General Environmental Management Systems Awareness Training

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General Environmental Management Systems
Awareness Training

• U.S. Department of the Interior
• Office of Environmental Policy and Compliance
• Washington, D.C.
• August 2007

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U.S. Department of the Interior

• The Mission of the Department of the Interior
  (DOI) is to protect and provide access to our
  Nation's natural and cultural heritage and honor
  our trust responsibilities to Indian Tribes and
  our commitments to island communities.
• DOI manages 500 million acres of surface land, or
  about one-fifth of the land in the United States
  and has jurisdiction over approximately 1.76
  billion acres of the Outer Continental Shelf.  
• DOI is a large, decentralized agency with over
  73,000 employees and 200,000 volunteers located
  at approximately 2,400 operating locations across
  the United States, Puerto Rico, U.S. territories,
  and freely associated states.

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Some Examples of DOIs Many Missions
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As DOI Employees, We Must Understand How Our
Day-to-Day Activities Impact the Environment
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Objectives

• After this awareness training, you should know
• About Executive Order (EO) 13423.
• What an environmental management system (EMS) is.
• The benefits of an EMS.
• Why an EMS is important to what you do.

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Executive Order (EO) 13423, Strengthening
Federal Environmental, Energy, and Transportation
Management

• Signed by President Bush on January 26, 2007.
• Consolidated five previous executive orders and
  two Memoranda of Understanding into one order, 85
  pages down to 7 plus instructions.
• Provides a holistic approach to integrating
  energy, environment, human health considerations
  into mission implementation.
• Updated and set more aggressive goals for energy
  efficiency, renewable energy, water conservation,
  acquisition, pollution prevention/recycling,
  high performance buildings, fleet management, and
  electronics stewardship.

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Executive Order (EO) 13423, Strengthening
Federal Environmental, Energy, and Transportation
Management

• Clarifies roles of Heads of Agencies and senior
  management officials.
• More closely aligns environmental and energy
  requirements with the Office of Management and
  Budget performance scorecards approach.
• Clarifies and strengthens role of Environmental
  Management Systems as the foundation management
  framework to meet the goals of the order
  (including compliance management).

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DOI Policy

• Secretarial Memorandum of April 4, 2007, directs
  DOI to lead by example on the implementation of
  E.O. 13423.
• Directs DOI to achieve results and make progress
  toward E.O. 13423 goals.

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Environmental Management Systems (EMS)
Requirements in EO 13423

• Section 3(b) states, implement within the
  agency environmental management systems (EMS) at
  all appropriate organizational levels to ensure
  (i) use of EMS as the primary management approach
  for addressing environmental aspects of internal
  agency operations and activities, including
  environmental aspects of energy and
  transportation functions, (ii) establishment of
  agency objectives and targets to ensure
  implementation of this order, and (iii)
  collection, analysis, and reporting of
  information to measure performance in the
  implementation of this order.

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What Is an Environmental Management System (EMS)?

• An EMS is simply a set of procedures to reduce
  our environmental footprint in our day-to-day
  activities.
• An EMS is the combination of people, policies,
  procedures, review, and plans to help address
  environmental issues.
• An EMS is that part of an overall management
  system which includes organizational structure,
  planning activities, responsibilities, practices,
  procedures, processes, and resources
  for...achieving environmental policy.
• Important EMS elements include continual
  improvement, management commitment,
  formalization, and awareness of a systems based
  approach.

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Purpose of an EMS

• An EMS brings together the people, policies,
  plans, review mechanisms, and procedures used to
  manage environmental issues at a facility or in
  an organization.

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Benefits of an EMS

• Helps maintain compliance
• Reduce operating costs
• Integrate environmental programs into mission
• Increase employee involvement
• Reduce environmental impacts

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Things About EMS You May Not Know

• Your organization may already have an have EMS
  established or have elements of an EMS in place.
• You may be able to contribute to implementing and
  improving your organizations EMS.

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DOI Policy

• DOIs existing EMS Policy (515 DM 4) issued in
  2002, requires EMS implementation by Bureaus and
  Offices. The policy is currently undergoing
  revision to reflect the new E.O. 13423
  requirements.
• Furthermore, DOI committed to fully implement EMS
  by the end of FY 2009 in the 2007-2012 Strategic
  Plan.

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EMS Frameworks

• The International Standard ISO 14001 is the most
  widely used and respected.
• Organizations, however, use many EMS frameworks
  and models.
• The EO 13423 Implementing Instructions directs
  Federal agencies to align their EMS programs with
  ISO 14001.

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Questions

• What does an EMS look like?
• How is it structured?

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A Basic EMS FrameworkPlan, Do, Check, Act
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The Continuous Cycle

• PlanPlanning, identifying environmental aspects
  and establishing goals
• DoImplementing, includes training and
  operational controls
• CheckChecking, includes monitoring and
  corrective action
• ActReviewing, includes progress reviews and
  acting to make needed changes

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EMS Components (e.g., ISO 14001)

• Environmental Policy
• Planning
• Implementation and Operation
• Checking and Corrective Action
• Management Review

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Environmental Policy

• Issue a policy statement signed by facility
  manager
• At a minimum, commit to
• Continual improvement
• Pollution prevention
• Environmental compliance
• Identifies EMS framework
• Publicly available

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Planning

• Identify aspects and impacts from facility
  activities, products, and services
• Review legal requirements
• Set objectives and targets
• Establish formal EMS program

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Implementation and Operation

• Define roles and responsibilities
• Provide EMS training
• Establish internal and external communication
  mechanisms
• Establish document control system
• Establish operational controls
• Integrate with or establish emergency
  preparedness procedures

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Checking and Corrective Action

• Conduct periodic monitoring of environmental
  performance
• Identify root causes of findings and conduct
  corrective and preventive actions
• Maintain environmental records
• Conduct periodic EMS audit

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Management Review

• Conduct periodic senior management review of EMS
• Revise policies as needed

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The EMS Plan, Do, Check, Act Cycle(e.g., ISO
14001)
Environmental Policy
Management Review
Continuous Improvement

• Checking/
• Corrective Actions
• Measurement and Monitoring
• EMS Nonconformance and Corrective
  Actions
• Records
• EMS Audits

• Planning
• Environmental Aspects
• Compliance
• Objectives and Targets
• Environmental Mgmt. Programs

• Implementation
• Roles and Responsibilities
• Training and Communication
• EMS Document Control
• Emergency Preparedness and Response

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Bottom Line EMS Requirements

• Must have commitment of top managers.
• An EMS doesnt exist in isolation.
• Must be consistent with other management systems
  (e.g., IT) in your organization.
• An EMS must be owned by everyone in your
  organization.

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Some Basic EMS Definitions

• Environmental Aspect (Cause) The elements of an
  organizations activities, products, or services
  which can interact with the environment.
• It is important to establish, implement and
  maintain a procedure to identify the
  environmental aspects of activities products and
  services that you can control and can
  influence.
• After identifying environmental aspects you must
  determine those which have or can have
  significant impacts on the environment.
• Examples include air emissions, water
  discharges, , use of raw materials, energy use,
  use of natural resources, use of volatile organic
  compounds.
• Environmental Impact (Effect) Any change to the
  environment whether adverse or beneficial, wholly
  or partially resulting from an organizations
  activities, products, or services.
• Examples include depletion of natural resources,
  air pollution, hazardous waste generation, soil
  and water contamination.

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Examples of Aspects and Impacts

• Facility Operations
• Aspect Office use of electronic equipment
• Impact Generation of recyclable waste (paper,
  batteries, toner cartridges)
• Aspect Use of solvents, oil, fluorescent lamps,
  and excess furniture
• Impact Land contamination (landfill)
• Aspect Air emissions from buildings
• Impact Air pollution, global warming

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Examples of Aspects and Impacts

• Facility Operations (continued)
• Aspect Motor vehicle operations
• (Use of oil, rags, antifreeze, tires, and
  batteries)
• Impact Hazardous waste generation and air
  pollution
• Aspect Custodial Operations
• (Use of cleaning products, paper, water,
  energy)
• Impact Depletion of natural resources and
  contamination of land
• Aspect Grounds Maintenance
• Impact Depletion of natural resources
  (pesticides, fertilizer, water use, fossil fuels)

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Examples of Significant Environmental Aspects

• Purchasing chemicals
• Use of chemicals
• Application of pesticides
• Office products/paper consumption

• Use of electronic equipment
• Building temperature control
• Grounds and custodial operations
• Motor vehicle operations

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Objectives and Targets

• Compliance with Regulations
• Reduce Waste Streams
• Hazardous, Solid, and Universal
• Reduce Energy Consumption
• Recycle
• Green Purchasing
• Pollution Prevention

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Definitions

• An EMS objective is an overall goal arising from
  the environmental policy statement set by the
  organization.
• An EMS target is a detailed measurable
  performance requirement related to the objective.

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Examples

• Objective Increase solid waste diversion
• Target Achieve a 60 diversion rate for all
  solid waste by the year 2008.

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Examples

• Objective Improve environmental compliance
• Target Reduce the number of external
  environmental compliance audit findings by 50 on
  an audit-to-audit basis.

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Examples

• Objective Reduce transportation congestion
• Target Increase the number of employee-days of
  mass transit use by 50 by the year 2007 based on
  a 2002 calendar year baseline.
• Target Purchase 25 bicycles for use within the
  facility by the year 2004.

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An objective of EMS is to reduce environmental
impacts.Below are ways you can support this
objective

• Reduce, Reuse, Recycle Reduce your use of
  resources such as water. Reuse resources such as
  office supplies Recycle all batteries, paper,
  electronics, toner cartridges, metal scraps,
  metal cans, glass and plastic containers, and
  fluorescent light bulbs, etc.
• Purchasing Requirements Government purchasing
  agents, including credit card holders, are
  required to follow the Affirmative (Green)
  Procurement Plan.
• Carpool Conserve fuel by carpooling to field
  sites or other work related destinations.

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What Managers and Supervisors Need to DoProvide
support to change habits

• Old habits die hard.
• Employees need support through both motivational
  and technical hurdles.
• Initial training and periodic refreshers are
  essential to continuing pollution prevention
  success.

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Top Ten Pollution Prevention Techniques

• 1. Good housekeeping and maintenance practices
• 2. Spill prevention and preparedness
• 3. Inventory management
• 4. Prudent purchasing
• 5. Waste exchange programs

• 6. Alternate cleaning processes
• 7. Reduce/reuse process wastes
• 8. Process modifications
• 9. Changes in equipment or technology
• 10.Environmentally
  preferable purchasing

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An ExampleEnvironmentally Preferable Purchasing

• Definition
• Products or services that have a lesser or
  reduced effect on human health and the
  environment when compared with competing products
  or services that serve the same purpose.

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Environmentally Preferable Purchasing

• Environmentally preferable purchasing means
  examining the pollution prevention practices of
  your vendors and subcontractors

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Summary

• An EMS is the combination of people, policies,
  procedures, review, and plans to help address
  environmental issues.
• Important EMS elements include continual
  improvement, management commitment,
  formalization, and awareness of system approach.

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Summary

• Being a good environmental steward is every DOI
  employees business.
• Performing your job in an environmentally safe
  and sound manner benefits us all by protecting
  the health of the surrounding ecosystem,
  preserving resources for future generations,
  being good neighbors, minimizing mission impact
  due to non-compliance issues, and saving money by
  decreasing wasted resources.

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Your Participation

• All personnel have roles and
  responsibilities at the location for EMS. Your
  level of participation will vary according to the
  work you perform. At a minimum, you are
  responsible for knowing
• The commitments of the Environmental Policy.
• How your job impacts the environment.
• The procedures/protocols of your job and adhering
  to them.
• The potential environmental impacts of departing
  from the procedures of your job.
• The legal and other requirements of your job.

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Congratulations and Thank You!

• You have completed general EMS Awareness
  Training.
• Your feedback allows us to continually improve
  EMS implementation.
• For more information or to actively participate
  in EMS implementation, please contact your Bureau
  or Office EMS Coordinator.