Basics of Sustainability 5 Environmental Management Systems (EMS) 1
Contents Page Aims... 2 Introduction... 3 Environmental Management Standards (EMS)... 3 Environmental Policy... 4 Planning... 4 Implementation, Operation and Review... 4 Aspect Register... 5 Management System Relationships... 6 Certification and Accreditation of EMS... 6 Bibliography and Further Reading... 7 Aims By reading this section, you should be able to: Understand what makes up the various elements of an Environmental Management System (EMS) and, in doing so, aid the implementation of such a system if a company was to adopt one. The benefits to be gained by having such an EMS in place. Understand how to produce an Aspects Register. How the interface of the three management systems of Environmental, Health & Safety and Quality relate. 2
Introduction Environmental Management Systems provide a tool for all types of businesses to control their impact on the environment. Not only does this enhance their reputation, but it also allows businesses to become part of a common, consistent and recognised system that reviews their performance and provides the data on how to adjust this and improve. Implementing an EMS can have a major impact on a company s credentials and enhance their image and market share, potentially improve the ability to gain access to capital, and portray a responsible image to stakeholders. Environmental Management System (EMS) The three standards that cover any Environmental Management System are: 1. The British Standard ISO 14001:2004 Environmental Management Systems Requirements with guidance for use 2. British Standard (BS) 8555:2003 Guide to the phased Implementation of an EMS including the use of Environmental Performance Evaluation 3. EU Eco Management and Audit System (EMAS) Fig. 1: EMS processes There are six main processes for the implementation of an Environmental Management System which are as follows: Initial Environmental Review Company Environmental Policy Management Review Planning Monitoring & Corrective Action Implementation and Operation 3
Environmental Policy After a sufficient review by senior management, a company s environmental policy should be a document that accurately describes their operation, the scale of the operation and the responsible manner in which the company is to carry out the operation. The environmental policy should describe the aspects of the company s service provision and its intent to do everything reasonably practicable to mitigate its impact on the environment. The policy will also convey the commitment of senior management and staff to achieve any objectives and targets set, along with the regular monitoring of the operation to ensure full compliance to environmental regulations and continually improve performance. Finally, the policy should be available to the public. This can be implemented in a number of ways, such as being available on the company website, via a display where works are carried out on a public notice board, or incorporated into an environmental report. Planning To enable effective planning, a company must first fully identify its operation and the aspects carried out and the impacts they have on the environment this is the environmental policy in the section above. Appropriate controls are then introduced to mitigate these impacts along with identifying the associated legislation to ensure compliance. Following this, reasonable objectives and targets should be set for improvement. As the famous saying goes, you cannot manage what you cannot measure. This is best done by obtaining relevant data to measure the task or performance such as a KPI (key performance indicator) then, once a benchmark is set, there is a starting point to improve year on year. A programme could be developed to aid achieving the objectives and focus attention on achievement. Implementation, Operation and Review Implementing and operating an EMS are vital to its effectiveness. The following provides guidelines on how to do this. Generally, there should be an appointed manager who is responsible for establishing, implementing and maintaining the EMS. They will also be in charge of handling inquiries relating to the EMS and the organisation s environmental performance. There will need to be a lead team member who communicates the environmental policy, objectives and targets to staff and contractors. Specific roles and responsibilities should be designated to staff and operatives and they must be appropriately trained to ensure application of the EMS and maintain legislative compliance. Procedures should be documented; this includes work instruction, preventative maintenance procedures and other operational procedures. 4
An emergency preparedness and response procedure needs to be in place and communicated to all relevant parties. With the system actively in place, auditing plays a major role in seeing if the implementation of the system, along with associated processes and procedures, is working effectively. Auditing the various sections of the EMS should be regularly carried out. This will highlight where there may be shortfalls or non-compliance. When non-compliances are identified and recorded, an investigation should be carried out to identify what appropriate corrective action should be applied to mitigate the non-compliance to ensure that there is no reoccurrence. A management review should be carried out at least once a year by senior management in order to review the effectiveness of the EMS, its adequacy and its continuing improvement. If a management review is carried out twice annually, actions delegated can be followed up and closed out in the second review. The review should cover all aspects of what is contained in the system and encompass modifications to the policy, if required, to reflect improvements in processes and performance. Aspect Register A key driver in any Environmental Management System is the Aspect Register. The register should identify all aspects of the organisation s operation, including all elements associated with the running of an office, through the supply of materials, to the production of the product or service. Each aspect should identify how it affects the environment and should be classified to identify the severity of its impact. Controls are then identified to mitigate the effect of the environmental impact. Relevant legislation associated to the aspect should also be incorporated in the document to ensure awareness and compliance. Fig. 2: Typical example of an Aspect Register entry Aspect Impact Severity Controls Actions Relevant Legislation Use of Stationery Deforestation Destruction of natural habitat Detrimental effect on aquatic life through bleaching process High Use paper with no bleach content Greater use of email communication Use both sides of paper when printing All waste paper to be segregated for recycling Order recycled paper for office use Water Industry Act 1991 Trade Effluent Regulations 2006 5
Management System Relationships The three major recognised international standards are: ISO 14001:2004 (Environmental) ISO 9001:2008 (Quality) OHSAS 18001:2007 (Health & Safety) The three standards above have been developed separately but there are a number of similarities between them that can justify a single integrated system to reduce duplication during maintenance of the systems such as Control of Documents, Control of Records, Communication, Management Review, Competence Training & Awareness, Monitoring & Measurement, Corrective Actions. Together, integrated systems such as these are referred to as QEHS (Quality, Environment, and Health & Safety or Quality and Environmental Health & Safety). Certification and Accreditation of EMS An organisation that is formally authorised to award certification to a company that meets the requirements of the ISO 14001:2004 standard is known as the certification body. In the UK, this body is the UK Accreditation Service or UKAS. The process of accreditation is usually done over two stages starting with an initial assessment followed by the main assessment. Initial Assessment The initial assessment by a certification body will identify the operation of an organisation and see if the systems, processes and procedures in place are appropriate, and if there are any divides that might need bridging to enable further progression towards accreditation. Main Assessment The main assessment will focus on whether the EMS adopted will help develop performance and ensure a continual improvement along with full compliance to relevant environmental legislation. The main assessment will look at the objectives and targets that have been set and the organisation s performance in meeting them. The assessment will also ensure the objectives and targets are being measured, monitored, performance reviewed and reported. Robust internal auditing processes will play a big part in achieving the required performance levels for ISO 14001 accreditation. 6
Bibliography and Further Reading Melnyk, S., Sroufe R., Calantone R. (2003) Assessing the Impact of Environmental Management Systems on Corporate and Environmental Performance. Journal of Operations Management, Volume 21, Issue 3 pgs. 329 351 British Standards Institution (BSI) (2010), Environmental Management Systems: Requirements with Guidance for Use. BS EN ISO 14001:2004, London: BSI British Standards Institution (BSI) (2010), Environmental Management Systems: General Guidelines on Principles, Systems and Support Techniques. BS EN ISO 14004:2010, London: BSI International Organisation for Standardisation (ISO), ISO 14001 Environmental Management [internet], available from: www.iso.org/iso/home/standards/management-standards/iso14000.htm (accessed 9 April 2013) International Organisation for Standardisation (ISO), ISO 9001 Quality Management [internet], available from: www.iso.org/iso/iso_9000 (accessed 9 April 2013) British Standard Institution (BSI) OHSAS 18001 Occupational Health and Safety Management [internet], available from: www.bsigroup.co.uk/en-gb/ohsas-18001-occupational-health-and-safety/ (accessed 9 April 2013) 7