Cems-chapter 1

1.1. What is EMS ? An Environmental Management System (EMS) is a system that is dedicated to achieve a continual business cycle of planning, implementing, reviewing and improving the processes and actions that an organization undertakes to meet its environmental obligations and continually improve it’s environmental performance. An effective EMS is developed on the concept of “Plan, Do, Check, Act” (PDCA) model which embodies the concept of continual improvement. Implementation of an EMS is a voluntary approach to improving environmental performance. 1.1.1. Key EMS concepts An effective EMS is built on Total Quality Management (TQM) concepts. To improve environmental management, the need to focus is not only on what things happen but also on why they happen. Over time, the systematic identification and correction of system deficiencies leads to better environmental (and overall organizational) performance. One key aspect of this is the concept of continual improvement. In the EMS model described in this Guidelines, the “Plan, Do, Check, Act” steps have been expanded into seventeen elements that are linked together as shown in Section 1.2.2. 1.1.2. Key elements The EMS is built on the “Plan, Do, Check, Act” model to ensure that environmental matters are systematically identified, controlled, and monitored. This ensures that the performance of the organisation's EMS improves over time and the set goals are met for implementing the EMS. The 17 EMS elements that are common to most EMS models are described here and the key linkages among these elements are also identified.

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Environmental Policy — Develop a statement of your organization’s commitment to the environment. Use this policy as a framework for planning and action.

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Environmental Aspects— Identify environmental attributes of your products, activities and services. Determine those that could have significant impacts on the environment.

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Legal & Other Requirements— Identify and ensure access to relevant laws and regulations, as well as other requirements to which your organization adheres.

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Objectives, Targets & Programs— Establish environmental goals for your organization, in line with your policy, environmental impacts, the views of interested parties and other factors. Plan actions necessary to achieve your objectives and targets.

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Resources, Roles, Responsibility & Authority— Establish roles and responsibilities for environmental management and provide appropriate resources.

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Competence, Training & Awareness— Ensure that your employees are trained and capable of carrying out their environmental responsibilities.

• Communication— Establish processes for internal and external communications on environmental management issues.

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Documentation— Maintain information on your EMS and related documents.

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Control of Documents— Ensure effective management of procedures and other system documents.

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Operational Control— Identify, plan and manage your operations and activities in line with your policy, objectives and targets.

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Emergency Preparedness & Response— Identify potential emergencies and develop procedures for preventing and responding to them.

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Monitoring & Measurement— Monitor key activities and track performance. Conduct periodic assessments of compliance with legal requirements.

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Evaluation of Compliance

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Non-conformity & Corrective Action & Preventive Action— Identify and correct problems and prevent their recurrence.

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Control of Records— Maintain and manage records of EMS performance.

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Internal Audit— Periodically verify that your EMS is operating as intended.

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Management Review— Periodically review your EMS with an eye to continual improvement.

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1.2. Why need an EMS ? EMS is a systematic approach to achieve your environmental and other organisational goals. Does your organization need an EMS? Well, ask yourself the following questions:

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Is

your

organisation

required

to

comply

with

environmental

laws

and

regulations? •

Are you looking for ways to improve your environmental performance?

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Is the state of your organisation’s environmental affairs a significant liability?

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Does a lack of time or resources prevent your organisation from managing its environmental obligations effectively?

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Is the relationship between your organisation’s environmental goals and other goals unclear?

If you answered YES to one or more of the above questions, an EMS can help your organisation —and so will this Guidelines! Implementing an EMS can help you demonstrate your commitment to the environment in several important ways. First, an effective EMS makes good sense, whether your organisation is in the public or private sector. By helping to identify the causes of environmental problems and then eliminate them, an EMS can help you save money. Think of it this way:

 make a product (or provide a service) right the first time without having to fix it later

 prevent a spill in the first place rather than clean it up later  prevent pollution instead of managing it later Second, an EMS can be an investment in long term viability of your organisation. An EMS can help you to be more effective in achieving environmental goals. An EMS adds value to your organization in keeping existing customers and attracting new ones. Much of what you need for an EMS may already be in place! The management system Page 3 of 7 /var/www/apps/pdfcoke/pdfcoke/tmp/scratch9/8898072.doc Rev 1

framework described in this Guidelines includes elements that are common to managing many organisational processes, such as quality, health and safety, finance, or human resources. As you review this Guidelines, you will probably find that your organisation has many EMS processes in place, even though they may have been designed for other purposes. Integrating environmental management with other key organisational processes can improve financial, quality and environment. Benefits  improved environmental performance  reduced liability  competitive advantage  improved compliance  reduced costs  fewer accidents  employee involvement  improved public image  enhanced customer trust  more favourable credit terms  meet customer requirements

1.3. EMS Development and Implementation 1.3.1. Steps for EMS development and implementation This guide recommends the four step “PDCA” approach to implementing an EMS. When an EMS is to be initially set-up, two preliminary steps (initial planning and management commitment) are also recommended as shown in Figure 1. These steps are useful to facilitate the development and implementation of the EMS. The figure also illustrates the different tasks for each phase. The detailed implementation of each phase is described throughout the rest of this Guideline.

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Figure 1: Approach to EMS Development and Implementation

Initial EMS Planning

Management Commitment

PLAN Environmental Aspects Legal & Other Requirements Objectives & Targets Environmental Management Programs

ACT Management Review

Continual Improvement DO

CHECK

Structure & Responsibility Training, Awareness & Competence Communication EMS Documentation Document Control Operational Control Emergency Preparedness/Response

Monitoring & Measurement Nonconformance & Corrective & Preventive Action Records EMS Audit

SOME OF THE KEY STEPS TO A SUCCESSFUL EMS INCLUDE: a) Top Management Commitment Applying TQM principles to the environmental area and providing adequate resources are the job of top management. To initiate and sustain the EMS effort, top management must communicate to all employees the importance of: • making the environment an organisational priority (thinking of effective environmental management as fundamental to the organisation’s survival)

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integrating environmental management throughout the organization (thinking about the environment as part of product/service and process development and delivery, among other activities)

• looking at problems as opportunities (identifying problems, determining root causes and preventing problem

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recurrence)

b) Focus on Continual Improvement The concept of continual improvement recognises that problems will occur. A committed organisation learns from its mistakes and prevents similar problems from recurring. c) Flexibility An effective EMS must be dynamic to allow an organisation to adapt to a quickly changing environment. For this reason, the EMS must be flexible and kept simple. This also helps make your EMS understandable, user friendly and be easy enough for implementation by any organisation's managers and employees. d) Compatibility with Organisational Culture The EMS approach and an organisation’s culture should be compatible. For some organisations, this involves a choice: (1) tailoring the EMS to the culture, or (2) changing the culture to be compatible with the EMS approach. Keeping this compatibility will ensure that the EMS meets any organisation’s needs. e) Employee Awareness and Involvement To overcome potential difficulties, everyone needs to understand:

i) why an organisation needs an effective EMS, ii) what their role is, and iii)how an EMS will help to control environmental impacts in a cost-effective manner. Employee involvement helps to demonstrate the organisation’s commitment to the environment and helps to ensure that the EMS is realistic, practical and adds value. Building or improving an EMS (with the help of this Guidelines) provides an opportunity to assess how your organisation manages environmental obligations and to find better (and more cost-effective) solutions. Difficulties are to be expected in the early stages of implementation but the focus is on continual improvement.

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