?Questions?

EMS 101 Session (Part II)

Implementation Basics

– All at once

– Department by department

– Actual implementation process

– Decisions about software

(Open discussion with time remaining)

October 2008Virginia EMS Conference 1 EMS 101 Presented by: Harry E. Gregori, Jr., AICP Environmental Solutions, Inc. Michele M. Lawton Volvo Trucks North.

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