Proactive Environmental Management System 1 Illinois Department of Transportation (IDOT) EMIS Implementation Steve Gobelman, P.E., P.G. S. Babusukumar,

Proactive EnvironmentalProactive EnvironmentalManagement SystemManagement System

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Illinois Department of Transportation (IDOT) Illinois Department of Transportation (IDOT) EMIS ImplementationEMIS Implementation

Steve Gobelman, P.E., P.G.Steve Gobelman, P.E., P.G.

S. Babusukumar, P.G.S. Babusukumar, P.G.

Michael YesconisMichael Yesconis

®

TRB ADC Conference

July 26, 2011

Background The Illinois Department of Transportation (IDOT) maintains over 300

facilities statewide to support the state’s highway maintenance activities.- Vehicle Maintenance Activities

- Handling Hazardous Materials

- Underground Storage Tanks

- Aging Facilities

- Decentralized EnvironmentalManagement (facility by facility)

IDOT proactively conducted Environmental Compliance Audits (ECAs) at 150 facilities and identified high priority environmental compliance issues.

The next step was to implement a solution to address the environmental issues found during the ECAs.

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Implementation Approach Environmental Compliance Audits performed at facilities to

establish high priority issues and a baseline.

Procedures and Technical Guidance documents were developed to manage high priority concerns as a part of an initial Environmental Management System (EMS).

To facilitate the implementation of the EMS a Web-based Environmental Management Information System (EMIS) has been developed to provide a consistent and centralized approach to EMS

Asset Inventories to define inspection targets which are now being conducted during the ECA’s.

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Implementation Approach

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Engage the End Users of the EMIS through meetings and informational overview documents (FAQs).

Training for each district is conducted on-site at their respective district headquarters. Users are also provided an EMIS Quick Start Guide for reference after training.

This EMIS has been implemented in IDOT’s District 8 which contains 25 maintenance facilities and is currently being expanded to the other IDOT districts (3 districts in 2011 and the final 5 districts in 2012), totaling over 300 facilities.

Examples of EnvironmentalCompliance Issues

Summary of Issues:

Uncovered salt storage resulting in stressed vegetation and impacts to local waterways.

Tanks that were leaky tanks and lacking proper labeling and secondary containment.

Improperly maintained Oil Water Separators and inlet filter units.

Improperly stored waste and hazardous materials.

Resulting EMS Procedures:

Salt Storage

Bulk Oil Products

Solvent-based Parts Washers

Hazardous Waste Streams

Universal Waste

Used Oil

Filters & Fuel Filters

Underground Storage Tanks

Oil/Water Separators / Inlet Filter Units

Stormwater Drainage Pathways5

Examples of EnvironmentalCompliance Issues

Impact to Stormwater(Salt Containing Prussian Blue)

Impact to Storm Water

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Stressed Vegetation From Salt Runoff

Stressed Vegetation From Salt Runoff

Examples of EnvironmentalCompliance Issues

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Leaky Tanks Leaky Waste Oil Tank

Examples of EnvironmentalCompliance Issues

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Sludge in Oil Water Separator Oil Water Separator Requiring Maintenance

Examples of EnvironmentalCompliance Issues

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Lack of Secondary Containment and Tank Labels

Improper Labeling

Examples of EnvironmentalCompliance Issues

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Potential Waste Stored in Open Containers

Improperly Discarded Empty Drums

Examples of EnvironmentalCompliance Issues

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Parts Washer with Solvents Left Open When Not in Use

Unsecured Gas Cylinders

Examples of EnvironmentalCompliance Issues

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Dilapidated Buildings/Unsafe Conditions

Unsafe Structures

Examples of EnvironmentalCompliance Issues

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Improperly Stored Used Batteries Improper Storage of Flammable Material

Examples of EnvironmentalCompliance Issues

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Clogged Drains/Impact toStorm Water

Examples of EnvironmentalCompliance Issues

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Improper Disposal of Oil Filtersin Trash

EMS to EMIS

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Paper-BasedEMS Procedure

Documents

System Features

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Main Menu/User Tasks

Inspections

Issue Identification and Resolution

Technical Guidance & Facility Maps

Asset Inventories

Waste and Bulk Product Manager

Reporting & Analysis

EMIS Workflow

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EMIS Workflow

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EMIS Main Screen

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EMIS Inspection w/ Asset Data Pop-up

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EMIS Completed Inspection

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Issue Resolution

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Once issues are logged they can be resolved in 3 different ways:

•Field Resolved – The inspection finds an issue that that was resolvable during the inspection (i.e., cover a pile of salt).

•Self-Assigned – The inspection finds an issue that he/she can resolve, but cannot attend to it during the inspection.

•Notify Field Engineer – The inspection finds an issue that needs Field Engineer support or escalation.

Issues Awaiting Assignment

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Issues in the Issues Task window on the EMIS home page. These are currently unassigned and awaiting assignment from the inspections Field Engineer.

Asset Inventory

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Asset Inventory

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Technical Guidance & Facility Maps

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EMIS Reporting

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Report Types:

•Inspections•Issues •Issues Status•Waste Inventory•Waste Shipping•Bulk/Waste Type •Bulk Inventory•SPCC Facility Summary

Waste Management Features

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•Waste Inspection Checklist - Identify issues in the storage and handling of Waste at each facility” (labeling, storage, secondary containment)

•Waste Inventory Form - Provides inputs to track accumulated Waste stored at each facility

•Waste Shipping Tracking -Tracking of where the waste is being transported to and by whom. The Pickup Date, Transport From, Transport To as well as Transporter can be tracked for any given shipment by facility.

•Request Waste Pickup Notifications – Allows system users to request a waste pickup if capacity to store those waste streams are low. Notification goes to IDOT Waste Specialist. Allows for more efficient pickup/disposal logistics.

EMIS Waste Inventory

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EMIS Waste Shipping

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The last step in the Waste process is the Waste Shipping feature that allows for the tracking of where the waste is being transported to and by whom. The Pickup Date, Transport From, Transport To as well as Transporter can be tracked for any given shipment by facility.

Bulk Product Tracking/SPCC

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The EMIS provides a Bulk Product Inventory form with the ability to determine if an SPCC plan is required at a given facility based on the amount of bulk product being stored on-site along with associated reports to assist in the tracking of bulk product at each facilities.

Reports provide several ways to query and report on Bulk product inventories and SPCC status. Examples provided on the following slide.

Bulk Product Tracking/SPCC

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EMIS Admin Features/Archives

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Admin Features:

•Facilities•Users•Inspections•Tasks•User Log•System Valid Values•Inspection Archive•Issues Archive

EMIS Top Findings Are stormwater inlet protection devices provided when no

secondary containment is provided?

Locate liquid salt storage tanks away from storm drains, trenches or ditches that lead off site. If this is not possible, provide appropriate inlet protection devices such as storm drain covers to be used when transferring liquid salt or in the event of a leak.

Are outdoor stockpiles of potential pollutants (e.g., batteries, oil products, salt, scrap metal, etc) covered?

Is this AST equipped with secondary containment?

Are all hazardous waste containers stored on secondary containment?

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EMIS Features Review User-friendly and intuitive interface

Build specifically for IDOT’s workflow requirements

Web-based Portal provides a custom user experience based upon their role in the system

Electronic notification of Task Assignments

Electronic Inspection Checklists for all EMS Procedures

Corrective Action / Issue Resolution and Issue Prioritization features

Asset Management

Robust Reporting and Task Tracking tools

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Benefits of the EMS & EMIS Protecting public health and environment

Effective compliance with regulatory requirements

Improve IDOT’s public image as a green organization

Facilitate efficient fiscal planning and prioritization of environmental issues

Manage challenging environmental issues with top-to-bottom engagement of all IDOT stakeholders from a central Web-based system

Potential integration of the EMIS into other IDOT systems (Asset / Work Order Management)

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Contact Information

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Steven Gobelman, P.E., L.P.G. IDOT Bureau of Design & [email protected](217) 785-4246

S. Babusukumar, P.G.Weston Solutions, [email protected](847) 918-4018 Michael YesconisWeston Solutions, [email protected](610) 701-3931