Welcome to Eglin AFB

1. Welcome to Eglin AFB

2. Who�s Here Air Force (21) Charleston AFB, SC Columbus AFB, MS Dobbins ARB, GA Edwards AFB, CA Randolph AFB, TX Hurlburt Field, FL Nellis AFB, NV Seymore Johnson AFB, NC Pope AFB, NC Robins AFB, GA Academia (1) University of Louisville, KY

3. Agenda

4. Welcome James Sirmans Director, Environmental Management Air Armament Center AAC/EM Eglin AFB, FL

5. Introduction Disclaimer: what you are about to see is not the Air Force model, but one way to approach an EMS EMS Awareness Video

6. Implementation History Hilary S. Appen, REM, CEA President, Appen Environmental, Inc. Former Program Manager, Environmental Compliance Assessment & Management Program/ Environmental Management System Eglin AFB, FL appen@appenenvironmental.com

7. Getting started The core team Strategies Steps to implementation The tools What I hope to cover

8. Installation Statistics The Eglin Complex is composed of 724 square miles of land with 36 specific Test Areas and 133,927 square miles of the Eglin Gulf Test Range which extends to the Florida Keys. Employs: ~13,000 personnel ~8,500 military, 4,500 civilians

9. Installation StatisticsMission: Major research, development, test, and evaluation facility. Includes full spectrum of testing and evaluation of nonnuclear munitions and electronic combat, navigation, guidance systems, and C4ISR systems 130,000 square miles of airspace 724 square miles of land 50,000 acres active range 413,000 acres other safety buffer training recreation Numerous training activities ground troop maneuvers air operations special operations Multitude of wings and squadrons all part or tenants of center C4ISR = Command, Control, Communications, Computers, Intelligence, and Surveillance/Reconnaissance systemsC4ISR = Command, Control, Communications, Computers, Intelligence, and Surveillance/Reconnaissance systems

10. Getting Started Determine your level of management support Real or imagined? Develop your system strategy based on your management support You will never overcome it�s parameters Develop a strategy to educate your top management PRIOR to commencing Bottom line: TOP LEVEL SUPPORT IS CRUCIAL OR YOUR EMS IS DOOMED

11. AAC Implementation Basic Goals & Assumptions System must be cost-efficient At time of development, not allowed to spend funds or certify Must not add an additional layer No extra work or compliance burden EMC would have to implement without additional resources, except ICT Must cover entire facility and be theoretically certifiable to ISO 14001

12. Getting Started Identify what we had in place through EMS-eyes to �sell� the system Conceptualize our implementation approach Sought approval from TAG member Develop/train a core team Step back and let core team absorb/accept implementation strategy Determine our scope Develop a structure

13. Identify What You Have Pre-ISO AAC Environmental Program Many of the major components of EMS were in place mature system ensuring environmental compliance issues proactively addressed refined performance measures active support of executive management pre-established environmental management public affairs program; aspects impacted known

14. Remaining components once implemented would improve system communication continuity in a transient and re-engineered workforce document control compliance effort (reduced) Identify What You Have (cont)

15. Objectives, Targets & Measurement

16. ALL Aspects AFI 32-7061, AFI 32-7080, AAC P2 Mgmt Plan AIR Aspect AFI 32-7040, AAC Plan 32-2, AAC Plan 32-3 CULTURAL RESOURCES Aspect AFI 32-7065, Eglin AFB CR Mgmt Plan NATURAL RESOURCES & ENDANGERED SPECIES Aspect AFI 32-7064, Eglin AFB NR Mgmt Plan Eglin AFB Outdoor Recreation, Hunting & Freshwater Fishing Regulations NOISE Aspect AFI 32-7063 SUBSURFACE Aspect Emergency Response: AFI 32-4002, AFMAN 32-4004, AAC Plan 32-6 Installation Restoration: AFI 32-7020 Lead Based Paint: AAC Plan 32-4 Solid Waste: AFI 32-7042, AAC Plan 32-7 POL: AFI 32-7044, AAC Plan 32-6 WATER QUALITY Aspect Hazardous Waste: AFI 32-7042, AAC Plan 32-5 Hazardous Material: AFI 32-7086, AACI 32-7001 Wastewater/Stormwater: AFI 32-7041 Pesticides Management: AFI 32-1053 Lead Based Paint: AAC Plan 32-4 POL Management: AFI 32-7044

17. Build & train our Implementation Core Team Members: TW logistics, ABW planning, Directorates of Requirements, Manpower/Quality, EM, CE and SJA Moving implementation OUT of EM helped ensure buy-in/keep support during critical lapse Follow a strict process for ICT meetings Assign each member responsibility for spear-heading a portion of the implementation depending on their particular capabilities Attend training as a team Became comrades Facilitated brainstorming No actions unless consensus, not majority vote

18. Determine our scope Identified four key business areas and their impacts Business areas as defined in strategic plan I&S, T&E, IM, APD Covered entire installation, not just one organization Previously identified Environmental Impacts Discharges to air aircraft maintenance, POL storage, munitions testing Contamination of land/subsurface solid waste discharge, testing & training mission residues, WWTP discharge Releases to water spills, stormwater run-off Degradation of natural/cultural resources range maintenance, testing and training missions Decided not to impact tenants overtly

19. AAC Original EMS structure(Management Review)

20. The �Broad Based Approach� Fitting the existing pieces together EM�s quality initiative developed performance measures that entire installation fed into Did other organizations processes then need to have environmental PM�s? Would they serve any purpose? KEY ISSUE: Must objectives and targets be developed for every process?

21. In a word, No. Objectives and targets developed for every aspect with significant impact Existing structure of EM oversight for environmental issues, combined with objectives & targets developed by EM for the center allowed �Broad-based Approach� to implementation. Use matrix of all processes and review for impacted environmental aspects Combine with definition of significant Another KEY ISSUE: Definition of significant is crucial to developing EMS, both in effort and $$$$

22. Definition Of Significant An environmental aspect will be considered to have a significant impact if: 1. The environmental aspect is governed by any Federal, State, Air Force, or Local law or regulation imposed for the protection of the environment; or 2. The AAC Environmental Protection Committee determines that the environmental aspect is significant based on the aspect's importance to AAC, the local community, and is within the Center's operational, technical, and financial capabilities

26. Implementation Strategy Once theories defined, implementation plan could be developed Initial gap analysis conducted Developed scoring system based on 0�s, 1�s, and 2�s Once total score achieved (all 2�s), implementation complete Used modified, off-the-shelf product Immediately realized need for AAC specific checklist Ranked action items based on score and schedule It was about this time that we lost support

27. Dealing with Change of Command Called in the core team System was theirs, they were keeping it! Behind the scenes discussions Was able to pitch dropping certification and gain support for broad based approach Significant amount of time needed to educate new senior level managers Came out of it leaner, meaner and with the system we wanted

28. Next Steps That Had to be Accomplished Implementation Core Team Get Charter Approved Continue Training Appoint Group Management Reps (GMRs) Conduct initial training Revise Implementation Plan Conduct Gap Analysis Conducted quarterly, kept the focus Held off-site Conducted training Brainstorming/work sessions

29. More Steps Write Environmental Policy Had to be approved and signed by center commander for effective EMS Implement time accounting so �real� costs of implementation could be assessed Even accounted for EPC members time Educate EPC on broad based approach, accept flowchart Redefine structure and responsibilities

31. Flowchart of EMS Structure

32. More Steps More carefully identify operational controls Review Aspects, Objectives & Targets Identified and Being Measured for EMS conformance Develop Web site as part of communication and education Develop New Gap Analysis tool Start writing procedures Needed to build some programs first Develop survey to gauge level of education amongst base personnel Conduct Baseline survey of installation personnel quarterly

33. And more.. Prepare and conduct EMS audits Write audit checklist Initially same as gap analysis; mostly went through motions of audit as still implementing Educate EPC on preparations and their responsibility for corrective action/continuous improvement Let me digress for a moment EMS audits versus ECAMP, internal compliance audits, etc.

34. Compliance vs. Conformance �the greatest controversy ever known��

35. What�s the Difference?? Compliance: Webster�s: Yielding, as to a desire, demand or proposal Conformance Webster�s: To make or be like; to bring into, or be or act in, harmony or agreement

36. In terms of EMS Compliance is �compliance talk� Normally refers to regulatory requirements Conformance is �system talk� As the standards are voluntary (!), conformance is kinder & gentler One conforms to a system, not complies as the system itself does not generate requirements. Components of it do.

37. What? A system cannot be complied with. Only regulations can. Therefore, when a component of a system is inadequate or ineffective, it is not considered non-compliant. Instead, it is considered non-conforming. By adhering to the system jargon, you can keep from falling into the compliance vs. conformance trap

38. What Trap?? Say you are conducting a SYSTEM audit of a facility. You see very dense smoke rising from a stack. As you are an air expert, you know it exceeds 20% opacity. Do you have a system non-conformance?

39. System Theory The system operates autonomously. You could have MANY non-compliant situations or NOV�s and STILL have a certifiable and viable system The point isn�t to make more regulations to deal with. It is to make procedures for handling compliance & environmental responsibilities automatic (systemic), functioning regardless of who is operating it Digression over; Back to implementation steps

40. Some more steps Develop Education program Utilize web site as repository of EMS information Web site becomes the actual written EMS program Determined it was time to bring in consultants for specific tasks only Web building Education Document Control Data bases

41. Education Program Coordinated approach to communication, training, awareness and competence Identified functional levels of training and required education to achieve goals Developed video and mass communications to complete required education in functional level three and four (shop level) Added coordinated training to UEC level by changing focus of quarterly councils Quarterly schedule; includes field trips to follow particular aspect through to impact This is when we realized GMR�s were no longer needed

45. More steps Develop Document Control System ICT conscious decision that this would be crux of our EMS Most helpful to personnel Something that could be seen Was most important tool in system continuity MajCom offered some money based on successful efforts to date Determined Web pages not good enough for real control Brought in the real computer aces

46. EMS Document Control Existing system analyzed Plans office controls Eglin specific plans Procedures already in place Developed plan to augment Incorporate non-Eglin procedures/EMS documents into system Automate review & distribution notifications, distribution, and obsolete document control Develop library automated checkout

47. EMS Document Control (cont) New Documents DCA enters into system Expiring documents review members receive auto email reminded to complete within 30 days DCA compiles comments; forwards to OPR* OPR updates document; returns to DCA

48. EMS Document Control (cont) Distribution DCA updates library/DCS of all changes/new documentation Documents distributed on-line or via email to relevant levels and function (previously identified) Hard copy documents sent to non-electronic access personnel All relevant levels and functions receive two notifications of changes in documents notification of document removal (obsolete document) either hard copy or electronic one-page hard copy controlled document record

49. EMS Document Control (cont) Obsolete Documents All documents deemed obsolete must be removed by the relevant function/level Certified of removal must be sent to the DCA by each relevant function/level DCA records into DCS that document is removed

51. Final Steps Compliance Sites Listing Equates to location of significant aspects Develop/write operational control procedures for environmental managers Augment structure procedures and operational plans The real way to operational control Written as mini-EMS�s for each functional area Let the system work

52. When you implement an EMS you are doing TWO things Managing the design of the system Theory The road map of where you are going Managing the logistics of building the system Reality The plan on how you are going to get there You must know where you are going in order to get there Bottom Line

53. Let�s Talk $$$$$ EMS doesn�t have to cost a fortune Sold ours as a Chevy Chose not to use consultants except for specific tools Do have to include time costs for real figures How you design your EMS can truly impact the cost Example: Definition of significant

54. Real $$$$$ Implementation Costs from Pilot Study $309,049 Jan 98 - Dec 99 INCLUDES all man-hour costs from cost accounting system, not just manager Comparison with other pilot study bases Ft Lewis, certified only PW, $395,625 NADEP, N.Island, certified only 4 orgs, $409,300 Robins, fence-to-fence, no cert, $607,200

55. $$$$$$ Costs include: ECAMP support line-item (essentially one position) $110K Document control: $45K Training/TDY: $40K Lead auditor (3 persons) Auditor (5 persons) Implementation (6 persons) Books & software: $3500 Other contractor support (procedures, video, etc): $31263 Cost without manpower: $230K

56. How We Funded It Pilot Study gave us way to training and eventually document control dollars Used ECAMP line items ECAMP became inspection component of EMS Looked for fall out money Consistently badgered MajCom

57. Any Questions?

58. 20 minute break

59. EMS Portal Karen Winnie Environmental Management System / ECAMP Manager AAC/EMCP Eglin AFB, FL winnie@eglin.af.mil

60. EMS Portal The �door�

61. EMS Portal

62. EMS Portal

63. EMS Portal

64. EMS Portal

65. EMS Portal

66. EMS Portal

67. EMS Portal

68. EMS Portal

69. EMS Portal

70. EMS Portal

71. EMS Portal

72. UEC Perspective Ed O�Connell Environmental Scientist / Unit Environmental Coordinator 46 TW/TS Eglin AFB, FL oconnell@eglin.af.mil

73. GeoBase Applications Ken Bristol 46 TW/XPE Eglin AFB, FL bristol@eglin.af.mil

74. 1 hour lunch

75. Tools to Improve Awareness & Participation Meg Morrison Regulatory Specialist CH2M HILL Navarre, FL mmorris@ch2m.com

76. 15 minute break

77. Information Technology Solutionsto Eglin Environmental Programs

78. Objectives The Vision The Challenge or Opportunity The Solution � A Methodology for Delivering Information SAIC Information Solutions Demonstration Misconceptions SAIC Contacts Q & A

79. The Vision Consolidate / Integrate data& Information Provide base-wide access todata & information Be responsive to diverse user requirements Create value and empower users Minimize cost / maintenance

80. The Challenge or Opportunity Manual / paper based processes Decentralized material Inaccessibility Multiple applications with no connectivity Multiple software platforms No distribution system

81. The Solution � A Methodology for Delivering Information: Enterprise Intranet Leverage on existing information systems Develop or enhance systems where requirements (cost/benefit) warrant Consolidate / eliminate duplication and/or redundancy where possible Standardized (hardware / software / data) Maximize access and minimize software requirements

93. Misconceptions Plug-and-Play Configured for server/software/email Simple and easy Static pages vs. active server pages Complicated and costly Types of data and availability of data No maintenance Information is a dynamic resource