Lexmark Executive Environmental Committee 081203

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EMS Gap Audit Its Free, Confidential
Non-regulatory
Cam Metcalf Executive Director
Electronics Recycling Stakeholders Meeting
www.kppc.org
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Evolution of an Organizations Environmental
Management
Sustainable
Sustainability
Maturity
Competitive Advantage
Eco-efficiency
Product stewardship Design for
Environment Life-Cycle assessment
Market Driven
Environmental Management Accounting Environm
entally Preferable Purchasing
Compliant
Environmental Management Systems
(EMSs) Energy, Water Resources Conservation
Reactive
Unprepared
Pollution Prevention
Pollution control compliance
Noncompliance waste pollution
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Waste Management Hierarchy
Source Reduction/E2
Reuse/Recycling
Energy Recovery
Treatment
Disposal
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KPPC is PromotingMultimedia Approaches

• W ater
• A ir
• S olids
• T ime
• E nergy Efficiency (E2)

• W
• A
• S
• T
• E

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The Future of Pollution Prevention (P2) E2...
Environmental Management Systems
(EMSs) Environmental Management System
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EMS Value Added
Use an EMS as the operational tool for the
organizations sustainability plan!

• Prevent Waste
• Involvement or
• Commitment

• Add Value
• Fulfillment
• Expectations
• Exceed
• Expectations

Owner Employees
Suppliers Contractors
Customer Delight
Process
Customer Satisfaction is Worthless Customer
Loyalty is Priceless!
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The trend is to integrate systems together.
Use what you have in place for EMS!
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Kentucky Pollution Prevention Center (KPPC)
Vision KPPC will be a leader in providing
sustainability-based assistance for business
practices that will enhance the competitiveness
of Kentucky organizations in a global economy
with an emphasis on environmental performance.
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What is KPPC?

• KPPC was established in 1994 through legislative
  mandate
• Statewide technical assistance program
• Based at the University of Louisvilles Speed
  School of Engineering
• Funding from companies that generate solid
  liquid hazardous waste
• Hazardous Waste Assessment Fund (20)

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KPPCs Services, Core Competencies Mission

• Services
• Technical assistance
• Outreach Training
• Applied research
• Core competencies are in P2, E2 Environmental
  Management Systems (EMS)
• Mission The Kentucky Pollution Prevention
  Center at the University of Louisville is the
  Commonwealth's primary resource for technical
  information and assistance to improve
  environmental performance. The Center
  facilitates and promotes the proactive
  implementation of management systems and
  technologies to improve the competitiveness of
  businesses, industries, and other organizations.

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KPPCs Services

• Outreach Training
• Workshops, teleconferences, CDs manuals
• Website at www.kppc.org
• On-site assessments
• Pollution Prevention (P2)
• Energy Efficiency (E2)
• Environmental Management System (EMS)
• 500 over last 10 years (including 30 EMS 45 E2)

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KPPCs EMS Experience

• Founded Kentucky EMS Alliance in 1997
• Regional EMS training using registered Mentors
• Over 100 companies involved in 8 month process
• Founded National College University EMS
  Alliance (30 institutions w/ 3 mentors)
• Developed delivered EMS Tier 1 2 training for
  DoD Region 4 installations
• Currently assisting Ft. Knox, Ft. Rucker KYARNG
  in EMS implementation by 12/31/05
• 5 staff members are ISO 14001 Lead Auditors (soon
  to be 8)

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Sustainable Performance

• Triple Bottom Line
• Social well-being
• Strategic plan for economic goals
• EMS Guiding Principles for
• Environmental Management
• Prevention of pollution
• Compliance with all regulations
• Continual improvement
• (Conservation of natural cultural resources)
• Sustainability EMS ESMS

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Sustainability EMS Overview

• Sustainability is a core value that drives the
• long-range STRATEGY for continual improvement of
  resource management the ability to exist.
• EMS is an OPERATIONAL tool to achieve 5-7 year
  objectives in support of 25 year goals.
• The analogy of a construction project for the
  (sustainability) structure you want to build
• Sustainability strategy is the blueprint
• EMS represents the construction codes standards
• P2/E2 are the choices to use the highest quality
  materials
• Compliance is the foundation

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Environmental Sustainability Management System
(ESMS)
20 25 Years
Sustainability (Core Values)
Vision Mission (Business Model Plan)
Strategic Plan Driven by Actions (EMPs)
5 7 Years
Policy Drives the Objectives Targets (Implement
the Strategy for Continual Improvement)
Annually
Measurement Monitoring (Environmental
Performance Sustainability)
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Objectives for Today

• Preparing recruiting for 3 On-site EMS Gap
  Audits
• What an EMS Gap Audit entails?
• Who qualifies for a free, confidential
  non-regulatory EMS Gap Audit?
• What is the companys commitment?
• What are the selection criteria for participation?

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What is an EMS Gap Audit?

• Purpose is comparing existing environmental
  management program with the requirements set
  forth in ISO 14001
• Conducted utilizing an ISO 14001 gap audit tool
  developed by KPPC (IAER other industry tools)
• Tool consists of 88 questions that focus on the
  17 elements
• A value of 0, 1, or 2 is assigned to each
  question
• Using these scores, an estimated percent of
  conformance to the 17 elements is determined (176
  points is possible)
• Findings results of gap audit will provide a
  benchmark for conformance to ISO 14001 tool to
  help progress you to a systems approach

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Gap Audit Summary
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Business Planning for EMS Success!

• Aspects and impacts
• Inventory of our environmental issues?
• Important to our operations?
• Objectives and targets
• Are we making progress?
• Are we including environmental performance?
• Change management
• In new activities, products services
• In legal requirements
• In P2, reuse recycling energy efficiency
• Continual improvement
• Are we improving our environmental performance?

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Achieving EMS Success!

• Documentation (4.4.4)
• Document Control (4.4.5)
• Is everyone working from the latest how we do
  things procedures?

SAY WHAT YOU DO, DO WHAT YOU SAY!

• IF IT MOVES, TRAIN IT!

IF IT DONT MOVE, CALIBRATE IT!
BUT NO MATTER WHAT YOU DO, DOCUMENT IT!!!
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Gap Audit Opening Meeting(PreAssessment
Questionnaire on File)

• Brief introduction background of auditors
• Review scope of audit (for entire facility)
• Intent is to collect objective evidence to assess
  whether organization has an EMS.
• Does the system conform to the ISO 14001
  standard?
• Is the system documented where required?
• Does the work agree with the documented/undocument
  ed system?
• Do records show the system works?

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Gap Audit Opening Meeting

• Review audit plan timetable. Establish
  communication links between audit team
  auditee(s).
• Confirm needed resources site facilities are
  available.
• Confirm time of closing meeting attendees.
• A preliminary report score for the facility
  will be presented before the audit team leaves.
• Review relevant site safety emergency
  procedures with audit team.

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Audit Plan Schedule
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Audit Plan Schedule
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Employee Interviews

• 1. What do you do? What are your job
  responsibilities?
• 2. What is the environmental policy? What does
  the policy mean to you?
• 3. How does your work impact the environment?
  What do you do to make sure you dont impact the
  environment? What do you do to reduce these
  impacts? How did you know to do this?
• 4. How do you know if youre doing your job in
  an environmentally-friendly way? Where do you
  look for this information? Are there operating
  procedures/work instructions that relate to the
  environment you follow? Do you have to record
  any information?

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Employee Interviews

• 5. How do you find things out? How do you know
  if youre doing a good job environmentally?
• 6. What environmental training have you had?
  When was it?
• 7. What is the worst-case environmental scenario
  in this work area? What would you do if there
  were an emergency? A spill? Have you had drills
  lately? When?
• 8. Can you provide an example of something
  thats improved environmentally here over the
  last couple of years?
• 9. What would you like to see improve
  environmentally here in the future?

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What are the benefits of anEMS Gap Audit?

• Tool for use in administering a more efficient
  environmental management program
• Achieve consistency control over environmental
  performance compliance
• Cost Savings Average cost is 1,500 - 3,000
• Confidential KPPCs report uses no names, no
  site-specific info no identifying markers
• Provides EPA with a snapshot of ER sector

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Selection Criteria for Participation
Facility must be in EPA Region 4
Must fill out an EMS Gap Audit Request Form
(Return by 5/25/05)
Confirm needed resources site facilities are
available
If youre interested, ask one of us!
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KPPC Contact Info

• Cam Metcalf . cam.metcalf_at_louisville.edu
• Lissa McCracken. lissa.mccracken_at_louisville.edu
• Ken OHara ken.ohara_at_louisville.edu
• Jennifer Hatfield . jen.hatfield_at_louisville.edu
  
• Kentucky Pollution Prevention Center (KPPC)
• 420 Lutz Hall
• University of Louisville
• Louisville, Kentucky 40292
• Phone [phone] Ext. 0965 or
• [phone]
• Fax [phone]
• Web Site www.kppc.org

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