Environmental Management System 1 Page All Hardcopy Documents Are Uncontrolled Version 1.1
Table of Contents Contents 1. Introduction... 3 1.1. Definitions... 4 2. Environmental Policy... 5 3. Environmental Policy... 5 3.1. Environmental Aspects... 5 3.2. Legal & Other Requirements... 5 3.3. Objectives... 6 4. Implementation... 7 4.1. Resources & Roles... 7 4.2. Training... 8 4.3. Communication... 9 4.4. Documentation... 9 4.5. Document Control... 10 4.6. Operations Control... 10 4.7. Emergency... 10 5. Checking... 11 5.1. Monitoring... 11 5.2. Nonconformity... 11 5.3. Control of Records... 12 5.4. Internal Audit... 12 6. Management Review... 13 2 Page All Hardcopy Documents Are Uncontrolled Version 1.1
1. Introduction Scope This manual outlines our company's plan to satisfy the Environmental Management System (EMS) requirements of ISO 14001: 2004. It is applicable to environmental aspects that the company identifies as those which it can control and those which it can influence. It does not state specific environmental performance criteria. The manual is a "controlled" document within our Environmental Management System however "uncontrolled" copies can be distributed to any interested party. The manual is intended to be used as a public document that displays this company's commitment to achieving environmental compliance to ISO 14001: 2004 in all our activities. Description of the Company is an Australian company specialising in management systems consulting. Based in Sydney Australia. brings together a talented team of professionals with many years of combined experience dedicated to providing customers with efficient and effective certification solutions. Tuesday, 30 April 2013 3 Page All Hardcopy Documents Are Uncontrolled Version 1.1
Revision and Version Status VERSION NO. SECTION NO. REVISION NO. DATE ISSUED CHANGES MADE 1 Entire manual 1 Entire manual 0 First draft for review and approval 1 30/4/2013 First Issue This manual is issued by Environmental Representative with the approval of the Director/s and is reviewed in accordance with the Document Control procedure. 1.1. Definitions Auditor Person with the competence to audit. Environmental Aspect Element of the company s activities, products or services that can impact on the environment. Environmental Impact Any change to the environment, whether adverse or beneficial, wholly or partially resulting from the company s environmental aspects. Environmental Performance Measurable results of the company's environmental management of its environmental aspects. Environmental Policy The company's statement of its overall intentions and direction related to its environmental performance as formally expressed by management. Environmental Objective Overall environmental goal, consistent with the environmental policy the company sets. Interested Party Individual or group concerned with or affected by the environmental performance of the company. Prevention of Pollution Use of processes, practices, techniques, materials, products, services or energy to avoid, reduce or control pollution, in order to reduce adverse environmental impacts. 4 Page All Hardcopy Documents Are Uncontrolled Version 1.1
2. Environmental Policy s commit to the environment is detailed in their Environmental Policy 3. Environmental Policy 3.1. Environmental Aspects Register of Environmental Aspects will establish a Register of Environmental Aspects to identify the environmental aspects within the scope of our company's EMS. This involves consideration of normal and abnormal operating conditions, start-up and shut-down conditions, as well as foreseeable emergency situations. Our company classifies its activities into the following categories: Emissions to air Effluent releases to water Land contamination Use of raw materials and natural resources Use of energy Energy emitted, e.g. heat, radiation, sound Waste generated Carbon foot-print Our company plans to minimise the possible impacts caused by the above-listed aspects by tackling the problem at its source, namely: Design & development Manufacturing/business processes Monitoring the environmental performances of our suppliers and contractors Transportation Waste management and treatment Refer Register of Environmental Aspects 3.2. Legal & Other Requirements 5 Page All Hardcopy Documents Are Uncontrolled Version 1.1
will establish a Register of Environmental Legislation to keep track of the latest legislations and regulations relevant to our EMS procedures in accordance to the guidelines set out in ISO 14001: 2004. Register of Environmental Legislation The Register of Environmental Legislation will consist of a list of regulations which affect our business directly and other regulations which will impact our business financially. The Environmental Representative will identify and communicate the most current national, regional, state and local legal requirements as applicable to our company throughout the organization. Refer to Procedures: EP 1 EP 2 EP 3 EP 11 Environmental Aspects Environmental Legislation Legal Compliance Regulatory Approvals Refer to Forms: EF 1 EF 11 Register of Environmental Aspects Environmental Legislation Summary 3.3. Objectives takes the following factors into account in order to establish, implement and maintain documented objectives and targets: Our Environmental Policy Legislative and other requirements Significant environmental aspects Financial, operational and business requirements Input from major stakeholders Our company ensures that Operating Procedures are implemented to keep control of our compliance with Environmental legislations and regulations. Once implemented, we will convert our objectives and targets into a programme or action plan. Implementation of the programme consists of: Assigning a person to be in charge of each specific area identified Identifying all those who will be involved in the process The sequence of steps and actions that will lead to the desired result An implementation schedule Refer Procedure: EP 4: Objectives and Targets 6 Page All Hardcopy Documents Are Uncontrolled Version 1.1
4. Implementation 4.1. Resources & Roles s management structure is shown link below. The duties and responsibilities of individual positions which have an input to environmental performance are described in the following paragraphs. As the senior executive officers, our Director/s have the overall responsibility for setting the company's environmental objectives and targets. These are met through the allocation of resources as required. The Director/s review the environmental management system regularly. In line with its commitment, both share responsibility for the following tasks: 1. setting environmental objectives and targets, and authorising the Environmental Policy; 2. chairing the management reviews meetings to verify how the company continues to meet environmental objectives and environmental plans and the availability of resources to meet such objectives and plans; 3. conducting regular formal communication sessions explaining how the company's EMS meets the requirements of ISO 14001: 2004 Environmental Representative The member of the management team who is allocated the role of Environmental Representative has the responsibility and authority to manage the day-to-day operation of the environmental system, including advising senior management on the performance of the system. The Environmental Representative is also responsible for monitoring performance, identifying training requirements and conducting training in environmental awareness. In short, the Environmental Representative s responsibilities are: To set up the EMS in accordance with the requirements of ISO 14001. To keep the EMS up to date. Managers & Supervisors Managers and Supervisors are responsible for all s operational activities within their area of operation. They are accountable for the environmental outcomes of their individual areas. Operations Manager The Operations Manager is responsible the planning and implementation of s operational activities with emphasis on the control of the environmental aspects, especially significant aspects. The Operations Manager sets work instructions in place, and commits to continual improvements in operational efficiencies and effectiveness. Emergency prevention, response and state of preparedness are among the major responsibilities 7 Page All Hardcopy Documents Are Uncontrolled Version 1.1
The Operations Manager is also responsible for the management of s system including communication, record-keeping, and documentation. In particular, the Operations Manager monitors that procedures pertaining to our EMS is being followed. All Staff Each person is individually responsible for ensuring that they understand their role in achieving environmental outcomes and then putting these principles into practice. Resource Management Developing and implementing a sustainable environmental system requires resources. The company shall determine and provide the resources needed in order to implement, maintain and continuously improve the environmental system to achieve customer requirements. The focus should be on: a) ensuring that personnel performing work affecting environmental are competent; b) company infrastructure (buildings, workplace, facilities, equipment and machinery, communication facilities, etc) is adequate; and c) the work environment is capable of supporting the environmental journey. will ensure that we can always meet our environmental objectives and deliver a product or service that meets our customer's needs. We will ensure that the following activities are performed at least on an annual frequency basis. Personnel performing work affecting environmental will be competent by: 4. identifying the necessary competence; 5. conducting competency assessment to identify any deficiencies providing necessary training/education or other actions (such is the recruit of suitable qualified personnel, including 6. subcontracting) to overcome these deficiencies; and 7. ensuring that records of such training and education are adequately maintained and preserved. Including suitable and measurable environmental objectives to personnel for job tasks performed and measuring performance against objectives at least during formal annual reviews to ensure that personnel is aware of the importance of their activities. To achieve a sustainable work environment, we will: 1. develop conditions of work to ensure best performance; and 2. monitor such conditions to ensure their continuous suitability The Organisation Chart is detailed below: 4.2. Training. will ensure that everyone in an "environmental impact" role is aware of the environmental policy and each has the responsibility of achieving conformance with the policy and procedures in order to comply with the requirements of the EMS. 8 Page All Hardcopy Documents Are Uncontrolled Version 1.1
Staff is selected for their roles after careful consideration has been given to their previous work history, both within and outside, their relevant academic study and any taskrelated training already completed. The training must meet the following principal objectives: the importance of conforming to the policy and procedures of the EMS; knowing the significant environmental aspects of their job; roles and responsibilities in relation to the EMS; the potential consequences of departing from the Operating Procedures; the consequences of not doing their job properly; Where a need for training is identified, this will be arranged to an agreed priority and a record of this training will be kept. Our Environmental Representative is responsible for identifying training needs in consultation with the Director/s and will arrange and monitor all training programs. Refer Procedure: EP 6: Environmental Training 4.3. Communication has established and will maintain a procedure for internal communications regarding environmental aspects and the EMS and receiving, documenting and responding to relevant communication from external interested parties. A separate procedure has been established to determine and document how we will communicate externally about our significant environmental aspects. Refer Procedure EP 7: Environmental Communications 4.4. Documentation 's EMS is documented in a five-tiered structure: Environmental Policy a statement of our company's commitment to be a responsible corporate entity in protecting the environment. This is issued by our CEO and is to be reviewed regularly. Environmental Manual outlines what we will do to meet the requirements of each element of ISO 14001: 2004 and environmental objectives, targets and programs. In fulfilling these requirements we expect to satisfy the objectives of our Environmental Policy. The Environmental Manual is issued by the Environmental Representative with the approval of the Directors and will be reviewed regularly. Environmental Procedures describes in detail how we will satisfy each element of I ISO 14001: 2004 and how we control other critical processes in order to meet the commitments outlined in the Environmental Policy. Environmental Procedures are issued by the Environmental Representative in consultation with managers/supervisors and are reviewed as required due to changing circumstances. 9 Page All Hardcopy Documents Are Uncontrolled Version 1.1
Environmental Work Instructions details the necessary steps for each environmental -related or critical-related activity in logical sequence so that the activities can be consistently repeated to the standard required in the procedures. Environmental Work Instructions are issued by the Environmental Representative in consultation with managers/supervisors and are reviewed as required to reflect changing circumstances Environmental Plans these plans are specific to individual projects and outline the particular actions and considerations that may be needed for that project to meet the company's environmental objectives. Environmental Plans are issued by the Manager of the project in consultation with the Environmental Manager and are only relevant for the duration of the project. EMS Documentation & Document control - Records provide evidence of conformity to requirements. Certain records are "controlled" and as such a procedure defining who controls where and for how long records are stored and the method of disposition has been issued by the Environmental Representative in consultation with Managers/supervisors. Refer Procedure EP 8: Documentation Procedures 4.5. Document Control will implement a procedure for controlling our EMS-related documents to ensure that only current revisions are in use throughout the company. These EMS documents will include: Environmental Manual Environmental Procedures Environmental Forms and Work Instructions Environmental Plans Environmental Records International, national and local standards Register of Environmental Aspects Register of Environmental Legislations We will control the distribution of these documents so we can locate each one should a revision be issued and recall outdated versions. These documents will only be issued by an authorised person. Refer Procedure: EP 9: Document Control 4.6. Operations Control has identified routine activities that have the potential to cause adverse environmental impacts. has identified, developed and implemented, where appropriate, procedures to ensure that the operations are carried out under specified conditions and those potential adverse environmental impacts are minimised. 4.7. Emergency 10 Page All Hardcopy Documents Are Uncontrolled Version 1.1
s operational activities are often conducted at external sites operated by third parties and in those situations emergency response forms part of specific customer arrangements. In situations where is required to manage emergency response it will be managed in accordance with the following procedure. The procedure addresses reasonably foreseeable environmental emergency situations that could arise through s activities. However, potential emergencies and responses are specifically related to site conditions and therefore generic response procedures need to be adapted to each situation. Responsibility for identification of potential emergencies, adaptation of generic response procedures and implementation of response procedures are detailed in the following procedure: Refer EP 13: Emergency Response Procedures 5. Checking 5.1. Monitoring acknowledges that monitoring of the key characteristics of our operations and activities is required to measure conformance with the EMS. Monitoring is also a key component of the continual improvement process. Overall improvement in environmental performance is measured by reviewing the progress of implementation of the objectives, targets and associated actions, compliance with operational control procedures (including work instructions) as well as the effective implementation of environmental management procedures. Compliance with legislative and other requirements will be monitored periodically by the Environmental Representative through audits and inspections. Potential non-compliance will be reported and managed through the Non-Conformance Control, Corrective and Preventative Action Procedure and Management Review Refer Procedure EP14: Monitoring and Measuring 5.2. Nonconformity In the event of non-conformity, will implement its environmental procedures to take corrective and preventative action which is designed to reduce the chance of a similar event in the future. Any changes in procedures resulting from corrective and preventative actions are implemented and recorded. Corrective Action The company will: investigate the causes of the non-conformity; decide how to correct the causes of non-conformity; follow-up to ensure that corrective action is effective; keep records of the corrective action process; refer corrective action for management review. 11 Page All Hardcopy Documents Are Uncontrolled Version 1.1
Preventative Action The Company will: analyse all information available to detect potential non-conformity; decide how to prevent the problem occurring; take action to prevent the problem occurring and follow-up to ensure the action was effective; identify possible improvements to the Environmental system which will avert potential problems; keep records of the preventative action process; refer preventative action for management review. Corrective and preventative action investigations will be conducted by authorised personnel. Refer Procedure: EP 16: Non-conformity, Corrective and Preventative Action 5.3. Control of Records will ensure that all records relating to our environmental system, and verifying the conformance of our product to specification, will be kept and held for a suitable period. Our written procedure will: nominate what constitutes a 'record' showing the performance of the EMS; state how records will be collected, stored and maintained; allocate a retention period to each type of environmental record; take proper precautions to safeguard confidential information. The procedure will also provide guidance on how to handle records which are to be available to our customers. Refer Procedure: EP 15: Control of Environmental Records 5.4. Internal Audit will institute a procedure for regular internal auditing of our EMS. This will be designed to: conduct audits on a scheduled basis at regular intervals; identify any areas of the company where operations do not conform with the requirements of our environmental system; provide a report to responsible management for action to be taken on correcting any nonconformity; follow-up to ensure that corrective action has been implemented; identify possible improvements to the environmental system; maintain records of internal environmental audits. Internal audits will be conducted by suitably trained personnel. The auditors will be independent from the areas that they are auditing. Refer Procedure: EP 17: Internal Environmental Audits 12 Page All Hardcopy Documents Are Uncontrolled Version 1.1
6. Management Review will conduct a regular review of its EMS that includes the following key elements: Results of internal audits and evaluations of compliance with legal requirements and with other requirements our company subscribes to; Review of the Environmental Policy, Environmental Management Manual and Operating Procedures to ensure they are still consistent with and relevant to, the overall policies and objectives of the organisation. Review of the Register of Environmental Aspects and Environmental Legislation Summary to ensure that they are current and relevant to new developments Status of preventative and corrective actions Actions outstanding from previous meetings Setting improvement action plans Refer Procedure: EP 18: Management Review Procedure 13 Page All Hardcopy Documents Are Uncontrolled Version 1.1