SABRe : ISO Awareness. Supplier Briefing Pack.

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1 SABRe : ISO Awareness. Supplier Briefing Pack Rolls-Royce plc The information in this document is the property of Rolls-Royce plc and may not be copied or communicated to a third party, or used for any purpose other than that for which it is supplied without the express written consent of Rolls-Royce plc. This information is given in good faith based upon the latest information available to Rolls-Royce plc, no warranty or representation is given concerning such information, which must not be taken as establishing any contractual or other commitment binding upon Rolls-Royce plc or any of its subsidiary or associated companies.

2 Introduction This briefing pack has been designed to assist Rolls- Royce suppliers in the implementation of the International Environmental Management System Standard ISO It provides a basic overview of the standard s requirements, as well as how and why Rolls-Royce went about it

3 Contents Overview ISO clauses Progress in Rolls-Royce Rolls-Royce HS&E Supply Chain work

4 Environmental Management Systems A management tool to enable organisations of any size or type to control the impact of their activities, products and services on the environment. Provides a structured approach to setting environmental objectives & targets, and demonstrating that they have been achieved.

5 The Benefits of EMSs assuring customers of commitment to demonstrable environmental management maintaining good public / community relations satisfying investor criteria and improving access to capital more favourable insurance costs enhancing image and market share improving cost control reducing incidents that result in liability demonstrating reasonable care conserving raw materials and energy improving industry-government / regulatory relations..good for the environment!!!

6 ISO14001: Environmental Management System model Environmental Policy Management Review Continual improvement Planning Environmental aspects Legal and other requirements Objectives, targets & programmes Checking Monitoring and measurement Evaluation of compliance Nonconformity,corrective action and preventive action Control of records Internal audit Implementation and Operation Resources, roles, responsibility & authority Competence, training & awareness Communication Documentation Control of documents Operational control Emergency preparedness and response

7 ISO Fundamental requirements Plan, Do, Check and Act to ensure: compliance with applicable legal & other requirements continual improvement prevention of pollution

8 Key points to begin Get management commitment.. without senior management support implementation will be difficult Obtain a copy of the ISO 14001:2004 standard Get a copy of ISO 14004: this provides further guidance on the standard Think about who your assessors will be (Rolls-Royce used their Quality Management System assessors) Think about dates, set a completion date..if you don t, experience shows it doesn t happen! Set up an ISO team / committee (including management) Appoint responsibilities for implementation across the business - the (HS&) E person cannot do it alone!!

9 ISO requirements The following slides (numbered in line with the standard's clauses) provide a basic outline of ISO requirements and the type of actions necessary to achieve certification Read them in conjunction with the ISO standard PLEASE NOTE: ISO was updated in 2004 and is now referred to as ISO 14001:2004

10 4.2 ENVIRONMENTAL POLICY overall intentions & directions of an organisation related to its environmental performance as formally expressed by top management Must be Consistent with the Scope of the EMS Sanctioned / signed by Top Management Appropriate (activities, products & services) Continual Improvement Prevention of Pollution Legal & Other Requirement (not just environment) Objectives & Targets Be Documented, Implemented, Maintained Be Communicated to all persons for & on behalf of company Made Available to Public

11 Rolls-Royce HS&E Policy Documents

12 4.3 PLANNING Environmental Aspects Legal and Other Requirements Objectives, Targets & Programmes

13 4.3.1 ENVIRONMENTAL ASPECTS This is one of the key clauses of the standard You must undertake an assessment to identify your SIGNIFICANT ENVIRONMENTAL ASPECTS & IMPACTS In simple terms - what are the most important effects you have on the environment?

14 4.3.1 ENVIRONMENTAL ASPECTS Develop a Procedure to assess Activities, Products and Services Those which you Control & Influence (e.g. you can influence contractors and suppliers) Consider Past, Existing, New, Planned & Modified activities, products & services Normal, Abnormal, Shut down, Start up, Emergency Assess which are Significant Document the process (not just a list) Up-date regularly

15 ISO Aspects & Impacts Environmental Aspect: 'an element of an organisation's activities or products or services that can interact with the environment'. Environmental Impact: 'any change to the environment, whether adverse or beneficial, wholly or partially resulting from an organisation's environmental aspects'.

16 ISO Environmental Aspects The process to identify the significant environmental aspects should consider: emissions to air releases to water waste management use of energy contamination of land use of raw materials and natural resources local environmental, wildlife and community issues design manufacture packaging distribution end life

17 ISO Significant Impacts Significant Impacts are likely to arise from the environmental aspects of any of the following: Processes that: generate large quantities of emissions e.g. site boilers require a large input of other resources e.g. electricity, water, raw material are Prescribed / Regulated/ Authorised / Permitted processes use large quantities of Volatile Organics Compounds generate 'hazardous' or 'special' wastes or large volumes of 'normal' controlled wastes make consented discharges to sewers make consented discharges to watercourses are of significant concern to interested parties e.g. engine noise from test sites involve operations where an incident could lead to effects beyond the site boundary

18 4.3.2 LEGAL AND OTHER REQUIREMENTS You must develop a Procedure to: Identify & have Access to Applicable Legal & Other requirements Record How They Apply to environmental aspects

19 New & Recent Legislation (UK & EU) Contaminated Land Regulations 2000 PP&C (Pollution Prevention & Control) Regulations Oil Storage Regulations (2001) Waste (Household Waste Duty of Care) (England and Wales) Regulations 2005 Solvents Emissions Directive Environmental Noise Directive WEEE & ROHS Directive Hazardous Waste Regulations Environmental Liability Directive REACH Directive

20 Applicable Legislation & Other Includes: National International State / government Customer agreements Non regulatory guidelines Codes of practice Voluntary labelling schemes Trade associations Corporate / company requirements Landlord requirements

21 ISO Legislation Internet sites Business clubs Magazines etc. Corporate / Regional advisors

22 Legislation Registers At Rolls-Royce we have developed registers to record what legislation is applicable, how we comply with it and who is responsible. A quarterly review and update of the law is then undertaken and the register updated accordingly

23 Who cares? Environment Agency / SEPA (in the UK) Local Authority Water Companies Employees Stakeholders Board Neighbours Insurers

24 Who cares? You can be shut down If your suppliers are shut down..you loose your delivery If you loose your delivery production can stop

25 Legislation Register Provides an auditable trail through to business/site procedures

26 4.3.3 OBJECTIVES, TARGETS & PROGRAMMES Documented Each Function / Level Must be specific, Measurable where practicable, long & short term Be in line with the Policy (Prevention of Pollution, Legal & other requirements, Continual Improvement) Relate to Significant Environmental Aspect & Legislation Take into account Technology / Finance Interested Parties

27 PROGRAMME(S) Establish, implement & maintain Achievement of Objectives & Targets Responsibilities (throughout organisation) Means & Timeframe WHO - WHAT - WHERE - WHY - WHEN - HOW?

28 GROUP HS&E TARGETS Baseline = 2006 performance Reduce the incident rate of occupational diseases and other work related ill-health by 10%. 15% reduction in Lost-Time Injury Rate over 1 day per 200,000 exposure hours. 10% reduction in energy consumed (normalised by financial turnover) 10% reduction in solid waste (normalised by financial turnover) 58% recycle of solid waste by end of 2009.

29 4.4 IMPLEMENTATION AND OPERATION Resources, Roles, responsibilities & Authority Competence, Training and Awareness Communication Documentation Control of Documents Operational Control Emergency Preparedness and response

30 4.4.1 RESOURCES, ROLES, RESPONSIBILITY & AUTHORITY Management Responsibility - ensuring availability (e.g contingency plans if high staff turnover) Resources / Roles / Authority Establish, Implement, Maintain, Improve Defined, Documented, Communicated Adequate resources Human, Skills, Infrastructure (e.g. tanks, drains), Technology, Finance Management representative (Authority for establishing, implementing & maintaining, reporting, recommending improvements)

31 Impacts arise from a wide variety of jobs including: Designers / Purchasers Finance Architects Mergers etc. Public relations Training Shop floor Maintenance/Facilities General Office The whole life cycle of the product, project development, manufacture, commissioning, use, disposal Impact of manufacture, materials Investment policy - ethical investments? Building efficiency; impact from factory layout Liability of J V; suitability of land Company image Education of work force Waste, chemicals, processes Bunds, tanks, gardening Energy use, water use, waste segregation

32 4.4.2 COMPETENCE, TRAINING & AWARENESS Remember Tasks for or on behalf of Company (e.g. contractors, subcontractors, temporary, remote) Involving Significant Aspects / Impacts Competent - priority, education, training, experience Keep Records Identify Training Needs Provide or Take Action - to ensure needs met

33 Training Materials - leaflets Rolls-Royce has developed a number of training materials. Some of which have been redesigned for the use of suppliers:

34 Training Materials - Posters

35 4.4.3 COMMUNICATION Aspects & EMS Procedure Internal - levels / functions External - receiving, documenting & responding to Outgoing - decide if communicate significant aspects & document If externally communicate, ensure method e.g environment report, data to regulators, product marking, specific enquiries

36 Types of Communication Meetings Briefings Direct correspondence Newsletters Bulletin boards Intranet sites Reports With e.g. neighbours, students, investors, regulators, customers

37 4.4.4 DOCUMENTATION Policy, Objectives, Targets Scope OF EMS Description of Main Elements, Interaction Documents & Records - required by ISO & EMS Necessary to Ensure Effective Planning, Operation & Control

38 Documentation Scope Aspect / impact identification & evaluation Competence records Training Records External communication decision Periodic compliance evaluation Corrective / preventive actions Management review

39 4.4.5 CONTROL OF DOCUMENTS Procedure: Approval for Issue Review & Update (& re-approval) Identify Changes Current revision Status Identified Location / Relevant Versions Available Legible, Identifiable Obsolete Documents Destroyed / Identified External Documents Identified & Controlled (e.g.licences, permits, guidance as a Work Instruction)

40 4.4.6 OPERATIONAL CONTROL Significant Environmental Aspects / Policy/ Objectives Specified Conditions Documented Procedures (only one) Control where Absence would cause Deviation from Policy etc. Operating Criteria Establish, Implement, Maintain Procedures Relating to Good & Services Communicate to Suppliers & Contractors

41 4.4.7 EMERGENCY PREPAREDNESS AND RESPONSE Procedure: Identify Potential Response (documented evidence) Accidents, Situations & Emergencies Prevention / Mitigation Review & Revise Periodically Test

42 4.5 CHECKING Monitoring and Measurement Evaluation of Compliance Non-Conformity, Corrective Action and Preventive Action Control of Records Internal Audit

43 4.5.1 MONITORING & MEASUREMENT Procedure to: Monitor & Measure regularly Define Key Characteristics Involving Significant Impacts Document Performance, Operational Controls, Objectives / Targets Calibration / Verification of Equipment (proof) Records

44 4.5.2 EVALUATION OF COMPLIANCE Procedure: Periodically Evaluate Compliance Records Legal & Other Requirements New clause to ensure legal evaluation receives proper attention & not merely covered in audit

45 4.5.3 NONCONFORMITY, CORRECTIVE ACTION AND PREVENTIVE ACTION Procedure: Actual & Potential Identifying & Correcting Non Conformity Mitigation Investigate - Causes Actions to Prevent Recurrence Record Actions Taken Review Effectiveness Update EMS Documentation

46 4.5.4 CONTROL OF RECORDS Record = document stating results achieved or p Procedure Demonstrate Conformity to EMS & ISO Identification, Storage, Protection, Retrieval, (Retention) & Disposal Legible, Identifiable, Traceable e.g. Training, Audits, Reviews.

47 Examples of Records Training Complaints Monitoring Calibration Emergency test Incident reports Management review Contractor / supplier records Audits Communications Legal compliance Significant environmental aspects Meetings

48 4.5.5 INTERNAL AUDIT Conforms to Planned EMS & ISO Properly Implemented / Maintained Management of Information Programme (planned at planned intervals) Environmental Importance Previous Audits Procedure Responsibilities / Requirements - planning, conducting, reporting, keeping records Criteria, Scope, Frequency, Methods Objectivity & Impartiality of Auditors & Audit Process

49 4.6 MANAGEMENT REVIEW Top Management Regular (planned intervals) Continued Suitability, Adequacy, Effectiveness Opportunity for Improvement Changes to EMS / Policy / Objectives / Targets Documented / Recorded Output - decisions, actions relating to changes to policy, objectives, targets etc consistent with commitment to continual improvement

50 Input to Management Review Shall include : Audit Results Legal /Other Compliance Evaluations External Communication (incl. complaints) Achievement of Objectives / Targets Corrective / Preventive Actions Previous Actions Changing Circumstances (e.g. legal) Recommendations for Improvement

51 ISO Summary What needs to be in place? Policy awareness General knowledge about the environment and our contribution to local / global problems Knowledge of Operational Control Procedures & where to locate them An understanding of the consequences of departure from procedures Up to date log books & records What to do in an emergency Control of contractors! A Good Visual Appearance of the site!

52 Rolls-Royce HS&E Supply Chain Work Policy SABRe Workshops BS 8555 Sustainable Procurement What else do you need?

53 Rolls-Royce HS&E Policy Suppliers The Company should strive to reduce the overall HS&E impact of its suppliers Onus on suppliers demonstrating legal compliance and continual improvement in HS&E performance Suppliers must assess HS&E risks, implement appropriate controls, set targets and implement management programmes Suppliers, partners and contractors are encouraged to implement a Health & Safety Management System in line with the requirements of OHSAS Suppliers, partners and contractors are expected to implement an appropriate EMS comparable with the requirements of ISO14001 and are encouraged to gain 3 rd party certification Not mandated!

54

55 ISO in Rolls-Royce - Why did we do it? Board Initiative - after a study of customers, competitor, suppliers Industry Good Practice - recognised system Future Customer Requirement - ISO is increasingly becoming an issue in contracts and tenders External Recognition of EMS - unless an independent body assesses you, you cant prove your systems work

56 Basic Approach to ISO Implementation Certification in two year period for new acquisitions Certification by Business (i.e. not site) Rolls-Royce plc certificate Current ISO 9001 assessors used for ISO Corporate tools developed to give a standardised methodology

57 Advantages of Certification Provides a structured approach to managing environmental issues In general is an indicator that you are taking the environment seriously It is based on significance of aspects Looks further than just compliance (resource efficiency and design issues) Has delivered real improvements in environmental performance External recognition Overall it provides focus companies need to take the final exam

58 Contact details : Richard Seddon - HS&E Manager, Global Purchasing (0)

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