1 ETIV - EMAS Technical Implementation and Verification 1 Module 4 – EMAS - Eco-Management and...

1ETIV - EMAS Technical Implementation and Verification 1

Module 4 – EMAS - Eco-Management and Audit Scheme for SME

Project ETIV – EMAS TECHNICAL

IMPLEMENTATION AND VERIFICATION

Prepared by:



This project has been funded with support from the European Commission. This publication reflects the views only of the author, and the Commission cannot be held responsible for any use which may be made of the information contained therein.



EMAS II –

A Handbook for the Implementation of an Environmental Management System according to EMAS standard

Essentials for Small Enterprises


Module 4 – EMAS - Eco-Management and Audit Scheme for SMEContents

Introductory part:

Aim of the Handbook

What is an Environmental Management System – What is EMAS?

The elements of EMAS shortly explained

What are the advantages of EMAS?

What are the challenges for SME implementing EMAS?



Part A: Successful implementation and application of EMAS

1. Environmental review

2. Environmental policy

3. Environmental programme

4. Implementation and operation of the EMS

5. Checking and corrective action

6. Management review

7. Environmental statement

8. Preparing for certification

Part B: Working material

Contents



About the ETIV Project

Aim of the handbook:

Guidance on how to implement and document an environmental management system according to EMAS standard for

•Small and medium sized enterprises

•Organizations

•Public authorities and

•Interested parties




What is EMAS?

EMAS – Eco-Management and Audit Scheme

(European Regulation (EC) No 761/2001)

EMAS...

•Is a voluntary scheme designed by the EU for environmental management systems

•Provides a tool to continuously improve environmental performance

•Provides large potentials for cost savings

•Provides external verification of credible work for the environment




What is an environmental management system?

A tool to systematically

assess, control and improve

all significant environmental

aspects arising from a

company’s activities




What are the different steps to implementing EMAS?

The main stages involved in achieving EMAS registration can be roughly described as follows:

Investigating an organisation's interactions with the environment in an environmental review;

Establishing an effective environmental management system on the basis of the review;

Communicating environmental performance in an environmental statement.




Schematic overview

of the procedure to

EMAS verification(modified from BMU 2003, p. 14)




Motivation to participate in EMAS




Cost reduction with EMAS




Summary of advantages implementing EMAS

Economic benefits Legal compliance Organisational improvements

Direct cost savings (waste, raw materials, energy)

Identification of relevant legislation

Management efficiency

Process optimisation Often regulatory relief Employee awareness and involvement

Increased competitive advantage

Avoidance of fines or penalties Employee motivation

Improve company image Be prepared for regulation and legislation changes

Systematic and integrated documentation

Meeting pressure by supply chain, peers, customers

Maintaining continuous compliance

Safety and health improvements

Preferential treatment in public call for tenders

Increased investor confidence



Successful implementation and application of EMAS

Part A



Environmental review




Extent of the review:

1st step: Review of existing procedures for dealing with environmental issues;

2nd step: Review of legislative and regulatory requirements;

3rd step: Identification of all environmental aspects of the company’s activities and assessment of the significance of environmental impacts;

4th step: Report including the review documentation.




1st step:

Review of existing environmental documents:

Examples of relevant environmental documents are

•Maps

•Legal provisions

•Consumption balances and monitoring data

•Organisational documents

•Business policy documents

An inventory of relevant documents must be established




2nd step:

Review of legal requirements

Aim: Register of legal requirements

Legal or other requirement

Law, requirement etc.

Monitoring and update Responsible person

Laws that affect environmental protection

-Law 53/A/5 -Law 17/HJ/3 -Regulation 23f -Licence 1/2002

-subscription to newsletter “CleverLawReader” -subscription to CD-ROM newsletter “ELSE”

-Environmental coordinator Mr. Respon Sible

Laws that affect specific production stage

-Act 1987/54/G -Regulation 7

-subscription to newsletter “Legal developments in the print business”

-Production line manager Mrs. Pro Ducto

Other requirements -Agreement with neighbours not to emit noise between 1-3 p.m.

-Agreement is monitored by the company

-Company owner Cesar Bossi

Example of how to document legal requirements




3rd step:

Operational environmental review

a) Identification of environmental aspects and impacts

Environmental aspects can be, e.g.:

•Emissions to air or water, e.g. CO2 or wastewater

•Waste handling,

•Use of raw materials and energy,

•Noise, odour, dust,

•Transport (both goods and employees).

An environmental impact is any change to the environment resulting from any environmental aspect.

Example:CO2 emissions (env. aspect) cause global warming (env. impact)




3rd step:

Operational environmental review

b) Assessment of environmental aspects‘ significance,using defined environmental, economic or other criteria.

Example of an evaluation matrix




4th step:

Reporting the observations

Complete documentation covering all elements of the environmental review

Purpose:

• identification of problem areas and non-compliance

• serves as basis for definition of activities and counter-measures

Summary of report1 Introduction

a Scope of the environmental review2 Description of the company

a General descriptionb Brief description of production/ services/ activities

3 Environmental aspectsa Locationb Soil and groundwaterc Waterd Energye Raw materialsf Chemicalsg Air emissionsh Discharges to wateri Wastej Fire, spillage, and other uncontrolled situationsk Productsl Transportm Working environmentn Suppliers and sub-contractors

4 Components of the environmental management system

a Legal and other requirementsb Objectives and targetsc Environmental management programmed Structure and responsibilitye Training, awareness and competencef Environmental management system documentationg Document controlh Operational controli Monitoring and measurementj Emergency preparedness and responsek Non-conformance, corrective and preventive actionl Recordsm Environmental management system auditn Management review



Environmental policy




•In the environmental policy, a company’s environmental principles are laid down

•It is of strategic dimension

•It is the written expression of a company’s values, goals and codes of conduct with respect to the environment and environmental protection

•The environmental performance of a company will later be judged against its environmental policy




What is required for the environmental policy?

EMAS requires that an organisation‘s environmental policy

•is appropriate to the nature, scale and environmental impacts of its activities, products and services;

•includes a commitment to continual improvement and prevention of pollution;

•includes a commitment to comply with relevant environmental legislation and regulations;

•provides the framework for setting and reviewing environmental objectives and targets;

•is available to the public.



Environmental programme




The environmental programme is one of the cornerstones of a company’s EMS

What it serves for:

•It contains a description of how significant environmental impacts of a company’s activities will be reduced;

•It defines objectives and targets that enable the improvement of the environmental performance;

•It describes also how to achieve objectives and targets;

•It includes the designation of responsibilities, and the means and timeframe by which improvements are to be accomplished.




Environmental objectives and targets•Must be in line with the company’s environmental policy;

•Must work together with the environmental policy and other elements of the environmental management system (see left).

The environmental objective is the quantified overall goal of the company over a given period.

The environmental target is the concrete measure taken to ensure the fulfilment of the quantified goal.




Factors influencing objectives and targets




Environmental programme worksheet



Implementation and operation of an EMS




Divided into 4 parts:

• Structure and responsibility

• Training, awareness and competence

• Communication

• Environmental management system documentation




1. Structure and responsibility

•Organisation chart: Who fulfils which tasks?

•Who is responsible for which process, product, internal service?

•How is the work done? Elaboration of work instructions

Environmental assignment Function

Overall environmental responsibility for the

site

Managing director (legal responsibility)

Implementation and maintenance of the EMS Environmental manager

Developing the environmental policy and

objectives, and assessing the EMS

Management group (including environmental

manager)

Developing environmental targets and the

management programme

Environmental manager, in cooperation with

department managers




2. Training, awareness and competence

After having received training, personnel should be competent of acting in a responsible way that reduces the environmental impact of their work.

Training contents:

•significant environmental impacts of their work activities and the environmental benefits of improved personal performance;

•their roles and responsibilities in achieving conformance with the environmental policy and requirements of the EMS;

•the importance of conformance with the environmental policy and procedures of the environmental management system.




3. Communication

Procedures for communication have to be established and maintained

Advantage for small organisations:

Direct, informal channels of communication




4. Environmental management system documentation

(or simply) Environmental Management Manual

It is the structured collection of directions, procedures and responsibilities of the EMS

3 purposes of EMS documentation:

•Providing instruction to employees,

•Giving the EMS a binding nature, and

•Providing illustration to the EMS.



Checking and corrective action

Divided into 4 parts:

• Monitoring and measurement

• Non-conformance, corrective and preventive action

• Records

• Environmental management system audit




1. Monitoring and measurement

Measuring and monitoring environmental parameters in order to:

•Ensure that legally enforced emission limits are not exceeded

•Provide data for statistics required by authorities and the environmental report

•Identify potential for efficiency increase

•Verify that processes and equipment function in accordance with the operational procedures

•Measure performance against environmental objectives and targets




1. Monitoring and measurement

Environmental aspect Examples of measurement parameters

Water consumption Water consumption (total and by building or by process)

Energy consumption

Energy consumption by type of energy (solid fuel, oil, natural

gas, district heating, electricity). Emissions to air from energy

consumption (CO2, NOX, SO2).

Use of natural resources

Consumption of raw materials by type. Renewable, non-

renewable raw materials, environmental impact of transport,

energy consumption during extraction of raw materials, etc.

Waste Amount of waste divided by type. Amount of sorted waste,

mixed waste, recirculated or recycled waste, etc.




2. Non-conformance, corrective and preventive action

Mistakes occur – no problem!

If you learn from them!




3. Records

The procedure of recording is the continuous process of collecting environmentally relevant documents.

“Review of existing environmental documents”

With recording relevant information, the company can prove its conformance with EMAS.

EMAS requires records on

•Training courses,

•Results of audits,

•Results of reviews.




4. Environmental management system audit

The environmental audit is a tool

•to systematically assess whether or not the environmental management system functions according to the plan set up,

•to check if the system contributes to fulfilling the environmental policy and objectives and targets,

•to identify non-conformances with the procedures, and

•to provide information that can lead to improvement.




4. Environmental management system audit1. Planning and preparation

- allocate appropriate resources- inform all involved persons about their roles and responsibilities

2. Recording of relevant documents- checking of records and documents- detailed interviews with employees- investigation of the operational circumstances

3. Documentation of the audit findings - document and report findings and observations of performance and deficits

4. Make a report of the audit- scope, objectives, audit plan, audit team- documents and proof- assess the situation

5. Make conclusions from the audit- write a plan for corrective action



Management review

The management review is a corrective measure to EMS

The top management of the company

assesses the success of the EMS in place.

evaluates whether the EMS still applies to the current situation and

adjusts it if necessary.

The review activities and its results must be documented.

The review report serves as a basis improvement.



Management review

The management review should take account of changing requirements and continual improvement

Activities:

•Assessment of the environmental policy to make certain that it serves the intention to attain continual improvement;

•Evaluation of the objectives and targets and of the company’s environmental performance;

•Analysis of the environmental work with the aim of reduced consumption of resources and more efficient operation;

•Changes if necessary to environmental policy and management system regarding e.g. legislation, changes to operations, technological developments, etc.



Environmental statement




Environmental report

•The environmental statement is the public documentation of an organisation’s environmental situation.

•It should specify the results that have been achieved against the environmental objectives.

•It should also lay down the means by which the organisation plans to continuously improve its environmental performance.




What must be included in the environmental statement?•A short description of the organisation, i.e. economic and legal parameters, number of employees, product range etc.;

•The environmental policy;

•A brief description of the EMS;

•A description of environmental aspects and impacts;

•The environmental objectives and targets;

•A summary of available data on the organisation’s performance;

•A description of environmental performance against legal or other provisions with respect to significant environmental impacts;

•The name and accreditation number of the environmental verifier and the date of validation.



Preparing for verification

The process of verification includes three stages

•An initial step the certifying body is contacted. It can also include a preparatory check to see whether the company is ready for the certification audit.

•The verification audit includes the study of documents, interviews and site inspections.

•Regular surveillance audits to ensure that the environmental management system remains in place and is continuously improved. These surveillance audits take place at defined intervals, usually every 12 months.




What is the purpose of verification?

•To review and verify that the formal requirements of the EMAS regulation are fulfilled;

•To check that the EMS covers control of significant environmental aspects;

•To make sure that different parts of the EMS support each other (e.g. links between significant aspects and measures in the environmental programme);

•To assess whether continual improvement can be expected on the basis of the EMS




What is the purpose of verification?

•To verify improvements

•To assess whether the system is credible, for example:

Has the environmental review been performed in a systematic way?

Is the environmental review programme efficient?

Are employees actively involved in the system?



Thank you very much for your attention!



Kolleg für Management und Gestaltung nachhaltiger Entwicklung gGmbH

Presentation to:

EMAS II – Essentials for small enterprises. A Handbook for the implementation of an Environmental Management System according to EMAS standard.

Authors: Andrea Taha, Dipl.-Ing.Tobias Schmitt, M.Sc.

Project:ETIV – EMAS Technical Implementation and Verification

in the framework of:

LEONARDO DA VINCI NATIONAL AGENCY / EUROPEAN COMMISSIONLEONARDO DA VINCI PROGRAMME

Contact:Kolleg für Management und Gestaltung nachhaltiger Entwicklung gGmbHWarschauer Straße 58a10243 Berlin Germany

www.kmgne.de

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