Managing consents with online management systems

MANAGING CONSENTS WITH ONLINE MANAGEMENT SYSTEMSChristine Oakey

Environmental Management Consultant

Drivers for Compliance Management

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• Corporate risk management and responsibility

• RMA Penalties

• Health and Safety Reform Bill

• International drivers

• National Monitoring System

https://www.mfe.govt.nz/rma/rma-monitoring/national-monitoring-system

Current Situation

• Paper based systems

• Excel spreadsheets

• Microsoft Word

• Calendars

• Not at all

Risks of managing legal requirements in this way

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• High in management time

• Not a management tool

• Deadlines missed

• Responsibility confusion

• Non-compliance

• Enforcement

Online Management Systems

• Cloud based systems

• Manage and maintain consents and conditions

• Access anywhere

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Benefits of online management systems

• One place for all legal requirements, documents, and compliance information

• No missed deadlines

• Responsibility of actions clearly defined

• Multiple users

• Compliance status easily visible

• Auditing

• Cost savings – management time and non-compliances

• Integrated approach to consent management, health & safety, incident management, and sustainability

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Who can use it

• Regulatory Authorities

Database of consents granted

Tracking compliance with consent conditions

Notification of due dates

• Consent holders with a number of consents

Manage consents and conditions

Alerts of due dates

Ability to track compliance

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Systems available

• CS-VUE

• Foundation Footprint

• Mango

• impac

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Key functionalities

• Holds all legal requirements and associated documentation

• Phased conditions

• Setting actions

• Roles and responsibilities

• Links consents

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Key functionalities cont.

• Reporting

• Manage projects

• Manage expiring and lapsing consents

• Incidents

• Links to GIS

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Key functionalities –Conditions

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Key functionalities –Setting actions

• Ensures condition requirements are met

• One-off or recurring

• An alert is sent via email of upcoming actions

• Assigns responsibility

• Escalation if not completed

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Key functionalities –Setting actions

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Key functionalities –Signing off actions

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Key functionalities –Signing off actions

Key functionalities –Signing off actions

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Key functionalities –Managing projects

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Key functionalities –Managing expiring and lapsing consents

• Alerts

• Forward planning

• Financial implications

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Key functionalities –Reporting

• Snap shot of compliance status

• Project reports

• Consent reports

• Actions due and outstanding

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Case Study - Auckland Council Infrastructure and Environmental Services – Stormwater Unit

• Amalgamation of district councils to the Auckland Council led to all stormwater capital and operational projects being managed by one team.

• Believed there was around 800 consents, but actually over 2000.

• CS-VUE used as the management system.

• Rationalisation of consents.

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Summary

• Online Management Systems are an effective tool for managing legal requirements

• Used by consent holders and regulatory authorities

• Multiple systems available

• Multiple functionalities

• Easy management of legal requirements

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