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Hotel Generic Hongkong

Revision Record

Document Procedure Page No: Rev. No: Date: Nature of Changes: EMS Manager General ManagerHEP-01 Environmental Policy

HEP-02 Environmental Aspects

HEP-03 Legal and Other Requirements

HEP-04 Environmental Objectives and Targets

HEP-05 Environmental Management Programmes

HEP-06 Organisational Structure and Responsibility

HEP-07 Training

HEP-08 Communications

HEP-09 EMS Documentation and Control

HEP-10 Operational Control

HEP-11 Accidents and Emergencies

HEP-12 Monitoring and Measuring

HEP-13 Non-conformances

HEP-14 Records

HEP-15 EMS Audit

HEP-16 Management Review

Hotel Environmental Procedures


Document No: HEP-01 Procedure: Environmental PolicyRevision No.: Date Issued: Page of

1.0 Purpose

To establish a procedure to periodically review and revise the environmental policy of the Hotel, and distribute it to internal staff and external parties.

2.0 Scope

The environmental policy states our commitment to improving the environment and serves as the basis for establishing, implementing, and reviewing our environmental management system.

3.0 Responsibilities

3.1 Executive Team

The Executive Team is responsible for: formulating the environmental policy; ensuring the Hotel’s activities, products and services provided are in accordance with the

environmental policy; reviewing and revising the environmental policy every year; and distributing and communicating the environmental policy to internal staff and external parties.

3.2 Department Heads Department Heads are responsible for ensuring that the staff at all levels is familiar with the environmental policy.

4.0 Procedure

4.1 Distribution of Environmental Policy

4.1.1 The EMS Manager is responsible for posting the latest version of environmental policy statement on all notice boards in the Hotel. Department Heads shall distribute copies of updated environmental policy to their staff and maintain a distribution list of their respective department.

4.1.2 The EMS Manager is also responsible for maintaining an Environmental Policy Distribution List (Form no.???) of responsible personnel, and distributing the latest environmental policy statement to external parties when necessary.

4.2 Review and Revision of Environmental Policy

4.2.1 The Executive Team shall review the environmental policy based on the results of EMS audit and management review. The environmental policy shall be revised when:

the results of EMS audit reveal that the environmental policy cannot fully cover the Hotel’s operations, and activities, products and services provided;

there are changes in the Hotel’s activities, products and services provided; and where additional significant environmental aspects are identified.4.2.2 The General Manager is responsible for revising the environmental policy statement. The

EMS Manager shall ensure that all outdated environmental policy statements on all notice boards are replaced by the latest version.

Hotel Environmental Management ManualProcedures


Document No: HEP-01 Procedure: Environmental PolicyRevision No.: Date Issued: Page of

4.2.3 Department Heads are responsible for collecting obsolete environmental policy statements from their staff, and distributing and explaining the updated environmental policy statements.

5.0 Relevant records and reference materials

5.1 Relevant Records

5.1.1 Environmental Policy Distribution List (Form No. ???)

5.2 Reference Materials

ISO 14001 and 14004 Standards EMS Management Review Report

End of Procedure



Document No: HEP-02 Procedure: Environmental AspectsRevision No.: Date Issued: Page of

1.0 Purpose

To explain how the significant environmental aspects of the Hotel’s activities, products and services are identified when setting environmental objectives and targets.

2.0 Scope

The identification of environment aspects serves as a means to recognise the impacts of Hotel’s activities, products and provision of services on the environment. The identified environmental aspects and significant environmental aspects of the Hotel are compiled to a Register of Significant Environmental Aspects which shows the environmental impacts associated with each environmental aspect and the significance of each environmental aspect.


3.1 Department Heads

Department Heads, with the assistance of the EMS Manager and the Deputy EMS Manager, are responsible for: identifying the environmental aspects of their departments; analysing and evaluating the significance of the identified environmental aspects; and reporting any changes of environmental aspects and / or significant environmental aspects to

the EMS Manager.

3.2 EMS Manager

The EMS Manager is responsible for: designing the mechanism for evaluation of significance; consolidating the findings of all departments; and maintaining a Register of Significant Environmental Aspects for the Hotel.

4.0 Procedure

4.1 Identification of Environmental Aspects

The present and future activities and operations of the Hotel under normal, abnormal and emergency situations shall be considered while identifying the environmental aspects. The following methods shall be adopted in the identification process:

review all activities and operations of each department/section of the Hotel including:

Handling and disposal / discharge of chemicals Water consumption and discharge of wastewater Emissions of pollutants to the air Contamination of land Generation of noise Management of waste Energy Consumption Purchase, utilisation and storage of materials Related occupational health and safety issues

For each section in the hotel, a checklist is used to list all relevant activities and operations, and their associated environmental aspects and impacts under normal, abnormal and emergency situations. The definition of the above situations are as follows:




Normal Situation (N) refers to normal operation; Abnormal Situation (A) refers to operational activities other than normal

operation including equipment start up and shut down operation and planned maintenance;

Emergency Situation (E) refers to accidents and all other emergency cases.

The above situations are identified and shown on the Register of Significant Environmental Aspects.

Conduct site visits, perform review of relevant documents, and conduct interview with relevant personnel in the hotel for confirmation where necessary.

4.2 Evaluation of Significant Environmental Aspects

In line with the environmental policy, the Hotel is committed to improve environmental performance by controlling and improving environmental impacts. A conservative evaluation system, as shown in Appendix I of this procedure, adopted to evaluate the significance of each environmental aspect. Each environmental aspect shall be assessed against this evaluation system to evaluate its significance.

Department Heads, with the assistance of the EMS Manager and Deputy EMS Manager, shall review the environmental aspects and update the significant environmental aspects, whenever there are changes to the hotels operation. A comprehensive update shall be prepared at least annually.

Department Heads shall report changes in any of the significant environmental aspects in their departments to the EMS Manager, who shall keep the Register of Significant Environmental Aspects up-to-date. Each significant environmental aspect in the Register shall cross-reference to relevant operational control procedures and / or environmental objective & target and environmental management programme.

5.0 Relevant Records and Reference Materials


Register of Significant Environmental Aspects


Initial Environmental Review (IER) Report End of procedure


Hotel Generic HongkongHotel Environmental Procedures


Appendix I – Significant Environmental Aspects Evaluation System

Environmental Aspect Significant?

Yes

NoYes

NoYes

NoYes

NoYes

NoYes

NoYes

NoYes

Not a significant environmental aspect


Is the aspect controlled through legal or other requirements?

Is the aspect likely to have a high severity of consequence to the environment or human health?

Does the aspect represent a potential liability?

Have any legitimate complaints been received related to the aspect?

Does the aspect result in large quantities of waste?

Are large quantities of resources consumed?

Does use/disposal of the product create concern?

Is the aspect a business concern, or a concern of interested parties?


Document No: HEP-03 Procedure: Legal and Other RequirementsRevision No.: Date Issued: Page of

1.0 Purpose

To identify, review and revise legal and other requirements that the Hotel has to comply.

2.0 Scope

The legal and other requirements that the Hotel has to comply include:

Environmental legislation (ordinances and regulations) of Hong Kong relevant to the Hotel’s operations, and activities, products and services provided;

Government codes of practices, guides and technical memorandum; Licenses and permits issued by government authorities; Environmental management code of practice of Hotel Generic Hongkong; and Terms and conditions of the contracts made with suppliers.


3.1 EMS Manager and Deputy EMS Manager

The EMS Manager and Deputy EMS Manager are required to assist Department Heads to identify the legal and other requirements which are directly applicable to the Hotel’s operations, and activities, products and services provided. The EMS Manager and Deputy EMS Manager are also responsible to assist Department Heads to review and revise the Register and compile the identified legal and other requirements to a Register of Legal and Other Requirements. The EMS Manager is to distribute the updated Register to Department Heads after compilation.


Department Heads are responsible for identifying the legal and other requirements that are directly applicable to their operations, activities, products and services provided. Department Heads shall review and revise the Register and inform the EMS Manager where necessary. Department Heads are also responsible for ensuring that their staffs understand the legal and other requirements relevant to their activities and operations. Department Heads shall also ensure that their activities and operations are in compliance with relevant requirements. In case of non-compliance, they shall implement appropriate corrective actions and report the to the EMS Manager.

4.0 Procedure

4.1 Identification, Review and Revision of Legal and Other Requirements

4.1.1 Department Head shall identify the legal and other requirements which are directly applicable to the Hotel’s operations, and activities, products and services provided. Department Heads, with the assistance of the EMS Manager and Deputy EMS Manager, shall check the updated legislation through the website link. The EMS Manager, with the assistance of EDP Department, shall review the legislation via this website quarterly, and seek the advice of government departments (e.g. Environmental Protection Department), the Hong Kong Hotels Association or professional organisations (e.g. The Hong Kong Polytechnic University) if necessary.

4.1.2 The EMS Manager shall base on the identified legal and other requirements to establish a Register of Legal and Other Requirements. The Register shall be reviewed and revised when necessary (refer to HEP-14) to ensure that the Register is up-to-date and is relevant to the current operations and activities of the Hotel.



Document No: HEP-03 Procedure: Legal and Other RequirementsRevision No.: Date Issued: Page of

4.2 Evaluation of Compliance of Legal and Other Requirements

4.2.1 The EMS Manager shall consolidate the non-compliance reported by Department Heads to a Legal Compliance Evaluation Report annually, and present and discuss the Report in the EMS Management Review Meeting.



Register of Legal and Other Requirements Legal Compliance Evaluation Report


Environmental legislation (ordinances and regulations) of Hong Kong (via website) Booklets of environmental legislation and occupational health and safety issue including

government codes of practices, guides and technical memorandum

End of procedure



Document No: HEP-04 Procedure: Environmental Objectives and TargetsRevision No.: Date Issued: Page of

1.0 Purpose

To provide guidelines for establishing, monitoring and revising environmental objectives and targets, which serve as the basis of establishing environmental management programmes.

2.0 Scope

Environmental objective is the overall environmental goal, arising from the environmental policy, that the Hotel sets itself to achieve. Environmental target is the performance requirement, quantified where practicable, applicable to the Hotel or parts thereof, that arises from the environmental objectives, and which needs to be set and met in order to achieve those objectives.



Department Heads, in consultation with senior executives and with the assistance of the EMS Manager and the Deputy EMS Manager, are responsible for establishing, revising environmental objectives and targets.

3.2 General Manager

The General Manager, in consultation with the Executives, is responsible for authorising all environmental objectives and targets.

3.3 EMS Manager

The EMS Manager is responsible for monitoring the progress made towards achieving environmental objectives and targets, and coordinating and arranging resources effectively to cater for the needs of various departments.

4.0 Procedure

4.1 Establishment of Environmental Objectives and Targets

While establishing environmental objectives and targets, the followings shall be considered:

the identified legal and other requirements; the identified significant environmental aspects; available technology; available financial resources; views of interested parties; and consistency with environmental policy.

Department Heads, in consultation with senior executives, shall base on the current situation of the Hotel to establish departmental or corporate level’s environmental objectives and targets, which are realistic and achievable.

The followings are the procedures for the establishment of environmental objectives and targets:

Identify significant environmental aspects (refer to HEP-02: Environmental Aspects); Review all EMS procedures and documents (e.g. Hotel Environmental Procedures and

Operational Control Procedures, etc.) to see whether all significant environmental aspects are under proper control;



Document No: HEP-04 Procedure: Environmental Objectives and TargetsRevision No.: Date Issued: Page of

Establish environmental objectives and targets for those significant environmental aspects that are under improper control or not under control;

After established environmental objectives and targets, the EMS Manager shall revise relevant the EMS procedures and documents and inform relevant Department Heads. The Department Heads shall then ensure their staff to make appropriate modifications and arrangements in their operations;

The Hotel can establish environmental objectives and targets to achieve a higher level of environmental performance once all significant environmental aspects are under effective control.

4.2 Monitoring Procedures

The EMS Manager shall discuss with the relevant Department Heads regularly to monitor the progress made towards achieving environmental objectives and targets, co-ordinate and optimise the utilisation of resources, and understand their difficulties in implementation;

Before the target date of each environmental objective and target, the EMS Manager shall evaluate its effectiveness with relevant Department Heads, and decide whether to continue, revise or cancel the environmental objective and target;

After the environmental objective and target are achieved, the EMS Manager shall decide whether to monitor the results over a certain period to ensure its sustainability. All environmental objectives and targets of the Hotel are complied in the Environmental Management Manual.



Environmental Objectives and Targets List Progress reports of environmental objectives and targets Monitoring records of achieved environmental objectives and targets


Operational Control Procedures Register of Significant Environmental Aspects

End of procedure



Document No: HEP-05 Procedure: Environmental Management ProgrammesRevision No.: Date Issued: Page of

1.0 Purpose

To provide guidelines for establishing, revising and monitoring environment management programmes.

2.0 Scope

The environmental management programmes outline practical and feasible detailed work instructions to ensure that environmental objectives and targets are achieved within a defined time scale with designated responsibility.


3.1 EMS Manager

The EMS Manager is responsible for monitoring the progress of the established environmental management programmes with relevant Department Heads.


Department Heads, in consultation with senior executives, the EMS Manager and the Deputy EMS Manager, are responsible for establishing relevant environmental management programmes for achieving each established environmental objective and target, and assigning personnel with appropriate skills to carry out the programmes.

3.3 General Manager

The General Manager, in consultation with the Executives, is responsible for authorising all environmental management programmes and providing sufficient resources to implement the programmes.

4.0 Procedure

4.1 Establishment of Environmental Management Programme

Relevant Department Heads, with the assistance of senior executives, the EMS Manager and the Deputy EMS Manager, are required to establish a technically and financially feasible implementation plan for achieving each established environmental objective and target within a reasonable time period. The implementation plan shall be easy to implement, and shall not affect the quality of services or products provided.

The environmental management programme shall also include the designation of responsibility for achieving the environmental objectives and targets, and the means and the time frame by which they are to be achieved. (use Form EMP 01)

Department Heads shall assign personnel with appropriate skills to carry out the programme to ensure that resources are effectively utilised and the progress will not be delayed.

4.2 Monitoring Procedures

The EMS Manager shall review and discuss the environmental management programmes with relevant Department Heads regularly to ensure that the progress is in the right track and the environmental objectives and targets shall be achieved within the time frame. Before the environmental management programme is completed, the EMS Manager shall evaluate its




progress and achievement with relevant Department Heads to see whether it is necessary to revise the programme, and see whether relevant records are kept.

Upon completion of the environmental management programme, the EMS Manager shall decide whether to monitor the programme over a certain period to ensure its sustainability.



Environmental management programmes Monitoring records of environmental management programmes


Environmental Objectives and Targets List Operational Control Procedures

6.0 Attachment

6.1 Environmental Management Programme Form (Form EMP 01)

End of procedure




(Form EMP 01)Hotel Generic Hongkong

Document No.: EMP- -01 Department: Revision No.: Date: Section: Compiled by: Signed: Authorised by: General Manager Signed:

Objective and Target Target Period/ Date

Responsibilities Environmental Management Programme Monitoring and Measurement Procedures

Implementation Programme Time scale Responsible PersonFrom To




1.0 Purpose

To show how the environmental roles, responsibilities and authorities of staff in the Hotel’s environmental management system are defined.

2.0 Scope

The organisational structure, and the environmental roles, responsibilities and authorities of staff in the Hotel shall be effectively and precisely defined to ensure that the Hotel’s environmental management system can be implemented effectively.


3.1 General Manager

The General Manager, in consultation with the Executives, is responsible for establishing the overall environmental direction of the Hotel. He / She is also responsible for operating the Hotel’s environmental management system, allocating resources in the Hotel, and controlling and maintaining the implementation of the Hotel’s environmental management system.


The EMS Manager and Deputy EMS Manager are responsible for assisting the General Manager in implementing the Hotel’s environmental management system, co-ordinating the environmental activities and operations in the Hotel, and reporting on the performance of the Hotel’s environmental management system to the General Manager.

3.3 Executives and Department Heads




Executives and Department Heads are responsible for implementing the Hotel’s EMS procedures (i.e. Hotel Environmental Procedures and Operational Control Procedures), establishing the roles and responsibilities of their subordinates, and guiding and monitoring their staff to follow the established EMS procedures. The Executives and Department Heads, authorised by the General Manager, shall apply sufficient human, technological, and financial resources to effectively implement the EMS.

3.4 All Staff

All staff shall implement the Hotel’s environmental management system according to the established EMS procedures.

4.0 Procedure

4.1 The environmental roles, responsibilities and authorities of the General Manager, the Executives, the EMS Manager and Deputy EMS Manager, Department Heads, and all staff in the Hotel are defined in the Hotel’s EMS procedures (i.e. Hotel Environmental Procedures and Operational Control Procedures). The Environmental Management System team structure of Hotel Generic Hongkong is shown in Table 0.2 in Section 0.2.4 of the Environmental Management Guide.

4.2 Senior executives are responsible for auditing and monitoring the activities and operations of the departments / sections for which they are responsible, as depicted in Fig. 0.3 of the Environmental Management Guide.

4.3 The General Manager, with the assistance of the EMS Manager, is responsible for revising the environmental roles, responsibilities and authorities of the EMS team structure, as defined in EMS procedures. The General Manager is responsible for adjusting the organisational structure for Hotel Generic Hongkong environmental management system whenever there are changes to ensure that it is appropriate to the current situation of the Hotel (refer to HEP-14).



Environmental Management System team structure of Hotel Generic Hongkong (Table 0.2 in Section 0.2.4 of the Environmental Management Guide)


Organisational structure for Hotel Generic Hongkong Environmental Management System (Fig. 0.3 of the Environmental Management Guide)




End of procedure



Document No: HEP-07 Procedure: TrainingRevision No.: Date Issued: Page of

1.0 Purpose

To identify environmental training needs, and to ensure the staff at each relevant function and level can receive appropriate training.

2.0 Scope

Appropriate environmental training in the Hotel can increase the environmental awareness of the staff and ensure that personnel performing the tasks which can cause significant environmental impacts shall be competent on the basis of appropriate education, training and / or experience, thus enhancing the implementation of the Hotel’s environmental management system.



The EMS Manager and Deputy EMS Manager are responsible for identifying training needs related to the implementation of Hotel’s environmental management system, planning and organising appropriate environmental training, and maintaining and updating staff training records.


Department Heads, with the assistance of the EMS Manager and Deputy EMS Manager, are responsible for identifying the training needs of their subordinates, organising appropriate training to relevant staff so that they can have sufficient knowledge and skills to perform their tasks which relate to significant environmental impacts. Identification of training needs shall be based on past audit results, completeness of operational control procedures, new technology and legislation and other relevant factors. Department Heads shall also be responsible for updating training records.

4.0 Procedure

4.1 Planning and Organisation of Training Programmes

The EMS Manager and Deputy EMS Manager are responsible for planning and organising various environmental training programmes (on-the-job training and off-the-job training) (use Form ET 01). Staff can propose any training needs to their Department Heads and the Department Heads shall in turn reflect their ideas to the EMS Manager. For departmental training, Department Heads shall submit the training materials (if available) to the EMS Manager and Deputy EMS Manager for comment before the commencement of training. The trainers are appointed based their competency and relevant experience.

Hotel Generic Hongkong organises various types of environmental training programmes such as: ISO 14001 Awareness Training Programmes – to make staff at all levels familiar with the ISO

14001 Standard requirements and the Hotel’s Environmental Management System, and ensure that the environmental policy, the commitment of the Hotel to continual improvement, and the existence of established objectives and targets are communicated to, and understood by all staff including the new staff.

Training on environmental legislation – to make the staff understand what and how the local environmental legislation affect their operations and activities.

Training on work specified in the EMS procedures (e.g. Hotel Environmental Procedures) such as training on emergency and preparedness and response (e.g. fire drill) and EMS




auditor training – to make relevant staff understand exactly what is expected of them and how they shall respond.

Other training such as training on chemical handling – to enable relevant staff has appropriate skills and knowledge in performing their tasks that can cause significant impacts on the environment.

The nature and the frequency of training depend on how well the overall EMS is implemented, what training needs are proposed by the staff, and which nonconformances are frequently detected. The EMS Manager and Department Heads shall arrange relevant staff to attend each training, and ensure that the training is appropriate for the staff.

The EMS Manager and Department Heads shall evaluate the effectiveness of each training by requiring attendees to complete Post-Course Evaluation Forms, and analysing the results.

The EMS Manager, the Deputy EMS Manager and Department Heads shall consider attending external training, seminars and workshops to acquire latest information on environmental issue and share environmental experience with other professionals.

4.2 Training Records

The EMS Manager and Department Heads are responsible for keeping all training records (e.g. staff attendance records, Post-Course Evaluation Forms, etc.) and a copy of each training manual for reference. All staff training records shall be kept at least three years.

4.3 Revision of Annual Environmental Training Plan

The EMS Manager is responsible for revising the annual environmental training plan in accordance with the Hotel’s situation, and evaluating the effectiveness of the training provided annually to ensure that the training can cater for the changing environmental legislation and the continually improving environmental management system.



Annual environmental training plan (Form ET 01) Staff training records (staff attendance records, Post-Course Evaluation Forms) Training manuals or materials


Operational Control Procedures

6.0 Attachment

6.1 Environmental Training Plan (Form ET 01)

End of procedure




(Form ET 01)Environmental training plan for the year _______

Type of Training Training Purpose Programme DetailsTarget

Audience Training ModeDate/

Month



Document No: HEP-08 Procedure: CommunicationsRevision No.: Date Issued: Page of

1.0 Purpose

To provide a means for internal and external communication for the Hotel.

2.0 Scope

Communication includes establishing processes to report internally and, where desired, externally on the environmental activities and information of the Hotel.


3.1 EMS Manager

The EMS Manager is responsible for maintaining and documenting internal and external communication of the environmental activities and information of the Hotel.


Department Heads are responsible for assisting the EMS Manager in informing relevant information to their subordinates.

4.0 Procedure

4.1 Internal Communication

The EMS Manager shall announce environmental activities and information of the Hotel internally through notice boards, staff newsletters, staff meetings and internal information circulation, etc.

All staff is free to make suggestions, inquiries or complaints about environmental affairs to their Department Heads or to the Human Resources Department. Department Heads or the Human Resources staff who accept the enquiry shall then complete the Environmental Communication Form (Form EC 01) and submit it to the EMS Manager for follow up.

The General Manager shall hold bi-monthly meetings with the EMS Manager and Department Heads to evaluate the effectiveness of internal communication mechanism. The EMS Manager is responsible for keeping all meeting minutes.

4.2 External Communication

The EMS Manager shall assist the General Manager and Public Relations Manager in announcing environmental activities and information of the Hotel externally through press release, advertisement, hotel newsletter, conferences and seminars etc.

The EMS Manager and Public Relations Manager are responsible for receiving, documenting and responding to suggestions, inquiries or complaints about environmental affairs by external parties (use Form EC 01). The EMS Manager shall also keep all correspondences.

The General Manager shall hold bi-monthly meetings with the EMS Manager and Department Heads to evaluate the effectiveness and strategy of external communication. The EMS Manager is responsible for keeping all meeting minutes.





The EMS Manager is responsible for keeping the following records for at least two years.

5.1 Relevant Records for Internal Communication

Meeting minutes Notices and correspondences Environmental Communication Form (Form EC 01)

5.2 Relevant Records for External Communication

Meeting minutes Environmental Communication Form (Form EC 01) Correspondences Records or information arose from corresponding actions / investigations


None

6.0 Attachment

6.1 Environmental Communication Form (Form EC 01)

End of procedure




(Form EC 01)Environmental Communication Form

Record No.: (For EMS Manager(s) use only)

Types: □ Internal communication □ External communication

Name of staff / person / organization who makes the suggestion / inquiry / complaint: ________________________________________________________________________________Date:____________________________________________________________________________Means: letter / verbal / phone / others:________________________________________________Summary of suggestion / inquiry / complaint:

Record person:_____________________________ Date:____________________________Action taken (For EMS Manager(s) use only)

Nature of suggestion / inquiry / complaint □ General

□ Non-conformance with EMS (Please fill in EMS Non-Conformance Form) (Form NCR 01)

Proposed actionDetails:__________________________________________________________________________ __________________________________________________________________________ Responsible person:___________________________________Completion date: _____________________________________EMS Manager(s):_____________________________________ Date: ____________________Follow up action (For EMS Manager(s) use only)

Is the proposed action implemented? □ Yes

□ 　No (Please fill in a new Form EC 01)

Is the action taken effective? □ Yes

□ 　No (Please fill in a new Form EC 01)

Is the person who makes the suggestion / inquiry / complaint satisfied?

□ Yes

□ No (Please fill in a new Form EC 01)

EMS Manager(s):_____________________________ Date: ___________________________



Document No: HEP-09 Procedure: EMS Documentation and ControlRevision No.: Date Issued: Page of

1.0 Purpose

To state the EMS Documentation of the Hotel and the methods of controlling, distributing, reviewing, revising and updating EMS documents and procedures.

2.0 Scope

The EMS documentation of Hotel Generic Hongkong includes:

Environmental Policy Environmental Management Guide Hotel Environmental Procedures Operational Control Procedures Environmental Objectives & Targets and Environmental Management Programmes Register of significant environmental aspects Register of legal and other requirements Initial Environmental Review (IER) Report Environmental records


3.1 General Manager

The General Manager is responsible for authorising and signing the Environmental Policy, Environmental Management Guide, Hotel Environmental Procedures, Operational Control Procedures and Environmental Objectives & Targets and Environmental Management Programmes.

3.2 EMS Manager

The EMS Manager is responsible for establishing, identifying, maintaining, revising and updating EMS documentation, and distributing controlled EMS documents to relevant personnel whenever updated versions are available.


Department Heads are responsible for keeping relevant environmental records, reviewing and revising relevant EMS procedures and documents (e.g. Hotel Environmental Procedures, Operational Control Procedures, environmental aspects and significant environmental aspects of their departments), and reporting any proposed changes to the EMS Manager.

4.0 Procedure

4.1 Labelling of EMS Documentation

4.1.1 To indicate the current status of each document, and to prevent the staff from using obsolete or outdated documents, the following information shall be stated on each EMS document or procedure:

Title Document / Procedure name Document number Revision number and date issued Compiled person and his / her signature




Authorised person and his / her signature (for controlled EMS documents only) Page number Electronic path and filename

4.1.2 The EMS Manager is responsible for establishing, revising and updating the above information.

4.2 Distribution of Controlled EMS Documents

The EMS Manager shall distribute copies of controlled EMS documents, which are defined as any EMS documents or procedures that the current version shall be in use for the implementation of the EMS, to relevant personnel whenever updated versions are available (refer to Section 0.3 and Table 0.3 of the Environmental Management Guide). The EMS Manager is responsible for establishing and maintaining a Distribution List of Controlled EMS Documents which record the names of Department Heads or staff to whom copies of controlled EMS documents are distributed. The Department Heads shall also establish a Distribution or Circulation list of their respective department.

All copies of controlled EMS documents shall be clearly marked with the term “ISO 14001 Controlled Copy”.

The ISO 14001 controlled copies cannot be reproduced . The staff shall obtain the controlled documents directly from the EMS Manager or relevant Department Heads when needed.

The EMS Manager shall base on the Distribution List of Controlled EMS Documents to collect the outdated version of controlled EMS documents from relevant Department Heads and distribute the updated version to them whenever updated versions are available.

Department Heads are also required to distribute the updated version of controlled EMS documents and collect the outdated version of controlled documents from their staff (based on their distribution list) and return to EMS Manager.

The EMS Manager is required to post the revision number and issuing date of latest controlled EMS document on notice boards.

4.3 Revision of EMS Documentation

All EMS documents and procedures are constantly reviewed and revised by relevant personnel (e.g. the EMS Manager and Department Heads). Any staff can reflect the need to revise the EMS documents or procedures (e.g. Operational Control Procedures) to his / her Department Head. Department Heads are responsible for reporting any proposed changes in the content of EMS documents/procedures to the EMS Manager. The EMS Manager is the ultimate person to revise the EMS documents.

All revised controlled EMS documents shall be authorised and signed by the General Manager prior to implementation.

The EMS Manager is responsible for recording all revisions of EMS documentation. Revision of EMS documents or procedures can be traced from:

Environmental Management Guide

Summary of Revision of Environmental Management System Documentation (Table 0.4 of Environmental Management Guide)

EMS documents or proceduresRevision Record of each EMS document or procedure




A complete set of the updated EMS documentation is maintained and located at the Human Resources Department for staff reference.

4.4 Removal of Outdated / Obsolete Documents

Whenever updated versions are available, outdated / obsolete documents shall be collected and exchanged by updated documents immediately according to the Distribution List of Controlled EMS Documents. Outdated / obsolete documents shall not be kept and shall be returned to EMS Manager as soon as possible.

The EMS Manager shall keep a copy of each outdated / obsolete document for one year for reference.

Department Heads can also keep a copy of the outdated / obsolete documents for reference purpose. However, such documents shall be clearly marked with the term “ISO 14001 Obsolete Copy”. The stamp is available in Human Resources Department.

4.5 Numbering System of EMS Documentation

The numbering system of EMS documentation is as follows:

Environment Management Guide: EMG-xx Hotel Environmental Procedure: HEP-xx Environmental Objectives & Targets and Environmental Management Programme: EMP-yy-

xx Operational Control Procedure: OCP-yy

xx- Procedure number

yy- Meaningful abbreviations

EH: Engineering Department (HVAC Section)EE: Engineering Department (Electrical Section)EM: Engineering Department (Mechanical Section)EP: Engineering Department (Plumbing, Drainage and Fire Services Section)EB: Engineering Department (Building and Decoration)ET: Engineering Department (Technical Store Section)EO: Engineering Department (Engineering Office Section)EX: Executive OfficesPR: Public Relations DepartmentSM: Sales & Marketing DepartmentFK: F&B Department (Kitchens Section)FS: F&B Department (Service Section)FA: F&B Department (Administration Office Section)FO: Front Office DepartmentHK: Housekeeping DepartmentHR: Human Resources DepartmentLD: Laundry DepartmentPD: Purchasing DepartmentSD: Security DepartmentAO: Accounts Department (Office Section)AS: Accounts Department (Stores Section)






Revision Record of each EMS document or procedure Distribution List of Controlled EMS Documents Outdated / Obsolete documents Notices for revision of controlled EMS documents

5.2 Reference materials

None

End of procedure



Document No: HEP-10 Procedure: Operational ControlRevision No.: Date Issued: Page of

1.0 Purpose

To establish operational control procedures to control those operations and activities in the Hotel that are associated with the identified significant environmental aspects properly so as to fulfil the requirements of the ISO 14001 Standard.

2.0 Scope

Operation control is a set of work instructions / guidelines, established in accordance with the circumstances of the Hotel, to control the operations, activities, product and services provided in the Hotel that are associated with the identified significant environmental aspects properly. These work instructions provide clear work procedures for the staff to perform their tasks and duties properly and effectively.


3.1 General Manager

The General Manager is responsible for ensuring that the EMS is being followed and for confirming changes to the operational control procedures.

3.2 Executives and Department Heads

Senior executives are responsible for auditing the routine activities for the departments for which they are responsible. Department Heads in consultation with staff in their department/sections, the executive responsible for their department, the Deputy EMS Manager and the EMS Manager establish appropriate operational control procedures to control identified significant environmental aspects that are under improper control or not under control so as to fulfil the requirements of the ISO 14001 Standard. Department Heads shall ensure that their staff know, understand and follows relevant operational control procedures in performing their duties.

3.3 EMS Manager

The EMS Manager is responsible for coordinating the environmental operations and activities among departments.

4.0 Procedure

4.1 Establishment of Operational Control Procedures

Department Heads in consultation with staff in their department/sections, the executive responsible for their department, the Deputy EMS Manager and the EMS Manager shall establish appropriate operational control procedures for those operations or activities that are under improper control or not under control.

Where practicable, Department Heads shall establish operational control procedures for controlling environmental aspects that are evaluated as insignificant.

Department Heads shall review and revise existing operational control procedures constantly so as to fulfil the requirements of the ISO 14001 Standard. Any changes in the content of operational control procedures shall be agreed by staff in their department/sections, the executive responsible for their department, the Deputy EMS Manager and the EMS Manager.

All operational control procedures must be authorised and signed by the responsible executives and confirmed by the General Manager.



Document No: HEP-10 Procedure: Operational ControlRevision No.: Date Issued: Page of

Operational control procedures established for the Hotel generally cover the following aspects:

Handling and storage of chemicals; Control of laundry loading, water consumption and wastewater discharge; Control of air pollutant emission; Waste management, reduction and recycling; Purchasing considerations; Prevention of fire occurrence; Control of energy consumption; Resources utilisation and storage; Engineering maintenance practices; and Control of other polluting activities.

4.2 Monitoring the Implementation of Operational Control Procedures

Department Heads shall ensure that their staff knows, understands and follows relevant operational control procedures in performing their tasks. Senior executives are responsible for auditing and monitoring the routine activities of the departments / sections for which they are responsible. The EMS Manager shall hold bi-monthly meetings with senior executives and Department Heads to monitor the effectiveness of operational control procedures, and check (e.g. spot-checking) whether the procedures are implemented properly.

Department Heads shall revise the operational control procedures in accordance with the practical situation of the Hotel, in order to ensure that the operational control procedures can be implemented effectively thus fulfilling the requirements of the ISO 14001 Standard.

Department Heads shall ensure their staff can easily access the latest version of operational control procedures.

Department Heads, with the assistance of the EMS Manager and senior executives, shall communicate relevant operational control procedures and requirements to suppliers and contractors (e.g. responsible person of contract-out services) wherever practicable.


The EMS Manager shall keep the following records for at least two years.


Minutes of meetings to monitor the effectiveness of operational control procedures Correspondence (suppliers and contractors)


Register of Significant Environmental Aspects Operational Control Procedures

End of procedure



Document No: HEP-11 Procedure: Accidents and EmergenciesRevision No.: Date Issued: Page of

1.0 Purpose

To provide measures that shall be adopted for preventing accidents and emergency situations.

2.0 Scope

The Hotel shall establish appropriate measures for preventing and mitigating the environmental impacts that may be associated with accidents and emergency situations.


3.1 General Manager and Senior Executives

Senior executives are responsible for checking the emergency preparedness and response procedures (which are integrated into the operational control procedures) for the departments for which they are responsible. The General Manager is responsible for confirming changes to the emergency preparedness and response procedures.


The EMS Manager and Deputy EMS Manager are responsible for ensuring that the established emergency preparedness and response procedures are capable of preventing and mitigating the impacts on health, safety, or the environment that may be associated with accidents and emergency situations.


Department Heads are responsible for identifying potential for accidents and emergency situations relevant to their operations and activities that may create a threat to health, safety, or the environment. Department Heads, with the assistance of the EMS Manager, the Deputy EMS Manager and senior executives, are also responsible for establishing appropriate emergency preparedness and response measures, and organising regular training and demonstrations to relevant staff to ensure that they are familiar with such measures. Department Heads are responsible for keeping training and demonstration records.

4.0 Procedure

4.1 The potential accidents and emergency situations in the Hotel generally include:

Leakage and spillage of chemicals and dangerous goods, and their wastes; Accidental release and discharge of hazardous substances to air, water and land; Explosion of inflammable substances; Fire occurrence; Accidents as a result of equipment failure; and Accidents as a result of staff negligence, lack of awareness, and incompetence.

4.2 Department Heads, with the assistance of the EMS Manager and Deputy EMS Manager, shall provide appropriate and adequate emergency preparedness and response training or demonstration to relevant staff so that the staff can know how to prevent or respond to accidents and emergency situations, and understand the adverse environmental impacts that may be associated with them. Department Heads are also responsible for making their staff understand that it is the responsibility of them to report all occurrences of accidents to their Department Heads.



Document No: HEP-11 Procedure: Accidents and EmergenciesRevision No.: Date Issued: Page of

4.3 The staff shall inform any comments or suggestions to revise the emergency preparedness and response measures to their Department Heads where necessary. The Department Heads shall then inform necessary changes in the content of emergency preparedness and response measures to the EMS Manager. Department Heads shall also ensure that their staff knows and understands the latest emergency preparedness and response measures.

4.4 Department Heads shall assign right personnel (internal staff or external contractors) with appropriate skills to check, maintain and examine the tools and equipment (e.g. fire extinguishers, smoke detectors, etc.) needed for the emergency preparedness and response measures regularly.

4.5 The EMS Manager shall hold bi-monthly meetings with Department Heads and senior executives to review the emergency preparedness and response measures to ensure they are complete and effective. After the occurrence of accidents or emergency situations, relevant Department Heads, with the assistance of EMS Manager and Deputy EMS Manager, shall compile a Post Accident Report with suggested corrective and preventive action to avoid recurrence of the accidents. The EMS Manager, the Deputy EMS Manager and relevant Department Heads shall review and revise the emergency preparedness and response procedures where necessary.

4.6 The established emergency preparedness and response measures are integrated to the operational control procedures of relevant departments.

4.7 For uncontrollable accidents, Department Heads concerned shall refer to relevant authority for assistance where necessary.


Department Heads are responsible for keeping relevant training and demonstration records for at least two years. The EMS Manager shall keep the Post Accident Reports for at least two years.


Operational Control Procedures Emergency preparedness and response training or demonstration records Post Accident Reports Telephone list of relevant authority


Booklets of occupational health and safety issue

End of procedure



Document No: HEP-12 Procedure: Monitoring and MeasuringRevision No.: Date Issued: Page of

1.0 Purpose

To establish procedures for monitoring and measuring:

those operations and activities in the Hotel that are associated with the identified significant environmental aspects and can have significant impact on the environment so as to comply with legal and other requirements, and

the conformance of environmental objectives and targets.

2.0 Scope

To fulfill the ISO 14001 Standard requirements, the followings shall be monitored and measured in the Hotel:

The key characteristics of operations and activities that can have significant impact on the environment

The adequacy and effectiveness of operational control procedures for controlling the identified significant environmental aspects (refer to HEP-10: Operational Control)

The conformance of environmental objectives and targets.


3.1 EMS Manager

The EMS Manager is responsible for:

assisting relevant Department Heads in establishing monitoring and measurement protocols for monitoring and measuring the process parameters of operations and activities related to significant impact on the environment;

periodically evaluating progress in reaching environmental objectives and targets; keeping monitoring results and meeting minutes which record the environmental

performance of different departments, reviewing and suggesting ways to improve the overall environmental performance of the Hotel with senior executives and Department Heads in the annual EMS management review meeting;

evaluating compliance with relevant environmental legislation; ensuring that all corrective and preventive actions for handling nonconformances are

implemented smoothly and properly;

3.2 Senior Executives

Senior executives are responsible for:

monitoring and checking the routine activities for the departments for which they are responsible, to ensure the established procedures for controlling the significant environmental aspects are complete and effective; and

periodically assessing the completeness and accuracy of monitoring and measurement plans.


Department Heads are responsible for:




ensuring that the operational control procedures relevant to their departments are followed by their staff;

identifying all key process parameters of operations and activities that can have significant impact on the environment, and decide whether to establishing monitoring and measurement protocols for monitoring and measuring such process parameters, and ensuring that all monitoring and measurement plans are implemented properly;

ensuring that all monitoring and measuring equipment functions properly; establishing and managing monitoring and measuring data; and reporting all non-conformances to the EMS Manager.

4.0 Procedure

4.1 Establishment of Monitoring and Measurement Plan

Department Heads, in consultation with the executive responsible for their department, the Deputy EMS Manager and the EMS Manager, shall establish monitoring and measurement plans in the following areas:

Sewage discharge: the mass concentrations of Biochemical Oxygen Demand (BOD) and Oil & Grease of two samples of sewage collected from sewage discharge pit at G/F.;

Air pollutant emission: Boiler emissions (carbon dioxide, smoke density and flue gas temperature);

Solid waste disposal: number of bins of general solid waste disposed by F&B Department and other departments in the Hotel;

Waste recycling: weight of recycling items (waste paper, newspaper, cartoon boxes and aluminium cans) collected by recycling company;

The conformance of environmental objectives and targets; and The adequacy and effectiveness of operational control procedures for controlling the

significant environmental aspects (refer to HEP-10: Operational Control).

Each monitoring and measurement plan shall include the monitoring and measuring frequency, method, equipment used, responsibilities, and records or reports that shall be kept. The monitoring and measurement plans are integrated to the operational control procedures of relevant departments.

The EMS Manager shall hold bi-monthly meetings with Department Heads and senior executives to monitor whether the monitoring and measurement plans are complete and accurate, whether the monitoring and measuring data comply with relevant environmental legislation, whether the operational control procedures are adequate and effective. The EMS Manager is responsible for keeping meeting minutes. Senior executives shall also check (e.g. spot-checking) whether the monitoring and measurement plans and operational control procedures are implemented properly.

In case of non-conformance, relevant Department Heads shall investigate the cause of nonconformance and establish appropriate corrective and preventive actions. The corrective and preventive actions shall be followed up and checked by the EMS Manager (refer to HEP-13: Non-conformance and Corrective and Preventive Action).

The EMS Manager shall discuss with the relevant Department Heads regularly to monitor the progress made towards achieving environmental objectives and targets (refer to HEP-04:




Environmental Objectives and Targets). In case of non-conformance, appropriate corrective actions shall be taken immediately.

The EMS Manager is responsible for keeping all EMS Non-conformance Reports that shall be presented and discussed in the annual EMS management review meeting.

4.2 Change of Monitoring and Measurement Plan

The monitoring and measurement plans shall be reviewed and revised annually by relevant Department Heads according to changes in legislative requirements and the practical situation of the Hotel. Besides, appropriate adjustments shall also be made on monitoring and measurement plans as a result of continual improvement of environmental performance and changes in preventive and corrective actions.


The EMS Manager shall keep the following records for at least two years:


Monitoring records of operational control procedures Progress reports of environmental objectives and targets EMS Non-conformance Reports (Form NCR 01) Legal Compliance Evaluation Report Meeting minutes


Operational Control Procedures Environmental Objectives & Targets and Environmental Management Programmes Manuals of monitoring and measuring equipment (refer to relevant operational control

procedures) Relevant standards for sample collection and testing (refer to relevant operational control

procedures)

End of procedure



Document No: HEP-13 Procedure: Non-conformancesRevision No.: Date Issued: Page of

1.0 Purpose

To establish a procedure for identifying nonconformances in the Hotel’s environmental management system (EMS), and establishing, reviewing, revising and monitoring corrective and preventive actions for handling the identified non-conformance.

2.0 Scope

The Hotel shall establish and maintain procedures for defining responsibility and authority for handling and investigating non-conformance in the Hotel’s EMS, taking appropriate actions to mitigate any impacts caused and for implementing corrective and preventive actions.


3.1 EMS Manager

The EMS Manager is responsible for establishing and maintaining a nonconformance mechanism. The mechanism includes a means for identifying, investigating, and correcting actual or potential instances of nonconformance to the EMS. The EMS Manager is also responsible for approving and monitoring the corrective and preventive actions on the non-conformance items stated in the EMS Non-conformance Report.


Department Heads are responsible for identifying, handling and investigating non-conformances in the Hotel’s EMS, establishing and implementing appropriate corrective and preventive actions to mitigate the environmental impact, and minimise the recurrence of the problem and the potential for nonconformance.

3.3 All Staff

All staff is responsible for assisting their Department Heads in identifying non-conformances in the Hotel’s EMS.

4.0 Procedure

4.1 When a non-conformance is found in the Hotel’s EMS, the staff shall report to his / her Department Head immediately. The Department Head shall investigate the cause of nonconformance, and suggest corrective and preventive actions, in consultation with the EMS Manager, to mitigate the environmental impact, and minimise the recurrence of the problem and the potential for nonconformance. The corrective and preventive actions adopted shall be appropriate, effective, legible with defined responsibilities. The Department Head shall then complete the EMS Non-conformance Report (Form NCR 01) immediately, and submit the Report to the EMS Manager for approval prior to implementation.

4.2.1 If it is necessary to revise the established corrective and preventive actions, the EMS Manager shall revise such actions with relevant Department Heads (refer to HEP-14). Department Heads shall ensure that relevant staff knows and understands clearly any changes in the corrective and preventive actions.

4.2.2 Department Heads shall advise the EMS Manager on progress on corrective and preventive actions taken. The area where the non-conformity occurred shall be re-




checked independently by the EMS Manager to ensure that the corrective and preventive actions are implemented successfully. Should the corrective & preventive actions not being implemented or followed up after the target date, EMS Manager shall check with Department Heads concerned to find out the reasons why the actions are not implemented. If the relevant Department Heads takes no further actions, EMS Manager shall inform the concerned Department Heads in writing and copy to General Manager.

4.4 Before the annual EMS Management Review meeting, the EMS Manager shall ensure

that the corrective and preventive actions are finally incorporated into relevant EMS procedures / documents.

4.5 All EMS Non-conformance Reports shall be presented and discussed in the annual EMS management review meeting.

4.6 The EMS Manager shall hold bi-monthly meetings with the General Manager, senior executives and Department Heads to assess the adequacy of the nonconformance mechanism. The EMS Manager is responsible for keeping all meeting minutes.


The EMS Manager shall keep all EMS Non-conformance Reports and related records for at least two years.


EMS Non-conformance Reports (Form NCR 01)


All EMS documents and procedures

6.0 Attachment

6.1 EMS Non-conformance Report (Form NCR 01)

End of procedure




EMS Non-conformance Report(Form NCR 01)

Report no.: (For EMS Manager(s) use only)

Department:

Reason of non-conformance*: □ Monitoring and Measurement □ Communication

□ Accident □ EMS audit □ Others

Findings:__________________________________________________________________________________________________________________________________________________________

_________________________________________________________________________________

_________________________________________________________________________________

Time of occurrence:_________________________________________________________________

Department Head*: _______________________________________________ (Name / Signature) Auditor* : ______________________________________________________ (Name / Signature)

Auditor* : _______________________________________________________ (Name / Signature)

Date:____________________________________________________________________________

* Please fill in appropriate box(es)

To be completed by Department Heads

Suggested Corrective and Preventive Actions:_________________________________________ ________________________________________________________________________________ ________________________________________________________________________________

_________________________________________________________________________________

Responsible Person :________________________________________________________________

Estimated Completion Date: __________________________________________________________

Department Head:_______________________________ Date: ____________________________

Approved by EMS Manager(s):_____________________ Date: ____________________________

Review of Follow Up Action:_____________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________EMS Manager(s):_____________________________ Date: ___________________________



Document No: HEP-14 Procedure: RecordsRevision No.: Date Issued: Page of

1.0 Purpose

To manage the environmental records of the Hotel, including maintenance, storage, retrieval, retention and disposition of the records.

2.0 Scope

Environmental records in the Hotel generally includes:

Annual environmental training plan, staff training records, and training manual; Correspondences and meeting minutes Distribution List of Controlled EMS Documents; Emergency preparedness and response training or demonstration records; EMS Audit Plans, EMS Audit Report and pre-audit checklists; EMS Management Review Checklist and EMS Management Review Report; EMS Non-conformance Reports; EMS team structure and organisational structure of Hotel Generic Hongkong; Environmental Communication Forms; Environmental Objectives and Targets List; Environmental Policy Distribution List; Equipment inspection and maintenance records; Information of suppliers and contractors; Legal Compliance Evaluation Report; Licences and permits; Measuring and monitoring data; Monitoring records of achieved environmental objectives and targets; Monitoring records of environmental management programmes; Monitoring records of operational control procedures; Post Accident Reports; Progress reports of environmental objectives and targets; Reference manuals; Register of Legal and other requirements; Register of significant environmental aspects; Revision Record of each EMS document or procedure; Specifications / instruction sheets of products (e.g. Chemical Handling Manual); etc.

Details of environmental records and related responsibilities are explained and defined in the Hotel’s EMS documents / procedures.


3.1 EMS Manager and Department Heads

The EMS Manager and Department Heads are responsible for identifying and managing environmental records that are necessary for the implementation of the EMS, in conjunction with the document control system described in HEP-09. The EMS Manager is responsible for ensure that all environmental records are managed properly.

4.0 Procedure

4.1 Maintenance of Environmental Records



Document No: HEP-14 Procedure: RecordsRevision No.: Date Issued: Page of

All environmental records shall be completed by responsible personnel, and verified or approved by Department Heads or authorised personnel. The environmental records shall be established and maintained according to the environmental management system documents/procedures. Records arise from environmental management system documents/procedures of each section/department are located at the corresponding section/department. The EMS Manager shall hold bi-monthly meetings with Department Heads to see whether relevant records are kept.

The EMS Manager shall ensure that environmental records, which belong to controlled EMS documents (e.g. Register of Significant Environmental Aspects and Register of Legal and Other Requirements), are periodically reviewed by responsible personnel according to the environmental management system procedures. The EMS Manager shall also ensure that revisions are authorised by the General Manager, and distributed to relevant personnel whenever updated versions are available.

4.2 Storage and Retrieval of Environmental Records

Relevant personnel shall store all environmental records in a systematic way, with record title and other useful information clearly shown so that they can be retrieved easily.

4.3 Retention and Disposition of Environmental Records

The EMS Manager is responsible for ensuring that the retention times and the responsibilities of maintaining environmental records are defined on EMS procedures. Responsible personnel shall normally keep environmental records for at least two years.

4.4 Management of Obsolete Environmental Records

The EMS Manager and Department Heads shall normally dispose obsolete records. Records that are kept for reference purpose shall be isolated from useful records and clearly labelled.



Distribution List of Controlled EMS Documents


All environmental management system documents or procedures

End of procedure



Document No: HEP-15 Procedure: EMS AuditRevision No.: Date Issued: Page of

1.0 Purpose

To provide guidelines for maintaining the effectiveness of the EMS in the Hotel and to ensure continual improvement. It also ensures compliance of the system to the ISO 14001 Standard by regular EMS audits.

2.0 Scope

2.1 EMS Audit Plan

The EMS audits are performed in line with the EMS Audit Plan by an internal EMS audit team consisting of trained staff. Department staff shall audit the activities of other departments in a rotating cycle to ensure objectivity. Each department shall be audited where relevant to the EMS Audit Plan.

The EMS audits are planned on a yearly cycle detailing when and where to audit and who is responsible for the audit. The EMS audit is scheduled on the basis of the status and importance of the activity as detailed in the EMS Audit Schedule in Appendix I.

2.2 Audit Teams

The audits shall be conducted by audit teams with one person acting as Lead Auditor and in accordance with an EMS Audit Plan to be developed by the EMS Manager on an annual basis. On this basis different personnel from year to year shall conduct the audit of a department, with the EMS Manager as Lead Auditor.


3.1 EMS Manager

The EMS Manager is responsible for developing the annual EMS Audit Plan, and monitoring corrective and preventive actions on the non-conformance items stated in the EMS Non-conformance Reports. The EMS Manager is also responsible for coordinating in training up of internal auditors, and forming EMS audit teams by appointing a Department Head or his / her delegate on auditing other departments according to the EMS Audit Plan.

3.2 General Manager

The General Manager is responsible for approval of the EMS Audit Plan.


Department Heads are responsible for performing corrective and preventive actions of the non-conformance stated in the EMS Non-conformance Report related to their departments.

3.4 Lead Auditor

The Lead Auditor is responsible for all pre-audit planning, for briefing the audit team and for co-ordinating the audit activities. The Lead Auditor is also responsible for preparation of pre-audit checklists and for the EMS Audit Report. Auditors are suitably trained and qualified.




4.0 Procedure

4.1 EMS Audit Plan

Audits are conducted according to the EMS Audit Plan which details the schedule for the audits, the members of the audit team and the scope of the audits. This plan is reviewed annually and based on the scope and schedule for the EMS audits detailed in Appendix I of this procedure. These criteria suggest that a half yearly audit is carried out for some EMS elements, either in the first or second half of the year. Those areas which require auditing quarterly shall be carried out in addition. This schedule shall ensure that all areas are audited during a twelve-month period and that the audit process does not become too demanding on staff resources.

4.2 Audit Methodology

4.2.1 To facilitate each quarterly audit, an EMS Audit Checklist is prepared, and serves to ensure that all key activities are examined. The EMS Manager distributes this checklist to the audit team members.

4.2.2 During the audit, activities are audited against the EMS. Special attention is paid to the activities which were previously found to be deficient. Staff shall be questioned as part of the audit to ensure that written instructions are being carried out and appropriate training given.

4.2.3 When a non-conformance is found in the EMS, the auditor shall complete the EMS Non-conformance Report (Form NCR 01) and inform the relevant Department Head immediately. The relevant Department Head shall establish necessary corrective and preventive actions and state such actions on the EMS Non-conformance Report. He / She shall advise the EMS Manager on progress on corrective and preventive actions taken.

4.2.4 The area where the non-conformance occurred is re-checked independently by the EMS Manager to ensure that the corrective and preventive actions are implemented successfully. This implementation is then reported to the audit team who include it as an addendum to the EMS Non-conformance Report. The EMS Non-conformance Reports are consolidated to an EMS Audit Report by the EMS Manager and a copy is circulated to the General Manager, the Executives, the Deputy EMS Manager and Department Heads.



The EMS Manager shall keep the EMS Audit Report, EMS Audit Plan, EMS Non-conformance Reports and pre-audit checklists for three years. The EMS Audit Report, which summarises the audit findings, shall be used by the management team during the environmental review process.


Past EMS Audit Plans and EMS Audit Reports Past EMS Non-conformance Reports All EMS documents and procedures

End of procedure




Appendix I – EMS Audit Schedule

Audit Topic Schedule

Environmental Policy : A frequency of once a year at the Management Review. The audit shall cover the adequacy of the policy and performance against the policy.

Environmental Aspects : A frequency of once a year. This audit shall check that the Environmental Aspects procedure is working effectively to keep the list up to date.

Legal and Other Requirements : A frequency of once a year. This audit shall check that the Legal and Other Requirements procedure is working effectively to keep the list up to date.

Environmental Objectives & Targets and Environmental Management Programme

: A frequency of once every six months. Audit of progress and performance.

Organizational Structure and Responsibility

: A frequency of once a year. This audit shall ensure that the structure is up to date and that people are taking responsibilities as stated.

Training, Awareness and Competence

: A frequency of once a year. Records shall be checked to ensure that training has been carried out effectively. Staff shall be spoken to directly as part of the audit.

Communication : A frequency of once every six months. Effectiveness is checked by talking directly with staff.

EMS Documentation and Document Control

: A frequency of once a year.

Operational Control : Each area once every six months. All procedures shall be checked.

Emergency Preparedness and Response

: Each plan every six months.

Monitoring and measurement : Each area once every six months. All procedures shall be checked. Non-compliances are constantly identified.

Non-conformance and Corrective and Preventive Action

: Quarterly.

Records : A frequency of once every six months.




Summary of EMS Audit Schedule

EMS Element * 1st Quarter 2nd Quarter 3rd Quarter 4th QuarterEnvironmental Policy Management

ReviewEnvironmental Aspects Legal and Other Requirements Environmental Objectives & Targets and Environmental Management Programme

Organizational Structure and Responsibility

Training, Awareness and Competence Communication EMS Documentation and Document Control

Operational Control Emergency Preparedness and Response

Monitoring and measurement Compliance Monitoring Non-conformance and Corrective and Preventive Action

Records

* During the initial 6 months of implementation, each department will be audited based on the above EMS elements every 2-3 months.



Document No: HEP-16 Procedure: Management ReviewRevision No.: Date Issued: Page of

1.0 Purpose

To provide means for:

reviewing environmental commitment of the Hotel to continual improvement; evaluating the overall environmental performance of the Hotel; and revising and updating the Hotel’s environmental management system (EMS).

2.0 Scope

The EMS shall be periodically reviewed by senior management to ensure its continuing suitability, adequacy and effectiveness.


3.1 General Manager

The General Manager is responsible for reviewing the EMS and identifying opportunities for continual improvement with the Executives, Department Heads, the Deputy EMS Manager and the EMS Manager during the EMS management review meeting.


Department Heads are responsible for communicating relevant review results, suggestions and follow up actions to their staff after the EMS management review meeting, and implementing relevant follow up actions.

3.3 EMS Manager

The EMS Manager is responsible for writing an EMS Management Review Report, and monitoring the follow up actions.

4.0 Procedure

4.1 The EMS management review shall be conducted at least once a year. The General Manager, the Executives, Department Heads, the Deputy EMS Manager and the EMS Manager shall attend the EMS management review meeting.

4.2.1 Before each EMS management review meeting, the EMS Manager is responsible for preparing an agenda to state the review topics. The EMS Manager shall also prepare an EMS Management Review Checklist to list all information necessary for the meeting.

4.2.2 The agenda and the checklist shall be circulated to the General Manager, the Executives and Department Heads before the meeting EMS management review meeting. The EMS Manager, with the assistance of Department Heads, shall ensure that the information on the checklist is compiled to allow for a proper management review. Such information may include:

The EMS Audit Report; EMS Non-conformance Reports which document the causes of nonconformances and the

corrective and preventive actions taken; Progress reports of environmental objectives and targets; Monitoring records of achieved environmental objectives and targets;




Monitoring records of environmental management programmes; Monitoring and measurement data (e.g. Energy consumption record which indicate the

monthly consumption of electricity, water, gas and fuel by the Hotel); Legal Compliance Evaluation Report; Suggestions, inquires or complaints documented in Environmental Communication

Forms; Post Accident Reports; Audit finding report from external certification body;

and other information related to:

Changes in business environment that may influence policy, objectives and targets; New or changed legislation and other requirements; New or changed expectations and requirements of customers and interested parties; Changes in applicable technology; The Hotel’s financial and competitive position; and Changes in the activities, products or services provided by the Hotel.

4.4 The followings shall be included in the EMS management review meeting:

Review of the Hotel’s overall environmental performance and degree of improvement; Evaluation of the effectiveness of the EMS, allocation and utilization of resources, and roles,

responsibilities and authorities of staff; The progress, achievement and effectiveness of environmental objectives and targets; Whether to establish new environmental objectives and targets; Review of the findings of the EMS audits and propose appropriate actions for improvement; Review and revise environmental aspects and significant environmental aspects; Evaluation of the suitability of the environmental policy and the need for changes in the light

of:

changing legislation; changing expectations and requirements of and interested parties; changes in the activities, products or services provided by the Hotel; technological changes; lessons learned or experience gained from environmental incidents such as

complaints and accidents; preferences in the Hotel industry; and suggestions and views of staff and external interested parties.

Identification of opportunities for continual improvement by:

identifying areas of opportunity for improvement of the EMS which lead to improved environmental performance (e.g. increase in effectiveness, cost reduction, better resources utilisation, etc.);

determining the root causes of non-conformances or deficiencies, and developing and implementing plans of corrective and preventive actions and providing appropriate training to address root causes;

strengthening the communication between Department Heads and their staff, and documenting specifically any changes in operation procedures during the implementation of the corrective & preventive actions, and verifying the effectiveness of the corrective & preventive actions;

selecting proper methodology, procedures and staff to establish and implement environmental management programmes for achievement of environmental objectives and targets;




4.5 The EMS Manager is required to write an EMS Management Review Report to document the review results, suggestions and proposed actions for continual improvement, and all other information.



The EMS Manager shall keep the following review records for at least three years:

EMS Management Review Report Minutes of the EMS management review meeting EMS Management Review Checklist Agenda for EMS management review meeting

5.2 Reference materials

Environmental Policy EMS Audit Report EMS Non-conformance Reports (Form NCR 01) Legal Compliance Evaluation Report All EMS documents and procedures

End of procedure
