MANAGING CONSENTS WITH ONLINE MANAGEMENT SYSTEMSChristine Oakey
Environmental Management Consultant
Drivers for Compliance Management
2
• 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
4
• 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
5
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
6
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
7
Systems available
• CS-VUE
• Foundation Footprint
• Mango
• impac
8
Key functionalities
• Holds all legal requirements and associated documentation
• Phased conditions
• Setting actions
• Roles and responsibilities
• Links consents
9
Key functionalities cont.
• Reporting
• Manage projects
• Manage expiring and lapsing consents
• Incidents
• Links to GIS
10
Key functionalities –Conditions
11
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
13
Key functionalities –Setting actions
14
Key functionalities –Signing off actions
15
Key functionalities –Signing off actions
Key functionalities –Signing off actions
16
Key functionalities –Managing projects
17
Key functionalities –Managing expiring and lapsing consents
• Alerts
• Forward planning
• Financial implications
18
Key functionalities –Reporting
• Snap shot of compliance status
• Project reports
• Consent reports
• Actions due and outstanding
19
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.
20
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
21
22
23
