From CP to EMS

1. From CP to EMS Introducing an Environmental Management System based on Cleaner Production STENUM GmbH www.stenum.at

2. Cleaner Production – Principles CP considers • Technologies • Employees • Raw materials • Processes • Emissions • Partners • Products

3. Cleaner Production – Principles • MATERIAL • Raw material, process material, other material, water PRODUCTS Primary and secondary SYSTEM UNDER CONSIDERATION • ENERGY CARRIERS • Fuels, e.g.gas, oil, coal Materialemissions Solid waste, gases, wastewater • ENERGY • Mass-free, e.g. electricity or district heating • Energetic emissions • Waste heat, noise

4. Continuous improvement Environmental policy Management review • Planning • Environmental aspects • Legal requirements • Objectives, targets and programme(s) • Checking • Monitoring and measurement • Evaluation of compliance • Nonconformity, corrective and preventive action • Control of records • Internal audit • Implementation and operation • Resources, roles, responsibilities and authorities • Competence, training and awareness • Communication • Documentation • Control of documents • Operational control • Emergency preparedness and response ISO 14001:2004 – Continuous improvement

5. Method: Plan-Do-Check-Act • PLAN: Objectives and processes are defined in accordance with the environmental policy. • DO: Processes are implemented. • CHECK: Processes are monitored and measured against the environmental policy, targets, objectives, legal requirements and requirements from stakeholders. The results are reported. • ACT: Measures to continually improve the performance of the EMS are implemented.

6. What is an EMS? An EMS controls all activities of the organization with environmental impact through responsibilities, tasks and procedures. • Environmental policy: Where do we want to go? • Check environmental impacts: Where are we? • Environmental programme and targets: Where are we going? • Environmental management system: How are we getting there? • Environmental audit: Are we on the right track?

7. Benefits of an EMS for a company

8. ISO 14001:2004 Requirements of an EMS: • Compliance with all relevant legal regulations • Identification, documentation and regular monitoring of objectives and programmes for the continuous improvement of the environmental aspects • Provision of relevant environmental information to the general public

9. Elements of an EMS • Environmental policy • Initial review • Environmental programme • Internal audit • Certification audit

10. Objectives of ISO 14001:2004 Based on this international standard a company shall establish a procedure which describes and analyses the environmental impacts resulting from its activities in a comprehensive way and take effective action to improve and control them.

11. Structure of ISO 14001:2004 ISO 14001:2004 consists of 4 chapters and the appendixes A and B. • Chapter 1: Scope • Chapter 2: Normative references • Chapter 3: Terms • Chapter 4: Requirements for an EMS • Appendix A: Instruction for application • Appendix B: Comparison of ISO 14001:2004 and the quality management system standard ISO 9001:2000

12. Initial environmental review • Analysis of environmental aspects and impacts • Objectives: • Collection of all relevant data (material and energy flows by volume, costs and risk) • Evaluation of aspects according to their specific environmental importance • Definition of company-specific problems in the scope of the environmental policy • Setting priorities for possible improvement

13. Initial environmental review • Assessment of environmental impacts • Evaluation tool • Analysis of specific aspects • Development of opportunities for improvement • Potential environmental impacts: • Location of impact: atmosphere, water, soil, resources, etc. • Environmental impact: ground ozone, hazardous gases, smoke, radioactivity, hazardous substances, waste, soil contamination, energies, raw materials, noise, vibrations, etc. • Influence of: CO², N²O, freons, energy consumption, industrial usage, sealing of land, etc.

14. Procedure for the assessment of environmental impacts • Site inspection • Material and energy analysis • Gap analysis • Risk assessment • Legal compliance

15. Assessment: Site inspection • Identifying environmental aspects and impacts of all technical equipment, processes and prior activities • Analysing the equipment and comparing to best available technology (efficiency, losses) • Analysing the possible risks arising from use of the equipment

16. Assessment: Material and energy analysis • Identification of material and energy losses due to inefficiencies • Identification of toxic or environmentally hazardous substances • Balance scheme

17. Assessment: Gap analysis and risk analysis • Gap analysis: Evaluation of responsibilities, existing procedures and documents related to environmental aspects • Risk analysis: Determined by relevance and probability • Example:

18. Assessment: Legal compliance • Determine which legal and other requirements apply to the company’s situation • Adapt procedures accordingly • Define the environmental aspects concerned

19. Evaluation of the initial environmental review • Prioritization of the evaluated environmental problems • Priorities set by evaluation criteria • In practice often determined by economic parameters • High losses occur but only low investment is necessary • Responsibilities are not defined • Limits are exceeded • Clear non-compliance with ISO 14001:2004

20. Environmental Policy – Environmental Objectives Where are we going? Steps to draft and issue an environmental policy • Analysing environmental policy requirements • Environmental policy proposal • Identifying and evaluating aspects • Include significant aspects in the policy • Discussion with the heads of department whether the policy can be used as a basis for the definition of environmental objectives • Issuing the environmental policy

21. Environmental targets and environmental programme • Definition of targets to ensure that the objectives are met • Environmental targets must be defined to • Provide all necessary resources • Define responsibilities at all relevant levels • Ensure a continuous process of improvement

22. Documentation • The EMS manual describes how the company’s EMS operates • The EMS manual should include: • Environmental policy • Organizational structure • Statement of objectives and targets and the environmental improvement programme • Responsibilities and authorities of employees involved in the EMS • Documented procedures for all processes and activities with significant potential environmental impact

23. Documentation of selected elements • Operational control and record keeping • Management of the EMS • Emergency planning • Internal audits • Selecting auditors • Frequency • Audit process • Nonconformities • Information on the management system • Basic information • Deeper understanding • Training records • Contractor awareness

24. Template for an EMS manual according to ISO 14001:2004 The EMS manual documents: • Environmental policy • Environmental objectives • Planning process • Responsibilities and procedures for environmental protection

25. Structure of an EMS • Table of Contents • General Requirements • Environmental Policy • Planning • Implementation and procedures • Control • Management review

26. General requirements • Introduction of the company • Authorities – responsibilities (environmental organization chart) • Revision status and date of last revision • Information for the user, contents of the environmental manual and structure of an element • List of environmentally relevant documents • Terms and abbreviations

27. 1 Environmental policy • Part of the company’s overall policy • Objectives: • Definition of an environmental policy • Authorization and communication within the company • Contents: • Lines of action • Compliance with relevant environmental legislation • Commitment to continuous improvement of environmental aspects • Reduction of environmental aspects using best available technology

28. … building a vision

29. 2 Planning – Environmental aspects • Objective: • Development of a procedure for auditing, controlling and evaluating the relevant environmental aspects • Implementation: • Identifying the environmental aspects of activities, products and services • Considering aspects which are connected to products and services • Introducing criteria and an identification process for environmental aspects • Documenting and filing relevant environmentalaspects

30. Relevant processes and plants • Which environmentally relevant plants are in operation?What are their regular emissions?(Flowchart, emissions) • Which unscheduled processes are relevant? (FMEA, Ishikawa)

31. Core processes: Customer consulting Development and design Prototyping Production Sampling Servicing Recruitment, training CUSTOMER Example: Process map of a machine manufacturing company Management processes: Planning Controlling Investment Support processes: Sales Accounting and administration Maintenance

32. Standard process operation Emergency Red Use of toxic materials Non-compliance High loss of material and energy in relation to sector-specific benchmarks.Or:No information available Several accidents per year Considerable effects possible No precautions Or: No information available onrisks and effects Yellow Efficiency could be improved Materials could be substituted A few accidents, Precautionary measures could be improved Green No toxic materials Full compliance, Small losses No accidents, no risk, effective precautionary measures Evaluation of environmental effects

33. 2 Planning – Legal and other requirements • Objective: • Establishment of a procedure for identifying, evaluating and updating legal requirements and requirements from stakeholders • Implementation: • Identification of all legal requirements • Compliance with laws and regulations • Identification of a person responsible for environmental laws

34. 2 Planning – Objectives, targets and programme(s) • Objective: • Objectives and targets for each relevant function and level of the organization • Implementation: • Objectives consistent with the environmental policy to support preventive environmental protection and minimize negative environmental impacts • Specific and measurable objectives and targets – development of indicators

35. Policy – targets – programme Policy Objectives Targets Programme Action (responsibility, date, resources)

36. Definition of targets Targets could be: • Best available practices and technology • Minimization of costs • Continuous improvement

37. Targets should be • Specific • Measurable • Achievable • Realistic • Time-related

38. 3 Implementation and operation – Framework • Objectives: • Allocation of the necessary resources (personnel, know-how, technology and financial means) • Definition of responsibilities, tasks and authorities • Implementation: • Appointment of an environmental management representative • Documentation of responsibilities and authorities • Sufficient resources

39. Organization

40. 3 Implementation and operation – competence, training and awareness • Objectives: • Implementation of a procedure to systemically develop technical competences • Identifying training needs, preparing a training plan and creating awareness • Implementation: • Training, information and motivation of employees • Focused training ensures competence of personnel • Reducing the risk of accidents and incidents

41. 3 Implementation and operation – Communication • Objectives: • Development of a system which ensures external and internal information • Implementation: • Development of a communication concept and its implementation • Use of different instruments (meetings, reports, etc.) • Communication with relevant stakeholders (employees, external stakeholders such as suppliers, investors, NGOs, etc.)

42. How long does it take to inform our employees about the environmental policy? If each informed employee talks to two uninformed ones per day, on will know! Communication and information

43. Information

44. 3 Implementation and operation – Documentation • Objectives: • Installation of a documentation system including the elements required by ISO 14001. • Implementation: • Elements of an EMS documentation (manual, checklists, forms, process instructions, etc.) • Criteria for the documentation • Benefits of proper documentation: • Easier implementation by communication and training • Easier maintenance and revision • Lower risks • Easier proof and explanation

45. 3 Implementation and operation – Control of documents • Objectives: • Definition of a procedure which controls the collection, identification, registration, storage and retrieval of environmental documents • Implementation: • Decision on the contents of the documents and the objectives • Explanation of the procedures for drawing up, checking, dissemination, updating and invalidation

46. 3 Implementation and operation – Operational control • Objectives: • Exact control of processes with environmental impacts • Identification of necessary measurements and indicators • Implementation: • Description of regulations and definition of processes with relevant environmental impacts • Ecological procurement • Storage of materials • Maintenance • Energy management, …

47. Mass balances and costs Targets Set of indicators Development of a set of indicators • Targets: • Reduction of material losses • Substitution (e.g. processes, materials) • Cost reduction • Structuring of relevant data (databases, organization charts etc.), • Presentation, analysis and monitoring of data • Decision making (choose relevant data to achieve targets)

48. 3 Implementation and maintenance – Emergency preparedness and response • Objectives: • Identification of potential accidents and emergencies and implementation of preventive measures • Implementation: • Definition of emergency procedures for all activities and areas • Individual procedures for the use of hazardous materials • Establishing a standard procedure to prevent risks and minimize danger • Documentation of behaviour during accidents and emergency situations

49. 4 Checking – Monitoring and measurement • Objectives: • Introduction of a procedure to measure and monitor environmentally relevant aspects • Documentation of corresponding objectives and targets • Implementation: • Permits, specific threshold values for concentrations and loads of pollutants, applicable procedures and standards for measurement and monitoring • Measurement of process parameters • Recording of measurements • List of inspection equipment including parameters (emission parameters, equipment to be used, frequency of measurements, etc.)

50. 4 Checking – Evaluation of compliance • Objectives: • Implementation of a procedure to evaluate compliance with all relevant laws, regulations and legal obligations • Documentation of compliance audits • Implementation: • Definition of the responsibility for implementation • Regular compliance audit • Monitoring compliance with the identified legal requirements