implementing environmental management systems · implementing environmental management systems ......
TRANSCRIPT
7
1
D E T R ENVIRONMENT TRANSPORT REGIONS
FOURTH DRAFT
Implementing Environmental Management Systems
- Guidance for Government Departments
Energy and Environmental Best Practice Division Department of the Environment Transport and the Regions
EEBP981 November 1998
Implementing Environmental Management Systems - Guidance for Government Departments
FOREWORD
This guide is designed to help you implement as simply as possible environmental management system (EMSs) which are cost effective easy to maintain and build onto your existing management systems It also gives details of work which has already been done within Government which you may be able to adopt or adapt and so make your task easier
The EMS outlined in this guide is based on IS0 14001 - the international standard that provides a framework within which organisations can establish and identify their environmental obligations set their objectives and targets and create a comprehensive system to achieve them
Several Government departments are now operating EMSs and examples of some of the registers manuals and procedures they have produced will go on the Department of the Environment Transport and the Regionrsquos web site for greening government (h ttpww w environment detrgov uWgreen inggghome htm)
Introduction
Benefits
IS0 14001 which superseded the British Standard BS 7750 is strongly supported by DETR for use in Govemment and by business This is because it can help organisations to
reduce their impact on the environment
ensure compliance with environmental legislation and regulations
0 reduce costs by making the bottom line your top priority
0 improve the effectiveness of existing management systems
reduce use of energy and resources while minimising waste
reduce unforeseen environmental risks eg escaping fuel into a water course
continually improve environmental and overall performance
raise peoples awareness and involvement and develop new skills
Main elements
Each EMS has five main elements
An environmental policy - committing the organisation to legislative and regulatory compliance continual improvement the prevention of pollution and to appropriate objectives and targets
Planning - covering a review of environmental impacts legal and other requirements setting objectives and targets and a management programme for achieving them
Implementation and operation - covering the management structure training communications documentation operational control and emergency preparedness
Checking and corrective actions - involving monitoring corrective action records and audits
Management review - for ensuring that the system continues to be suitable adequate and effective through changes made in the light of experience
Integration
You can spend a lot of effort on bureaucracy which could be better spent on making improvements Prevent this by building the new procedures into your existing management structure encouraging ownership of the procedures by the people who are going to carry them out and treating the system as a tool to improve your management rather than just to achieve IS0 14001
Other standards in IS0 14000 series are listed at Annex A
Implementing Environmental Management Systems - Guidance for Government Departments
CONTENTS
Steps to implementing an EMS
1
2
3
4
5
6
7
8
9
10
11
12
13
14
IS0 14001
Management representative
Preliminary environmental review
R e g u l a t o j requirements
Environmental aspects
Determining the significant impacts
Environmental policy statement
Objectives and targets
Environmental management programme
Responsibilities and resources
Training and staff awareness
Communications
Management manual and related documents
Document control
Page 1
Page 3
Page 3
Page 4
Page 6
Page 7
Page 8
Page 9
Page 10
Page 1 1
Page 12
Page 13
Page 15
Page 16
Page 17
15
16
17
18
19
20
21
22
23
Operational control
Emergencies and contingencies
Monitoring and measuring
Correcting and non-compliance
Records
Environmental audit
Management Review
Certification
Environmental statement
Annexes
Standards closely associated with IS0 14001
Example of Legislation Sheet
Methodology for determining significant aspects
Objectives
The essence of successful environmental management
Organisat ions
Glossary
Further information
Page 17
Page 18
Page 18
Page 19
Page 19
Page 20
Page 22
Page 24
Page 26
Annex A
Annex B
Annex C
Annex D
Annex E
Annex F
Annex G
Annex H
Steps to implementing an EMS
Basically the main steps are to
1
2
3
4
5
6
7
8
9
10
11
12
13
14
obtain a copy of the I S 0 14001 Standard
appoint a team with a manager who has authority to take action If possible someone who is directly responsible to the main Board for implementing the EMS Such a person is normally known as the ldquoManagement Representative rdquo
identify your organisations activities This is usually done by undertaking an initial environmental review
record and update legal and regulatory requirements relevant to your activities
identify your organisationrsquos environmental aspects Find out which environmental issues need to be considered
determine and prioritise the most significant environmental impacts Find out the major ways in which your organisation impacts on the environment
draft and agree an environmental policy with stakeholders - from environmental impacts identified and relevant legislation etc
develop and set objectives and targets from the environmental policy
develop an environmental managementprogramme to achieve objectives and targets
define the responsibilities and resources of key people and contractors designated to drive the EMS forward
develop awareness and training courses to ensure that people know why the EMS is important and are clear about their roles
improve communications
develop an environmental management manual and related documents
establish document control
1
15 establish operational control
16 prepare for emergencies and contingencies
17 monitor operational activities and effectiveness of system
18 establish procedures for correcting non-control and non- compliance with policy and regulations
19 maintain records
20 environmental audit procedures to identify strengths and weaknesses
21 review the EMS to determine its suitability adequacy and effectiveness
Optional
22 produce an environmental statement
23 obtain certification
2
Implementing Environmental Management Systems - Step by Step
This section shows you step by step how to set up an environmental management system which conforms to IS0 14001
1 IS0 14001
IS0 14001 explains what an organisation must do to control its environmental aspects (see glossary) and improve its environmental performance Obtain a copy of IS0 14001 from the British Standards Institution Customer Services Sales Department 389 Chiswick High Road London W4 4AL Tel 0181 996 9000 Fax 0181 996 7400 Price euro25 for BSI members and euro50 for non members - so check whether your organisation is a member
2 Management Representative Section 441 of the Standard
IS0 14001 requires top management to appoint a specific Management Representative responsible for
0 ensuring the EMS is established and maintained in accordance with the standard and
reporting on the performance of the EMS to top management for review and improvement
Note Top management may consist of aperson orgroup ofpersons with executive responsibilily for the organisation eg a Government departments management board
Determining the scope of the EMS
The Management Representative should start by determining the scope of the EMS It might cover a unit site building region the whole of the organisation or a collection of processes or functions
Most organisations begin by piloting an EMS in a unit or building and then use the expertise gained and documented to extend it to other parts of the organisation For example HM Customs amp Excise have selected their Central London region as a trial site for certification under IS0 14001 If the trial is successful they will use the experience gained to gradually extend the system to other parts of their estate thus keeping costs down and making best use of their resources
Consider building the EMS onto existing systems or integrating it with health and safety BS 8800 - the British Standards Institutes Guide to Occupational Health amp Safety Management Systems - provides a management system based on IS0 14001
It is probably best to start in a discrete area which is already well managed where there is already an interest in environmental issues and preferably where the Management Representative is close at hand Altematively choose a new building Design the system so that it is workable and capable of being replicated elsewhere on the estate to keep costs down
3
3 Environmental review Section 31 of the Standard
This is not a requirement of IS0 14001 Though the standard does state that ldquoan organisation with no existing EMS should initially establish its current position with regard to the environment by means of a preliminary environmental reviewrdquo The environmental review provides a useful snapshot of the impact which your organisation has on the environment
Scope of review
List what might be covered by the review For example
legal compliance
emergencylcontingency plans
management structure
activities of other organisational systems that can enable or impede performance
people awareness and training
procurement including relations with contractors
opportunities for cost savings
waste disposal
emissions and discharges to air water and land
water use (including check meters)
sewage drainage and if relevant trade effluent
storage
transport and deliveries
energy use and if relevant its generation
best available technologies and management practices
paper use
Use your Departmentrsquos own environmental policy statement to identify other areas Another useful source of ideas is DETRrsquos web site for greening government
Involving people
Involve key managers and people within the organisation Let them know what you are planning and encourage them to think about the part that they can play Use
journals newsletters and circulars
4
meetings briefings presentations and seminars
papers to management boards
green teams
guidance for staff and suppliers
notice boards and posters
staff suggestion schemes
e-mails intranets and the Internet
Review team
Set up a review team It should in large organisations draw its members from key areas eg operational areas such as facilities management finance personnel and contractors - if appropriate
The teamrsquos task is to evaluate existing activities procedures and systems to see how effective they are at managing existing environmental impacts eg managing and minimising waste streams This might for example involve team members interviewing a whole range of people using questionnaires to elicit information and visiting selected sites to validate the responses and to gather further information
Ensure that the review team
lets everyone know about the review
provides people (including contractors) with information
asks people to provide ideas (the people doing the job will often have ideas for improvement)
keeps senior managers informed and obtains their authority to get other people involved
sets a specific completion and reporting date
identifies those activities where savings can be made
emphasises the need for continuing improvement and a change in culture and habits
Gathering information
Gather information for each unit in turn noting any issues that concerns the whole organisation For example energy water and paper use and estate management will need to be examined for the organisation as a whole
5
4 Regulatory Requirements Section 431 of the Standard
Laws and regulations are becoming more stringent and compliance costs are increasing Non compliance - especially where it results in accidents such as spills or emissions - can cause significant losses in terms of money and management time and if a govemment department is the culprit potential embarrassment for Ministers and senior managers
Meeting legal requirements
The standard requires that a documented procedure is established to ensure that all legislation policies and other requirements to which your organisation subscribes are identified and maintained The procedure must identify the source of the information which should be accurate and from a reliable source eg the DETR web site
IS0 14001 does not require an organisation to produce a register of regulatory requirements But many bodies prefer to keep a register because it is convenient and provides proof to certification bodies that they are complying with this requirement of the standard DETRrsquos web site for greening govemment contains a copy of a register of regulatory requirements which if used will need to be tailored to suit the EMSrsquoS scope and circumstance
Maintaining a register helps you to ensure continual compliance with existing legislation take account of future relevant legislation and rapidly correct any non compliance Include in your register if applicable
0 operational permits
discharge consents
local authority consents
0 planning consents
0 other regulatory consents or authorisations
In addition to the legislative requirements the organisation must also record that it is aware of lsquoother requirementsrsquo to which it subscribes For example
0 the Departmentrsquos Policy Statement and improvement programme
0 UK EU and OECD commitments
0 decisions of Green Ministers
0 codes of practice or best practice advice
non regulatory guidelines eg ldquoGreen Guide for Buyersrdquo
Establish a procedure to ensure that the register is kept up to date either through a series of reviews or by notification of changes such as the service provided by Croners Environmental Management amendment services
6
You may also find it helpful to monitor compliance with the legislation identified by listing
Who is responsible for compliance
What procedures must be followed to ensure compliance
Results of checks against the procedures
Note an example of a legislation sheet is given at Annex B
5 Environmental aspects Section 431 of ihe Standard
There are two types of environmental aspects
direct which arise from every day activities such as consuming energy and water using transport purchasing goods and services and managing waste which deplete resources and cause emissions to air and water - all of which have a direct impact on the environment Others include new buildings which may affect natural habitats and open space visual appearance of Government buildings which may improve or reduce the quality of the built environment and activities which create noise
indirect which arise from the services provided by your organisation such as the development of policies and programmes These may be fairly immediate eg a rise in landfill tax Or they can be more indirect like the impact of a publicity campaign on environmental awareness
Some environmental aspects are negative - they cause damage to the environment Others may be positive - they benefit the environment Some are ldquoactualrdquo Le they are already happening Others are potential ie they could occur if the organisation took some action
Holisiic approach
Implementing an EMS which covers both direct and indirect impacts is more likely to change the culture of an organisation and promote all round improvements in its environmental performance This is the approach which is being adopted by the Govemment of Sweden where there are plans to implement EMSs in all of that countryrsquos 300 or so agencies based on IS0 14001 and the European Unionrsquos Eco-Management and Audit Scheme (EMAS)
The model framework for greening government covers direct environmental impacts DETRs Sustainable Development Unit has produced guidelines for environmentally appraising policies and programmes These cover indirect impacts
There are also a number of guides on DETRrsquos web site for greening Government which provide advice for reducing direct impacts For example
Conserving Water - Advice for Government Departments
Green Guide for Buyers
Green Guide to Construction and Refurbishment
7
Guide to Environmentally Preferable IT Equipment
Guide to Green Transport Plans
Waste Guide - Advice for Government Departments
Prepare a list of environmental impacts for each unit and discuss it with operational managers key people and other interested parties such as contractors and suppliers
6 Determining the organisationrsquos significant impacts Section 431 of the Standard
Concentrate on those impacts which can secure the biggest improvements in your organisationrsquos environmental performance A general rule of thumb is that 20 of your activities will account for 80 of the environmental impacts The process involves assessing the significance of each activity and then prioritising actions on those which have the biggest environmental impact
There are two major components of ldquosignificancerdquo The Local Government Management Board which developed LA-EMAS defined them as
Importance - the frequency with which the environment is affected by the activity balanced against the severity of the impact when it occurs The higher the frequency and severity the bigger the score and the higher the priority
Influence the balance between the influence which an organisation potentially could exert to control an impact against the degree to which this influence is being exerted The more influence an organisation has over a particular significant impact the easier it is to reduce it
Assessments of significance will depend on several factors eg potential regulatory exposure difficulties in changing the impact financial implications (costs and savings) concern of stakeholders and the effect on the public image of the organisation from complaints and a bad press
Determine the significance of each of the environmental impacts under
Normal Operating Conditions Le under routine operating procedures
Abnormal Operating Conditions ie where there are planned deviations from normal procedures eg starting boilers up following a prolonged shutdown
Incidents or Accidents Le unplanned events having effects beyond those normally encountered eg a burst water mains
Note Take account of the influence ofpast site activities which for example resulted in contamination of water and land and which could arise in thefiiture
Use a proven methodology such as the one at Annex C to evaluate the significance of each activity or process Other examples are given on the Department of the Environment Transport and the Region rsquo s web site h ftpw w w environment detrgo v uwgreeninglgghome h tm
8
7 Environmental Policy Statement Section A2 of the Standard
The Environmental Policy Statement is the comerstone of an EMS It should
state the aims and principles of action for tackling the significant impacts of your organisations activities on the environment and
e enable management to communicate its environmental priorities to employees contractors and other interested parties
Model framework
DETR with help from other Government departments has already produced a model policy statement for greening operations which Green Ministers are encouraging their Departments to adopt or adapt to meet their specific circumstances Use it to form the basis of your organisations environmental policy - a copy is on DETRs web site for greening government
Once compiled check that your policy statement
e clearly describes the area(s) and functions of the organisation to which it applies
is appropriate to the nature scale and significant environmental impacts of your organisations activities products and services
e includes a commitment to continual improvement
e includes a commitment to prevent pollution and to comply with relevant environmental legislation and regulations and other obligations on the organisation
Note Legal requirements include multi-lateral environmental agreements such as the Montreal Protocol on phasing out ozone depleting substances Other obligations may include Agenda 21 codes ofpractice and best practice guides
e provides a framework for setting and reviewing environmental objectives and targets
e contains views of stakeholders such as Green Ministers suppliers and contractors
covers risk reduction eg protection of water courses from spills
is compatible with health and safety policies
promotes sustainability by working with others to develop viable solutions to economic social and environmental problems
contains a commitment to train employees and promotes improvement to their environmental performance
is sufficiently clear to be understood by internal and external interested parties
9
8 is dated and signed by senior management communicated to all employees and made available to the public
Note It is not essential to make thepolicy statement available to the public but a decision must be recorded in the documentation to show that this was considered
8 Objectives and targets Section 433 of the Standard
Draw up objectives and measurable targets in consultation with key managers and their people and where relevant suppliers and contractors All should be involved in setting objectives and targets for their particular field or activity This is a good way of ensuring that they are
8 owned by stakeholders
0 appropriate to the areas of operation and
8 achievable
Check that the objectives and targets
0 address the most significant environmental impacts
0 comply with entries in the Register of Regulatory Requirements
meet the aims of your organisations environmental policies 8
8 provide for continuing improvement in overall environmental performance
8 are SMART Le specific measurable (wherever practicable) achievable realistic and time-limited
0 take preventative measures into account where appropriate
8 are practicable (taking account of economic constraints) and act as an incentive for action not as a source of demoralisation
Note IS0 14001 asks organisations when considering their technological options to consider the use of best available technology where economically viable cost effective and judged appropriate
8 refer to other relevant policies standards and codes of reference and
8 reflect the concerns of other stakeholders such as Green Ministers
NOTE The model framework (see section 7) contains a series of aims and objectives designed primarily for office based Government departments More detailed targets are given in the model improvement programme which is also on DETRs web site for greening Government andprovides the means of implementing the statement
Regularly review your objectives and targets and ensure that your policy statement is updated to reflect any changes in activities and priorities More information on objectives is given in Annex D
10
Draft I S 0 14031 Guidelines for Environmental Performance Evaluation (EPE) provides advice on how to identify suitable environmental indicators to enable performance to be measured or monitored against criteria set by management
9 Environmental Management Programme Section 434 of the Standard
The management programme is designed to implement the environmental management system It consists of a number of procedures such as
How the environmental policy will be implemented
How the objectives and targets will be achieved
Environmental review of new activities
How communication will be covered
For each of the above elements an action plan should be established and documented describing
who is responsible for managing the actions
who is responsible for undertaking the work including contractors
what action needs to be taken ie the procedure
what is the timescale and means
how will compliance with this programme be achieved
who will monitor compliance
DETRs model improvement programme for greening government operations provides a good starting point for developing an environmental management programme
11
EXAMPLE OF MANAGEMENT PROGRAMME SHEET
Management Representative
Miss Jones and Mr Bro wn
Mr Smith
Mrs Green
Objective To extend the amount of recycled paper bought in the Division in accordance with Departmental targcts
responsible for the management of the programme to achieve this target by holding meetings with Mrs Green on a 6 monthly basis
responsible for ordering the paper for the Division
responsible for setting up a call off contract for the purchase of recycled paper which will include the specification for management information regarding the type and quantity of paper purchased
responsible for training the stationery ordering staff 1998
October 1998 April 1999
as required
This contract will be set up by end April 1998
in the first week of May
Target To ensure all staff are aware of and act upon the Departmentrsquos policy to purchase only recycled paper containing at least 80 genuine post consumer waste (including agri-pulp) except where the Directorate of Communication authorises the use of special paper
responsible for obtaining the management information issued to Mr Smith and assessing compliance with the procedures
Name 1 Responsibility I Date
July 1998 October 1998 January 1999 April 1999
Mrs Green for issuing written instructions to stationery ordering staff
May 1998 (re-issue November 1998)
Mrs Green
10 Responsibilities and resources Section 441 of the Standard
IS0 14001 requires top management to provide staff time funds and other resources essential to the implementation and control of the EMS This means
a clearly defining and documenting the roles and responsibilities for all people whose work comes under the management programme
e appointing a senior manager to oversee the development of the EMS and to ensure that performance is evaluated against the requirements of the environmental policy and
providing the Management Representative (see step 2) with the necessary authority and support
12
Most parts of an organisation will already have management systems in place including management responsibilities and individual duties These should be adapted in consultation with line management For example to include
a environmental responsibilities in job descriptions where appropriate
a information on environmental responsibilities in management manual records
a clear instructions for people including contractors with specific responsibilities
11 Training and raising awareness Section 442 of the Standard
Training is crucial to the success of an EMS Attempting to introduce an EMS without firsf trying to make people aware of their responsibilities and equipping them with necessary skills leads to frustration and impotent action Training can also bring other benefits by
a stemming breaches in regulatory consents and authorisations (most of which result from human error rather than equipment failure)
a stimulating people into developing new ideas and
a improving the effectiveness of the EMS eg in terms of conserving resources reducing waste and saving money
Determining training levels
Determine the target audience and level of training required by asking such questions as
a Do people fully understand the content and implications of your organisationrsquos environmental policy
a Do managers fully understand how the EMS provides controls over your organisationrsquos significant environmental impacts
a Do operators understand the environmental impacts of their activities on the environment and have access to up to date information
a Is there a general awareness of the
relationship between energy use and the environment
need to minimise waste by maximising reduction reuse and recycling
Expanding competency
Training should expand the environmental competency and knowledge of people including contractors Ensure that it covers the
a importance of conformance with policy procedures and the EMS
13
~~ ~ ~ ~~ significant environmental impacts (actual and potential)
roles and responsibilities of people in achieving conformance
0 potential consequences of failure to follow operating procedures and
merits of improving environmental performance
Training options
Job specific training should cover people and contractors whose work is covered by environmental regulations or is concemed with achieving the environmental objectives and targets eg in procurement and estate and facilities management This might include
1 Formal courses for
0 developing environmental awareness for all
building an understanding of the EMS for managers and key people which explains what the organisation is seeking to achieve and why
explaining work instructions and developing technical skills for specialists operators and those who are responsible for significant environmental impacts
2 Informal on the job training for
helping an employee to do the job correctly safely and effectively
3 Informal training
distance leaming packages
news sheets
in-house newsletters etc
Other methods
Look at other methods of raising awareness such as
vocational training
continuously updated information on Intranet and Internet web sites
0 presentation of a policy statement and environmental reports to each employee
0 participation in Green Teams
0 internal seminars workshops talks and lectures
14
video presentations and
external seminars workshops and conferences
Evaluation
Regularly evaluate training to assess its value to the environmental performance of the organisation
Use compliance audits or audits of the EMS to identify deficiencies resulting from inadequate or lack of training
Training organisations
The UKs Institute of Environmental Managers have designed a Best Practice Programme to help managers put the theory of environmental management into practice
12 Communications Section 443 of the Standard
Check if suitable systems exist for communicatingbetween the various levels and functions of an organisation and with external interested parties
Where necessary establish and maintain procedures to make people and contractors aware of
(a) the importance of conforming to policy procedures and the EMS
(b) the significant environmental impacts (actual and potential)
(c) their roles and responsibilities in achieving conformance and
(d) the potential consequences of departing from specified procedures
Intemal reporting
Reporting on environmental performance is essential in determining improvement over time
Decide
what to communicate
how to communicate it
to whom to communicate i t (eg Management Board Green Ministers Parliamentary Environmental Audit Committee OECD)
Note You must documentyour decision on whom to communicate it to in the Management Manual
how to elicit positive feedback and response and thereby reap a positive reward (the 3 Rs Report-Response-Reward)
15
Note IS0 14031 Guidelines fo r Environmental Performance Evaluation (EPE) provides advice on reporting and communicating EPE information to management employees and interested parties
13 Management manual and related documents Section 444 of the Standard
Senior management should decide the format of the documentation which must demonstrate compliance with the requirements of the EMS and that objectives and targets are being met The documents must be readily identifiable and periodically reviewed and revised Normally they will consist of
Policy statement
Environmental management (or improvement) programme and procedures
Local action plans containing objectives and targets
Register of Significant Environmental Impacts
Register of Regulatory Requirements
Site emergency plans
Work instructions for managing a particular activity or issue
Health and safety instructions
Organisational charts
System Manual
IS0 14001 stipulates that the documentation may be integrated with documentation from other systems implemented by the organisation It does not have to be in the form of a single manual although this tends to be normal practice
The manual is a key document for third party assessment It should provide the principle source of reference for the EMS and as such be relevant to the organisations activities It can cover an entire operation a building Division Directorate or entire Department etc
Ensure that the manual
is concise and well structured (with sub divisions for key areas)
contains a brief introduction to your organisation and its activities
outlines your organisations environmental policies
summarises your significant environmental impacts objectives and targets and the management programme
16
~~ defines key roles and responsibilities
identifies the role of the management representative
indicates how the requirements of IS0 14001 will be met
cross references procedures eg work instructions and other relevant documentation
highlights any emergency plans (eg for spillages)
14 Document control Section 445 of the Standard
The primary purpose of document control is to ensure that the right people have the right information at the right time in the right place Avoid complex document control systems Create and maintain only those documents which are necessary to implement the EMS and achieve improvements in environmental performance
Ensure that
the documents are assigned to the appropriate unit or job title and can be easily found
the documents are periodically reviewed revised as necessary and approved as adequate by authorised people
0 current versions are available at all locations where operations essential to the effective functioning of the environmental management system are performed
obsolete documents are promptly removed from all points of use
any obsolete documents retained for legal or other purposes are suitably identified
all pages are numbered dated and fully referenced
15 Operational control Section 446 of the Standard
This provides the means of keeping control of the system Ensure good control of critical activities by making sure you
check whether requirements are met and where necessary making any necessary corrections
provide key people with work instructions which are identifiable current and available on location
make contractors and suppliers aware of your organisations EMS as i t relates to them
17
e provide contractors with details of relevant operational procedures and requirements
give details of verification methods employed in your manual and work instructions e
e identify the person or persons responsible for
overseeing or directly achieving the objectives and targets eg the officers appointed to develop Green Transport Plans
undertaking physical spot checks
initiating investigations into cases of non compJiance and
- taking the necessary permanent corrective actions
16 Emergencies and contingencies Section 447 of the Standard
IS0 14001 requires an organisation to maintain documented procedures to
e identify potential accidents and emergencies which may arise from hazardous processes and the handling or disposal of dangerous materials
e minimise any environmental impacts resulting from these incidents and
e periodically test such procedures if practicable
Such procedures may already be in place under the Control of Substances Hazardous to Health (COSHH) and Control of Industrial Major Accidents and Hazards (CIMAH) - see the Register of Regulatory Requirements These should if effective be formally adopted and recorded in the EMS documentation Inform directly involved people and contractors and provide additional trzining where the work requires
e complicated monitoring maintenance or inspection routines
e the co-ordination of several operations or
e business continuity plans
17 Monitoring and measuring Section 451 of the Standard
Monitoring and measuring are necessary to test whether the organisation is achieving its objectives and targets and whether the procedures for operational control are effective
Check if systems (with correct procedures) exist for regularly monitoring and measuring
performance against objectives and targets
implementation of operational controls
compliance with the law
Note Always try to build on existing systems to save time and eort
i a
18 Correcting for non-control or non compliance Section 452 of the Standard
IS0 14001 requires procedures for identifying and correcting non compliance In office based organisations this is most likely to result from a failure to meet performance levels or the malfunctioning of the EMS itself (eg ambiguous procedures) rather than through a major process failure which can cause environmental damage
Ensure that the procedures
0 identify the cause of non-conformance
0 identify and implement the necessary corrective action
0 implement or modify controls necessary to avoid future repetitions
0 record any changes in written procedures resulting from the corrective action
0 record any significant environmental impacts arising from the non compliance
0 are included in the manual and other documentation
19 Records Section 453 of the Standard
EMS records are kept to
0 demonstrate compliance with the requirements of your EMS and legislation
0 determine the extent to which targets and objectives have been met in line with your organisations overall environment policy and
0 provide evidence of the on-going operation of the system
Include in your record system
0 reports of audit and reviews
0 training
0 details of any failures to comply with policy and regulations and corrective actions
details of any complaints and the corrective actions taken 0
inspection and maintenance reports
0 information on emergency preparedness and response
quantities of materials collected for recycling or dispose as waste
19
0 meter data for gas electricity and water
licenses and other legal documents ~~~ ~ ~~ ~~~~~~ ~~~~~~ ~~
0
0 communications with suppliers contractors and general public
a notes or minutes of meetings
other relevant records
Establish and record retention times for the records kept and protect them against damage deterioration or loss They may be stored in paper or electronic form or both
Ensure that records kept by other parts of the organisation such as facilities managers and procurement officers are cross referenced with those held centrally
20 Environmental audit Section 454 of the Standard
The purpose of an EMS audit is to assess whether the system conforms to the requirements of the environmental policy and other criteria such as relevant legislation and regulations and if certification is sought IS0 14001
IS0 14001 requires you to
establish and maintain programmes and procedures for lsquo)eriodicaf[y rdquo auditing the EMS
0 base the audit programme on the environmental importance of the activity concerned and the results of previous audits
0 cover the audit scope frequency and methodologies as well as the responsibilities and requirements for conducting audits and reporting results
Intemal audits
Select an audit team of about 3 to 4 persons Ensure that the team members have
0 no direct management responsibility for the part of the organisation being audited
0 sufficient knowledge and expertise to carry it out especially in the areas of
management systems auditing
relevant EMS standards
offices facilities and plant
industry knowledge ( i f appropriate)
environmental legislation and issues
20
Preparation
Prepare ~~ ~
audit checklists which should list all the EMS procedures relevant to the area under review (procedures may vary between different operational areas)
documents for recording non compliance and
a timetable for the audit programme
Gather reference information about the area such as plans COSHH assessments lists of procedures and records Inform managers and people at the site of the timing of the audit its objectives and what is expected from them You will need their co-operation if the audit is to be conducted efficiently and effectively
Getting the most from the audit
Use the audit to
help your organisation develop a framework for conducting its own internal environmental audits and management reviews
maintain increased environmental awareness and a sense of responsibility among people and contractors
determine whether the EMS has been properly implemented and maintained Check that the EMS complies with
the requirements of IS0 14001
the manuals and work instructions of the EMS
your organisations environmental policy objectives and targets
evaluate the value of training to the environmental performance of the organisation and to the protection of the environment as a whole
Review and report
Review and assess the findings and recommendations of the audit and specify a programme for implementing any follow up actions Some actions must be taken immediately eg where a lapse in procedure has led to possible non compliance with legislative requirements
Produce the report and provide results to management Normally the report will consist of
a brief description of the audits objectives
the areas that have been audited
who was involved in auditing them
21
0 references to the source of information on which the audit findings were based
a review of the audit areas highlighting 0
non compliance Le lapses in either the content or implementation and records and
opportunities for improvement eg waste minimisation cleaner processes
Corrective action
Immediately the auditors report is approved draw up an action plan with deadlines to
correct any deficiencies (the major ones first)
0 deliver improvements
ensure everyone is aware of their commitments
0 reassure senior managers that the recommendations are being acted upon and
0 put in place any procedures which are necessary to prevent a repeat of the non compliance
Frequency of audits
Audit all parts of the EMS about every two to three years except in areas with particularly significant environmental impacts Audit these more frequently
Extemal audits
You might wish to pay for audits - see Section 22 on Certification
21 Management review Section 46 of the Standard
The review measures the effectiveness of the system It is an opportunity for the Management Representative and senior management to review the EMS structure and to evaluate the organisations environmental policies objectives targets and procedures to determine
0 whether they are being followed
0 whether they remain suitable adequate and effective
0 where changes are necessary to secure continual improvement and
0 if the EMS is achieving its overall objectives and helping the organisation meet its business goals
The scope of the review should be comprehensive though not all the elements of the EMS need to be reviewed at once The process may extend over a period of time
22
Frequency of reviews
Every one or two years is probably sufficient for most office based organisations However the frequency of reviews will depend on
0 how successfully the EMS is running (see Annex E)
e the significance of the environmental impacts
whether there have been any changes in activities or circumstances eg the contracting out of say facilities management
e whether any extemal issues of importance have arisen eg new or revised regulations changes in Government policies new initiatives from Green Ministers
Review team
Ensure that
0 a team is appointed comprising of individuals with either executive responsibility or specialist responsibility
e the team is provided with all the information necessary to effectively review the EMS such as
internal and extemal audits
environmental policy objectives and targets
operational controls
environmental manual
non compliance reports
concems expressed by relevant parties
0 the sites to be covered by the review are clearly defined
0 direct and indirect impacts are covered and both positive and negative impacts
0 time is provided for the team to look at broader issues relating to your EMS eg new legislation policies technologies and techniques
0 what has happened in the past is covered eg incidents of non compliance and corrective action taken
time is allowed for writing the report which should outline
the scope of the review
23
methods used
details of findings and
recommendations
the recommendations
highlight the areas of the EMS where improvements are required
name the individual who should implement them
the actions resulting from the review are monitored and recorded and
any improvements which can be made to the model framework for greening government operations bee section 6 above) are notified to DETRrsquos Energy and Environment Best Practice Division The address is given at the back of this guide
21 Certification
IS0 14001 allows organisations to make a self declaration of compliance to the requirements of the standard if they do not want to get the EMS formally registered
The certification process provides a mechanism through which organisations can demonstrate their commitment to environmental protection The need to demonstrate this commitment will depend upon stakeholder requirements eg Management Boards Ministers Parliament
Certification for compliance with the standard in the UK is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) The accredited certifiers must in turn have met certain pre-determined criteria to be accredited by UKAS
Certification to IS0 14001 is a two stage process involving
(1) an initial assessment
(2) main assessment
Initial assessment
The objective is to gain an understanding of
0 your EMS in the context of relevant environmental impacts and regulations
0 whether you are fully prepared for assessment
The certification body will
0 check that your EMS
has the commitment of senior management
is based on a proper evaluation of your environmental aspects and impacts
24
meets legislative and regulatory requirements
is intended to control and improve the organisations environmental performance and
is auditable
assess the reliability of your internal audit
plan and allocate resources for further document review (where required for the main assessment) and
provide you with a document explaining what further action you must take
Main assessment
The certifier will ask to see a copy of your organisations environmental manual and procedures to determine whether your organisation is ready for the main assessment The main assessment - involving a site visit from the auditor - is the final stage in the certification process Its main purpose is to
confirm what is written actually represents what is occurring in practice
e confirm that the EMS complies with all the elements of IS0 14001
determine whether the EMS is to achieve and is achieving improvements in environmental performance and regulatory compliance and
confirm that your organisation is complying with its own policies and procedures
This means that the certifier must focus on your organisations
identification and evaluation of its environmental impacts
consequent objectives and targets
performance monitoring measuring reporting and review against your objectives and targets and
auditing to ensure the EMSS effectiveness
Generally an organisation will only fail the certification process at this stage if the corrective actions demanded by the certifier were not completed during the permitted period
The award of an IS0 14001 certificate does not complete the process The certifier will maintain a cycle of continuing assessments to ensure that the EMS complies with the standard and that it can demonstrate continual improvement in its environmental performance The trick is to ensure that the certification process does not impose excessive documentation requirements on your organisation Your system is there to help your organisation - not to make the role of the certifier easier
Certification - because of differing performance objectives - is not sufficient to demonstrate performance improvements This is why the European Unions Eco-Management and Audit Scheme (EMAS) requires organisations to produce an environmental statement
25
22 Environmental Statement
IS0 14001 does not require an environmental statement Although i t does require reports on performance to be made to top management for review and as a basis for improving the EMS
The publication of an environmental statement provides evidence that an organisation is committed to improving its environmental performance What goes in it is a matter for the organisation
Decide
what to communicate
how to communicate it
to whom to communicate it (ie stakeholders eg MPs Ministers Audit bodies)
how to elicit positive feedback and thereby reap a positive reward
Ensure that the statement
is kept simple consistent relevant and balanced (with any necessary detailed information included in annexes)
briefly describes your organisationrsquos activities
contains reliable and accurate information
summarises objectives targets impacts and other relevant issues
highlights the progress you are making
covers good and bad news in a positive manner
gives the name of the accredited certifier
avoids jargon and
is bound and all the pages are numbered
Energy and Environment Best Practice Division (EEBP) November 1998
26
Annex A
I S 0 STANDARDS CLOSELY ASSOCIATED WITH IS0 14001
denotes publication
Environmental Management
IS0 14002 - General guidelines on special considerations for small and medium enterprises
IS0 14004 - General Guidance on Principles Systems and Supporting Techniques Gives practicable help on the design development and maintenance of an EMS
Environmental Auditing
ISO14010 - General Principles Defines the scope of the audit and provides a framework for the structure and format of the audit report
IS0 14011 - Audit Procedures Auditing of Environmental Management Systems Explains the planning and conduct of an EMS audit and gives advice for example on its objectives the roles and responsibilities of those involved and the preparation and documentation of the report
IS0 14012 - Qualifications Cnteria for Environmental Auditors Provides guidance on the minimum qualifications for auditors and how to evaluate their suitability
IS014015 - Guidelines of Environmental Site Assessments
Environmental labels and declarations
IS0 14020 - Environmental labels and declarations - general principles
IS0 14021 - Environmental labelling - self declaration environmental claims - terms and conditions
IS0 14022 - Environmental claims - self declaration environmental claims - symbols
IS0 14023 - Environmental labelling - self declaration environmental claims - testing and verification methodologies
IS0 14024 - Environmental labelling type I - general principles and procedures
IS0 14025 - Environmental labelling type 111 - general principles and procedures
27
Environmental PerjGonnance
IS0 14031 - Environmental Perfonnance Evaluation Explains how to identify suitable environmental indicators for measuring performance against policies objectives and targets
IS0 14032 - Technical report type 3 - Environmental Performance Evaluation - case studies illustrating the use of IS0 14031
Life CycZe Assessments
IS0 14040 - Life cycle assessment - principles and framework
IS014041 - Life Cycle Assessment - life cycle inventory analysis
IS014042 - Life Cycle Assessment - impact assessment
IS0 14043 - Life Cycle Assessment - interpretation
IS014049 - Technical report type 3 - life cycle assessment - examples of the application of IS0 14041
Terms Q Definitions
IS0 14050 - Environmental Management Vocabulary Summarises the terms and definitions used in the IS0 14000 series of standards
Sectors
IS014061 - Technical report type 3 - guidance to assist forestry organisations in the use of IS0 14001 and 14004
28
Annex B
EXAMPLE LEGISLATION SHEET
CATEGORY waste TYPE OF ACTIVITY Duty of Care
LEGISLATION Environmental Protection Act 1990 part 11 Environmental Protection (Duty of Care) Regulations 1991
DETAIL Persons concerned with controlled waste are under a DUTY OF CARE to 1) Prevent any other person committing the offence of depositing disposing or recovering controlled waste without a waste management licence or in a manner likely to cause harm to health or the environment 2) prevent the escape of waste 3) ensure that waste is transferred to an authorised person or to a person authorised to transport waste and 4) ensure the waste is accompanied by a written description (a TRANSFER NOTE) The note must include a description of the waste and details of the parties involved in the transfer It is not necessary if a consignment note is required Further information and a model transfer note can be found in ldquoWaste Management and the Duty of Care A Code of Practicerdquo Also DETRrsquos lsquoWaste Guide advice to Government Departmentsrsquo
PENALTY It is an offence to contravene the Duty of Care requirement Summary conviction - up to euro5000 Conviction on indictment - Unlimited fine Enforcement authority - Environment Agency has an interest in muring the Duty of Care is complied with Anyone may bring a prosecution
WHERE APPLICABLE Current Waste Carrier Licences must be obtained for all waste contractors eg hose that remove paper glass and cans for recycling general waste classified waste scrap metal waste citchen oil clinical waste Transfer notes to obtained for all of the above)
j MONTH REVIEW OF COMPLIANCE An audit of waste licences and transfer notes was carried out on 20598 All licences were found to be current - licence for Contractor X had expired on 31398 and a valid eplacement had been obtained from them Transfer notes had been issued on an individual basis for each ollection of paper for recycling scrap metal waste kitchen oil Annual transfer notes were current for Fenera1 waste classified waste and clinical waste Full compliance with legislation
ZOMPLETED BY REVIEWED BY (EMS team)
iame Name Jnit Date
)ate
29
Annex C
Methodology for determining significant aspects
Important This annex supports steps 5 and 6 of the guide and should be read in conjunction with it and not be used as a stand alone document Some terms such as ldquonormal operating conditions rsquorsquo are defined in the guide itsecf
This methodology was developed to help Government departments determine their significant aspects It supports the requirements of IS0 14001 and EMAS
The methodology is divided into
1) determining significant aspects and
2) maintaining a register of significant aspects
Nore IS0 14001 does not require an organisation to maintain a register of signijkant aspects But it helps to support the documentation of the EMS
Steps for determining significant aspects
Step I define activi9 product and services
Divide the Government Department or Unit into its organisational or management structure - if this has not already been done at the planning stage of the EMS
Identify activities products or services according to existing management structure or sections of the organisation Include in the list of activities operations of the section process unit or building identified
List the activities products and services
List all activities products and services including those initially identified as possibly not having much of an impact on the environment
Step 2 Identfy the environmental aspects associated with each activity prodirct or service
Note I S 0 14001 defines an environmental aspect as an element of an organisationrsquos activiv product or service which can have a beneficial or adverse impact on the environment
30
Inputs
Identify and list the environmental aspects for each activity in terms of inputs for example
energy use (electricity fuel renewable other) water consumption (mains grey other) use of fuels (petroleum diesel alternatives other) land use (natural habitats open space landscapes sensitive areas agriculture other) use of raw or secondary materials (chemicals oils aggregates metals plastic paper other) procured services from suppliers use of natural resources
outputs
Identify and list the environmental aspects for each activity in terms of its outputs for example
wastes and byproducts generated (handling storage and transportation) discharges to water courses sewers or drains (controlled or uncontrolled) impacts on land (contamination natural habitats open space agriculture sensitive areas) discharge of thermal energy generation of noise dust odour or vibration transport products (packaging transport use and disposal) impacts on natural resources and ecosystems including wildlife impacts on built environment visual impact public (influence education regulation enforcement other)
Important Identia both the Direct and Indirect (service) aspects for the organisation Direct aspects arise from every day operations such as water consumption Indirect aspects anie from the servicesprovided by the organisation such as regulatory inspections in the commercial sector
Step 3 IdentifL the associated environmental impact of the aspects
Note IS0 14001 defines an ldquoenvironmental impactrdquo as the change which takesplace in the environment as a result of the aspect
Identify the associated environmental impacts for each aspect of the activity Environmental impacts are the actual or potential change to the environment as a result of the aspect and can be local regional or global in scale For example
31
injury to wildlife destruction of natural habitat conservation of energy waste minimisation
contamination of soil or water release of carbon dioxide to the atmosphere
reduction in vehicle emissions and other pollutants
Notes 1 The Swedish approach on EMSs in Government cover (1) direct) of internal activities (eg conserving water and energy) direct impacts of external activities (eg road construction and defence) and indirect impacts of external activities (eg regulations permits funding system)
2 Canada s system of sustainable development encompasses policies programmes and operations with federal departments working to merge instruments such as Environmental Impact Assessments with EMSs
Table showing examples of activities products and services with their associated aspects and environmental impacts
Activity Product or Service
Activity River maintenance activities
~- Product Annual Environmental Report
Service Regulating Major Industries
Environmental Aspect
Potential for accidental pollution incident
Use of paper
Environmental improvement
Associated Environmental Impact
Deoxygenating of watercourse oil spills contaminating water silt discolouring watercourse fish kill
Misuses of natural resources Destruction of habitats Pollution from production processes
Reduction in emissions reduction in pollution
conserving resources reduction in waste
incidents
Important Environmental aspects can be positive or negative Actual andpotential future aspects must be evaluated
32
Step 4 Determine the significance of the environmental impacts
Use the scoring system in the assessment tool (at the end of this Annex) to calculate the significance of each aspect or impact identified The tool is based on ldquodescriptiverdquo as well as ldquorisk basedrdquo criteria
Each aspect or impact should receive a score for the following factors
1) description of impact 2) likelihood of occurrence 3) likelihood of detection 4) severity of consequence or nuisance
Once a score is determined for all four criteria add them altogether to obtain a ldquosignificance ldquofactor The higher the score the more significant the environmental aspect
Determine the threshold of what score warrants a ldquohighrdquo significance value based on the nature of your organisationrsquos operations and the concerns of its stakeholders
Register of significant aspects
Document the aspects in a ldquoRegister of Significant Aspectsrdquo which should include a summary of the methodology used to determine the ldquosignificancerdquo values The Register should include at least the following
activity identified environmental aspect environmental impact
ldquosignificancerdquo value assigned
cross reference to the register of legislative requirements description of the effect criteria chosen
cross reference to applicable EMS procedures
Completion of the Register
Once the Register is complete work can begin in setting specific objectives and targets for each significant aspect identified
Important Ensure that the register of legislative requirements is complete (or at least that the applicable legislative requirements are identijled for each activiy and aspect) before determining the signijkance of the
organisationrsquos aspects and impacts
33
Assessment tool for determining significance of environmental aspects and impacts (see step 4 of the guide)
Description of Effect
Negligible or no impact No breach of legislation Emergency situations would cause a breach of policy or procedures
Rank Likelihood of
occurrence
0 None
~ Verysmall impact Immediate action possible Emergency situations would cause a breach of legislation Results in breach of own policy or procedures under abnormal conditions
I 1 Very low
Small impact Results in breach of legislation under abnormal conditions Results in breach of own policy or procedures under normal conditions
Moderate impact
Severe impact
Extensive impact
Activity has impact under normal operating conditions Results in breach of legislation under abnormal conditions No previous breach of legislation
Results in breach of legislation under abnormal conditions History of past breaches of legislation
Results in breach of legislation under normal operating conditions History of past breaches of legislation
2 Low
3 Moderate
4 High
5 Very high
Note Stakeholder concerns are not included in the description criteria Each organisation shouId tailor these criteria to take account of the concerns of stakeholder the public or interestedparties
34
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
Implementing Environmental Management Systems - Guidance for Government Departments
FOREWORD
This guide is designed to help you implement as simply as possible environmental management system (EMSs) which are cost effective easy to maintain and build onto your existing management systems It also gives details of work which has already been done within Government which you may be able to adopt or adapt and so make your task easier
The EMS outlined in this guide is based on IS0 14001 - the international standard that provides a framework within which organisations can establish and identify their environmental obligations set their objectives and targets and create a comprehensive system to achieve them
Several Government departments are now operating EMSs and examples of some of the registers manuals and procedures they have produced will go on the Department of the Environment Transport and the Regionrsquos web site for greening government (h ttpww w environment detrgov uWgreen inggghome htm)
Introduction
Benefits
IS0 14001 which superseded the British Standard BS 7750 is strongly supported by DETR for use in Govemment and by business This is because it can help organisations to
reduce their impact on the environment
ensure compliance with environmental legislation and regulations
0 reduce costs by making the bottom line your top priority
0 improve the effectiveness of existing management systems
reduce use of energy and resources while minimising waste
reduce unforeseen environmental risks eg escaping fuel into a water course
continually improve environmental and overall performance
raise peoples awareness and involvement and develop new skills
Main elements
Each EMS has five main elements
An environmental policy - committing the organisation to legislative and regulatory compliance continual improvement the prevention of pollution and to appropriate objectives and targets
Planning - covering a review of environmental impacts legal and other requirements setting objectives and targets and a management programme for achieving them
Implementation and operation - covering the management structure training communications documentation operational control and emergency preparedness
Checking and corrective actions - involving monitoring corrective action records and audits
Management review - for ensuring that the system continues to be suitable adequate and effective through changes made in the light of experience
Integration
You can spend a lot of effort on bureaucracy which could be better spent on making improvements Prevent this by building the new procedures into your existing management structure encouraging ownership of the procedures by the people who are going to carry them out and treating the system as a tool to improve your management rather than just to achieve IS0 14001
Other standards in IS0 14000 series are listed at Annex A
Implementing Environmental Management Systems - Guidance for Government Departments
CONTENTS
Steps to implementing an EMS
1
2
3
4
5
6
7
8
9
10
11
12
13
14
IS0 14001
Management representative
Preliminary environmental review
R e g u l a t o j requirements
Environmental aspects
Determining the significant impacts
Environmental policy statement
Objectives and targets
Environmental management programme
Responsibilities and resources
Training and staff awareness
Communications
Management manual and related documents
Document control
Page 1
Page 3
Page 3
Page 4
Page 6
Page 7
Page 8
Page 9
Page 10
Page 1 1
Page 12
Page 13
Page 15
Page 16
Page 17
15
16
17
18
19
20
21
22
23
Operational control
Emergencies and contingencies
Monitoring and measuring
Correcting and non-compliance
Records
Environmental audit
Management Review
Certification
Environmental statement
Annexes
Standards closely associated with IS0 14001
Example of Legislation Sheet
Methodology for determining significant aspects
Objectives
The essence of successful environmental management
Organisat ions
Glossary
Further information
Page 17
Page 18
Page 18
Page 19
Page 19
Page 20
Page 22
Page 24
Page 26
Annex A
Annex B
Annex C
Annex D
Annex E
Annex F
Annex G
Annex H
Steps to implementing an EMS
Basically the main steps are to
1
2
3
4
5
6
7
8
9
10
11
12
13
14
obtain a copy of the I S 0 14001 Standard
appoint a team with a manager who has authority to take action If possible someone who is directly responsible to the main Board for implementing the EMS Such a person is normally known as the ldquoManagement Representative rdquo
identify your organisations activities This is usually done by undertaking an initial environmental review
record and update legal and regulatory requirements relevant to your activities
identify your organisationrsquos environmental aspects Find out which environmental issues need to be considered
determine and prioritise the most significant environmental impacts Find out the major ways in which your organisation impacts on the environment
draft and agree an environmental policy with stakeholders - from environmental impacts identified and relevant legislation etc
develop and set objectives and targets from the environmental policy
develop an environmental managementprogramme to achieve objectives and targets
define the responsibilities and resources of key people and contractors designated to drive the EMS forward
develop awareness and training courses to ensure that people know why the EMS is important and are clear about their roles
improve communications
develop an environmental management manual and related documents
establish document control
1
15 establish operational control
16 prepare for emergencies and contingencies
17 monitor operational activities and effectiveness of system
18 establish procedures for correcting non-control and non- compliance with policy and regulations
19 maintain records
20 environmental audit procedures to identify strengths and weaknesses
21 review the EMS to determine its suitability adequacy and effectiveness
Optional
22 produce an environmental statement
23 obtain certification
2
Implementing Environmental Management Systems - Step by Step
This section shows you step by step how to set up an environmental management system which conforms to IS0 14001
1 IS0 14001
IS0 14001 explains what an organisation must do to control its environmental aspects (see glossary) and improve its environmental performance Obtain a copy of IS0 14001 from the British Standards Institution Customer Services Sales Department 389 Chiswick High Road London W4 4AL Tel 0181 996 9000 Fax 0181 996 7400 Price euro25 for BSI members and euro50 for non members - so check whether your organisation is a member
2 Management Representative Section 441 of the Standard
IS0 14001 requires top management to appoint a specific Management Representative responsible for
0 ensuring the EMS is established and maintained in accordance with the standard and
reporting on the performance of the EMS to top management for review and improvement
Note Top management may consist of aperson orgroup ofpersons with executive responsibilily for the organisation eg a Government departments management board
Determining the scope of the EMS
The Management Representative should start by determining the scope of the EMS It might cover a unit site building region the whole of the organisation or a collection of processes or functions
Most organisations begin by piloting an EMS in a unit or building and then use the expertise gained and documented to extend it to other parts of the organisation For example HM Customs amp Excise have selected their Central London region as a trial site for certification under IS0 14001 If the trial is successful they will use the experience gained to gradually extend the system to other parts of their estate thus keeping costs down and making best use of their resources
Consider building the EMS onto existing systems or integrating it with health and safety BS 8800 - the British Standards Institutes Guide to Occupational Health amp Safety Management Systems - provides a management system based on IS0 14001
It is probably best to start in a discrete area which is already well managed where there is already an interest in environmental issues and preferably where the Management Representative is close at hand Altematively choose a new building Design the system so that it is workable and capable of being replicated elsewhere on the estate to keep costs down
3
3 Environmental review Section 31 of the Standard
This is not a requirement of IS0 14001 Though the standard does state that ldquoan organisation with no existing EMS should initially establish its current position with regard to the environment by means of a preliminary environmental reviewrdquo The environmental review provides a useful snapshot of the impact which your organisation has on the environment
Scope of review
List what might be covered by the review For example
legal compliance
emergencylcontingency plans
management structure
activities of other organisational systems that can enable or impede performance
people awareness and training
procurement including relations with contractors
opportunities for cost savings
waste disposal
emissions and discharges to air water and land
water use (including check meters)
sewage drainage and if relevant trade effluent
storage
transport and deliveries
energy use and if relevant its generation
best available technologies and management practices
paper use
Use your Departmentrsquos own environmental policy statement to identify other areas Another useful source of ideas is DETRrsquos web site for greening government
Involving people
Involve key managers and people within the organisation Let them know what you are planning and encourage them to think about the part that they can play Use
journals newsletters and circulars
4
meetings briefings presentations and seminars
papers to management boards
green teams
guidance for staff and suppliers
notice boards and posters
staff suggestion schemes
e-mails intranets and the Internet
Review team
Set up a review team It should in large organisations draw its members from key areas eg operational areas such as facilities management finance personnel and contractors - if appropriate
The teamrsquos task is to evaluate existing activities procedures and systems to see how effective they are at managing existing environmental impacts eg managing and minimising waste streams This might for example involve team members interviewing a whole range of people using questionnaires to elicit information and visiting selected sites to validate the responses and to gather further information
Ensure that the review team
lets everyone know about the review
provides people (including contractors) with information
asks people to provide ideas (the people doing the job will often have ideas for improvement)
keeps senior managers informed and obtains their authority to get other people involved
sets a specific completion and reporting date
identifies those activities where savings can be made
emphasises the need for continuing improvement and a change in culture and habits
Gathering information
Gather information for each unit in turn noting any issues that concerns the whole organisation For example energy water and paper use and estate management will need to be examined for the organisation as a whole
5
4 Regulatory Requirements Section 431 of the Standard
Laws and regulations are becoming more stringent and compliance costs are increasing Non compliance - especially where it results in accidents such as spills or emissions - can cause significant losses in terms of money and management time and if a govemment department is the culprit potential embarrassment for Ministers and senior managers
Meeting legal requirements
The standard requires that a documented procedure is established to ensure that all legislation policies and other requirements to which your organisation subscribes are identified and maintained The procedure must identify the source of the information which should be accurate and from a reliable source eg the DETR web site
IS0 14001 does not require an organisation to produce a register of regulatory requirements But many bodies prefer to keep a register because it is convenient and provides proof to certification bodies that they are complying with this requirement of the standard DETRrsquos web site for greening govemment contains a copy of a register of regulatory requirements which if used will need to be tailored to suit the EMSrsquoS scope and circumstance
Maintaining a register helps you to ensure continual compliance with existing legislation take account of future relevant legislation and rapidly correct any non compliance Include in your register if applicable
0 operational permits
discharge consents
local authority consents
0 planning consents
0 other regulatory consents or authorisations
In addition to the legislative requirements the organisation must also record that it is aware of lsquoother requirementsrsquo to which it subscribes For example
0 the Departmentrsquos Policy Statement and improvement programme
0 UK EU and OECD commitments
0 decisions of Green Ministers
0 codes of practice or best practice advice
non regulatory guidelines eg ldquoGreen Guide for Buyersrdquo
Establish a procedure to ensure that the register is kept up to date either through a series of reviews or by notification of changes such as the service provided by Croners Environmental Management amendment services
6
You may also find it helpful to monitor compliance with the legislation identified by listing
Who is responsible for compliance
What procedures must be followed to ensure compliance
Results of checks against the procedures
Note an example of a legislation sheet is given at Annex B
5 Environmental aspects Section 431 of ihe Standard
There are two types of environmental aspects
direct which arise from every day activities such as consuming energy and water using transport purchasing goods and services and managing waste which deplete resources and cause emissions to air and water - all of which have a direct impact on the environment Others include new buildings which may affect natural habitats and open space visual appearance of Government buildings which may improve or reduce the quality of the built environment and activities which create noise
indirect which arise from the services provided by your organisation such as the development of policies and programmes These may be fairly immediate eg a rise in landfill tax Or they can be more indirect like the impact of a publicity campaign on environmental awareness
Some environmental aspects are negative - they cause damage to the environment Others may be positive - they benefit the environment Some are ldquoactualrdquo Le they are already happening Others are potential ie they could occur if the organisation took some action
Holisiic approach
Implementing an EMS which covers both direct and indirect impacts is more likely to change the culture of an organisation and promote all round improvements in its environmental performance This is the approach which is being adopted by the Govemment of Sweden where there are plans to implement EMSs in all of that countryrsquos 300 or so agencies based on IS0 14001 and the European Unionrsquos Eco-Management and Audit Scheme (EMAS)
The model framework for greening government covers direct environmental impacts DETRs Sustainable Development Unit has produced guidelines for environmentally appraising policies and programmes These cover indirect impacts
There are also a number of guides on DETRrsquos web site for greening Government which provide advice for reducing direct impacts For example
Conserving Water - Advice for Government Departments
Green Guide for Buyers
Green Guide to Construction and Refurbishment
7
Guide to Environmentally Preferable IT Equipment
Guide to Green Transport Plans
Waste Guide - Advice for Government Departments
Prepare a list of environmental impacts for each unit and discuss it with operational managers key people and other interested parties such as contractors and suppliers
6 Determining the organisationrsquos significant impacts Section 431 of the Standard
Concentrate on those impacts which can secure the biggest improvements in your organisationrsquos environmental performance A general rule of thumb is that 20 of your activities will account for 80 of the environmental impacts The process involves assessing the significance of each activity and then prioritising actions on those which have the biggest environmental impact
There are two major components of ldquosignificancerdquo The Local Government Management Board which developed LA-EMAS defined them as
Importance - the frequency with which the environment is affected by the activity balanced against the severity of the impact when it occurs The higher the frequency and severity the bigger the score and the higher the priority
Influence the balance between the influence which an organisation potentially could exert to control an impact against the degree to which this influence is being exerted The more influence an organisation has over a particular significant impact the easier it is to reduce it
Assessments of significance will depend on several factors eg potential regulatory exposure difficulties in changing the impact financial implications (costs and savings) concern of stakeholders and the effect on the public image of the organisation from complaints and a bad press
Determine the significance of each of the environmental impacts under
Normal Operating Conditions Le under routine operating procedures
Abnormal Operating Conditions ie where there are planned deviations from normal procedures eg starting boilers up following a prolonged shutdown
Incidents or Accidents Le unplanned events having effects beyond those normally encountered eg a burst water mains
Note Take account of the influence ofpast site activities which for example resulted in contamination of water and land and which could arise in thefiiture
Use a proven methodology such as the one at Annex C to evaluate the significance of each activity or process Other examples are given on the Department of the Environment Transport and the Region rsquo s web site h ftpw w w environment detrgo v uwgreeninglgghome h tm
8
7 Environmental Policy Statement Section A2 of the Standard
The Environmental Policy Statement is the comerstone of an EMS It should
state the aims and principles of action for tackling the significant impacts of your organisations activities on the environment and
e enable management to communicate its environmental priorities to employees contractors and other interested parties
Model framework
DETR with help from other Government departments has already produced a model policy statement for greening operations which Green Ministers are encouraging their Departments to adopt or adapt to meet their specific circumstances Use it to form the basis of your organisations environmental policy - a copy is on DETRs web site for greening government
Once compiled check that your policy statement
e clearly describes the area(s) and functions of the organisation to which it applies
is appropriate to the nature scale and significant environmental impacts of your organisations activities products and services
e includes a commitment to continual improvement
e includes a commitment to prevent pollution and to comply with relevant environmental legislation and regulations and other obligations on the organisation
Note Legal requirements include multi-lateral environmental agreements such as the Montreal Protocol on phasing out ozone depleting substances Other obligations may include Agenda 21 codes ofpractice and best practice guides
e provides a framework for setting and reviewing environmental objectives and targets
e contains views of stakeholders such as Green Ministers suppliers and contractors
covers risk reduction eg protection of water courses from spills
is compatible with health and safety policies
promotes sustainability by working with others to develop viable solutions to economic social and environmental problems
contains a commitment to train employees and promotes improvement to their environmental performance
is sufficiently clear to be understood by internal and external interested parties
9
8 is dated and signed by senior management communicated to all employees and made available to the public
Note It is not essential to make thepolicy statement available to the public but a decision must be recorded in the documentation to show that this was considered
8 Objectives and targets Section 433 of the Standard
Draw up objectives and measurable targets in consultation with key managers and their people and where relevant suppliers and contractors All should be involved in setting objectives and targets for their particular field or activity This is a good way of ensuring that they are
8 owned by stakeholders
0 appropriate to the areas of operation and
8 achievable
Check that the objectives and targets
0 address the most significant environmental impacts
0 comply with entries in the Register of Regulatory Requirements
meet the aims of your organisations environmental policies 8
8 provide for continuing improvement in overall environmental performance
8 are SMART Le specific measurable (wherever practicable) achievable realistic and time-limited
0 take preventative measures into account where appropriate
8 are practicable (taking account of economic constraints) and act as an incentive for action not as a source of demoralisation
Note IS0 14001 asks organisations when considering their technological options to consider the use of best available technology where economically viable cost effective and judged appropriate
8 refer to other relevant policies standards and codes of reference and
8 reflect the concerns of other stakeholders such as Green Ministers
NOTE The model framework (see section 7) contains a series of aims and objectives designed primarily for office based Government departments More detailed targets are given in the model improvement programme which is also on DETRs web site for greening Government andprovides the means of implementing the statement
Regularly review your objectives and targets and ensure that your policy statement is updated to reflect any changes in activities and priorities More information on objectives is given in Annex D
10
Draft I S 0 14031 Guidelines for Environmental Performance Evaluation (EPE) provides advice on how to identify suitable environmental indicators to enable performance to be measured or monitored against criteria set by management
9 Environmental Management Programme Section 434 of the Standard
The management programme is designed to implement the environmental management system It consists of a number of procedures such as
How the environmental policy will be implemented
How the objectives and targets will be achieved
Environmental review of new activities
How communication will be covered
For each of the above elements an action plan should be established and documented describing
who is responsible for managing the actions
who is responsible for undertaking the work including contractors
what action needs to be taken ie the procedure
what is the timescale and means
how will compliance with this programme be achieved
who will monitor compliance
DETRs model improvement programme for greening government operations provides a good starting point for developing an environmental management programme
11
EXAMPLE OF MANAGEMENT PROGRAMME SHEET
Management Representative
Miss Jones and Mr Bro wn
Mr Smith
Mrs Green
Objective To extend the amount of recycled paper bought in the Division in accordance with Departmental targcts
responsible for the management of the programme to achieve this target by holding meetings with Mrs Green on a 6 monthly basis
responsible for ordering the paper for the Division
responsible for setting up a call off contract for the purchase of recycled paper which will include the specification for management information regarding the type and quantity of paper purchased
responsible for training the stationery ordering staff 1998
October 1998 April 1999
as required
This contract will be set up by end April 1998
in the first week of May
Target To ensure all staff are aware of and act upon the Departmentrsquos policy to purchase only recycled paper containing at least 80 genuine post consumer waste (including agri-pulp) except where the Directorate of Communication authorises the use of special paper
responsible for obtaining the management information issued to Mr Smith and assessing compliance with the procedures
Name 1 Responsibility I Date
July 1998 October 1998 January 1999 April 1999
Mrs Green for issuing written instructions to stationery ordering staff
May 1998 (re-issue November 1998)
Mrs Green
10 Responsibilities and resources Section 441 of the Standard
IS0 14001 requires top management to provide staff time funds and other resources essential to the implementation and control of the EMS This means
a clearly defining and documenting the roles and responsibilities for all people whose work comes under the management programme
e appointing a senior manager to oversee the development of the EMS and to ensure that performance is evaluated against the requirements of the environmental policy and
providing the Management Representative (see step 2) with the necessary authority and support
12
Most parts of an organisation will already have management systems in place including management responsibilities and individual duties These should be adapted in consultation with line management For example to include
a environmental responsibilities in job descriptions where appropriate
a information on environmental responsibilities in management manual records
a clear instructions for people including contractors with specific responsibilities
11 Training and raising awareness Section 442 of the Standard
Training is crucial to the success of an EMS Attempting to introduce an EMS without firsf trying to make people aware of their responsibilities and equipping them with necessary skills leads to frustration and impotent action Training can also bring other benefits by
a stemming breaches in regulatory consents and authorisations (most of which result from human error rather than equipment failure)
a stimulating people into developing new ideas and
a improving the effectiveness of the EMS eg in terms of conserving resources reducing waste and saving money
Determining training levels
Determine the target audience and level of training required by asking such questions as
a Do people fully understand the content and implications of your organisationrsquos environmental policy
a Do managers fully understand how the EMS provides controls over your organisationrsquos significant environmental impacts
a Do operators understand the environmental impacts of their activities on the environment and have access to up to date information
a Is there a general awareness of the
relationship between energy use and the environment
need to minimise waste by maximising reduction reuse and recycling
Expanding competency
Training should expand the environmental competency and knowledge of people including contractors Ensure that it covers the
a importance of conformance with policy procedures and the EMS
13
~~ ~ ~ ~~ significant environmental impacts (actual and potential)
roles and responsibilities of people in achieving conformance
0 potential consequences of failure to follow operating procedures and
merits of improving environmental performance
Training options
Job specific training should cover people and contractors whose work is covered by environmental regulations or is concemed with achieving the environmental objectives and targets eg in procurement and estate and facilities management This might include
1 Formal courses for
0 developing environmental awareness for all
building an understanding of the EMS for managers and key people which explains what the organisation is seeking to achieve and why
explaining work instructions and developing technical skills for specialists operators and those who are responsible for significant environmental impacts
2 Informal on the job training for
helping an employee to do the job correctly safely and effectively
3 Informal training
distance leaming packages
news sheets
in-house newsletters etc
Other methods
Look at other methods of raising awareness such as
vocational training
continuously updated information on Intranet and Internet web sites
0 presentation of a policy statement and environmental reports to each employee
0 participation in Green Teams
0 internal seminars workshops talks and lectures
14
video presentations and
external seminars workshops and conferences
Evaluation
Regularly evaluate training to assess its value to the environmental performance of the organisation
Use compliance audits or audits of the EMS to identify deficiencies resulting from inadequate or lack of training
Training organisations
The UKs Institute of Environmental Managers have designed a Best Practice Programme to help managers put the theory of environmental management into practice
12 Communications Section 443 of the Standard
Check if suitable systems exist for communicatingbetween the various levels and functions of an organisation and with external interested parties
Where necessary establish and maintain procedures to make people and contractors aware of
(a) the importance of conforming to policy procedures and the EMS
(b) the significant environmental impacts (actual and potential)
(c) their roles and responsibilities in achieving conformance and
(d) the potential consequences of departing from specified procedures
Intemal reporting
Reporting on environmental performance is essential in determining improvement over time
Decide
what to communicate
how to communicate it
to whom to communicate i t (eg Management Board Green Ministers Parliamentary Environmental Audit Committee OECD)
Note You must documentyour decision on whom to communicate it to in the Management Manual
how to elicit positive feedback and response and thereby reap a positive reward (the 3 Rs Report-Response-Reward)
15
Note IS0 14031 Guidelines fo r Environmental Performance Evaluation (EPE) provides advice on reporting and communicating EPE information to management employees and interested parties
13 Management manual and related documents Section 444 of the Standard
Senior management should decide the format of the documentation which must demonstrate compliance with the requirements of the EMS and that objectives and targets are being met The documents must be readily identifiable and periodically reviewed and revised Normally they will consist of
Policy statement
Environmental management (or improvement) programme and procedures
Local action plans containing objectives and targets
Register of Significant Environmental Impacts
Register of Regulatory Requirements
Site emergency plans
Work instructions for managing a particular activity or issue
Health and safety instructions
Organisational charts
System Manual
IS0 14001 stipulates that the documentation may be integrated with documentation from other systems implemented by the organisation It does not have to be in the form of a single manual although this tends to be normal practice
The manual is a key document for third party assessment It should provide the principle source of reference for the EMS and as such be relevant to the organisations activities It can cover an entire operation a building Division Directorate or entire Department etc
Ensure that the manual
is concise and well structured (with sub divisions for key areas)
contains a brief introduction to your organisation and its activities
outlines your organisations environmental policies
summarises your significant environmental impacts objectives and targets and the management programme
16
~~ defines key roles and responsibilities
identifies the role of the management representative
indicates how the requirements of IS0 14001 will be met
cross references procedures eg work instructions and other relevant documentation
highlights any emergency plans (eg for spillages)
14 Document control Section 445 of the Standard
The primary purpose of document control is to ensure that the right people have the right information at the right time in the right place Avoid complex document control systems Create and maintain only those documents which are necessary to implement the EMS and achieve improvements in environmental performance
Ensure that
the documents are assigned to the appropriate unit or job title and can be easily found
the documents are periodically reviewed revised as necessary and approved as adequate by authorised people
0 current versions are available at all locations where operations essential to the effective functioning of the environmental management system are performed
obsolete documents are promptly removed from all points of use
any obsolete documents retained for legal or other purposes are suitably identified
all pages are numbered dated and fully referenced
15 Operational control Section 446 of the Standard
This provides the means of keeping control of the system Ensure good control of critical activities by making sure you
check whether requirements are met and where necessary making any necessary corrections
provide key people with work instructions which are identifiable current and available on location
make contractors and suppliers aware of your organisations EMS as i t relates to them
17
e provide contractors with details of relevant operational procedures and requirements
give details of verification methods employed in your manual and work instructions e
e identify the person or persons responsible for
overseeing or directly achieving the objectives and targets eg the officers appointed to develop Green Transport Plans
undertaking physical spot checks
initiating investigations into cases of non compJiance and
- taking the necessary permanent corrective actions
16 Emergencies and contingencies Section 447 of the Standard
IS0 14001 requires an organisation to maintain documented procedures to
e identify potential accidents and emergencies which may arise from hazardous processes and the handling or disposal of dangerous materials
e minimise any environmental impacts resulting from these incidents and
e periodically test such procedures if practicable
Such procedures may already be in place under the Control of Substances Hazardous to Health (COSHH) and Control of Industrial Major Accidents and Hazards (CIMAH) - see the Register of Regulatory Requirements These should if effective be formally adopted and recorded in the EMS documentation Inform directly involved people and contractors and provide additional trzining where the work requires
e complicated monitoring maintenance or inspection routines
e the co-ordination of several operations or
e business continuity plans
17 Monitoring and measuring Section 451 of the Standard
Monitoring and measuring are necessary to test whether the organisation is achieving its objectives and targets and whether the procedures for operational control are effective
Check if systems (with correct procedures) exist for regularly monitoring and measuring
performance against objectives and targets
implementation of operational controls
compliance with the law
Note Always try to build on existing systems to save time and eort
i a
18 Correcting for non-control or non compliance Section 452 of the Standard
IS0 14001 requires procedures for identifying and correcting non compliance In office based organisations this is most likely to result from a failure to meet performance levels or the malfunctioning of the EMS itself (eg ambiguous procedures) rather than through a major process failure which can cause environmental damage
Ensure that the procedures
0 identify the cause of non-conformance
0 identify and implement the necessary corrective action
0 implement or modify controls necessary to avoid future repetitions
0 record any changes in written procedures resulting from the corrective action
0 record any significant environmental impacts arising from the non compliance
0 are included in the manual and other documentation
19 Records Section 453 of the Standard
EMS records are kept to
0 demonstrate compliance with the requirements of your EMS and legislation
0 determine the extent to which targets and objectives have been met in line with your organisations overall environment policy and
0 provide evidence of the on-going operation of the system
Include in your record system
0 reports of audit and reviews
0 training
0 details of any failures to comply with policy and regulations and corrective actions
details of any complaints and the corrective actions taken 0
inspection and maintenance reports
0 information on emergency preparedness and response
quantities of materials collected for recycling or dispose as waste
19
0 meter data for gas electricity and water
licenses and other legal documents ~~~ ~ ~~ ~~~~~~ ~~~~~~ ~~
0
0 communications with suppliers contractors and general public
a notes or minutes of meetings
other relevant records
Establish and record retention times for the records kept and protect them against damage deterioration or loss They may be stored in paper or electronic form or both
Ensure that records kept by other parts of the organisation such as facilities managers and procurement officers are cross referenced with those held centrally
20 Environmental audit Section 454 of the Standard
The purpose of an EMS audit is to assess whether the system conforms to the requirements of the environmental policy and other criteria such as relevant legislation and regulations and if certification is sought IS0 14001
IS0 14001 requires you to
establish and maintain programmes and procedures for lsquo)eriodicaf[y rdquo auditing the EMS
0 base the audit programme on the environmental importance of the activity concerned and the results of previous audits
0 cover the audit scope frequency and methodologies as well as the responsibilities and requirements for conducting audits and reporting results
Intemal audits
Select an audit team of about 3 to 4 persons Ensure that the team members have
0 no direct management responsibility for the part of the organisation being audited
0 sufficient knowledge and expertise to carry it out especially in the areas of
management systems auditing
relevant EMS standards
offices facilities and plant
industry knowledge ( i f appropriate)
environmental legislation and issues
20
Preparation
Prepare ~~ ~
audit checklists which should list all the EMS procedures relevant to the area under review (procedures may vary between different operational areas)
documents for recording non compliance and
a timetable for the audit programme
Gather reference information about the area such as plans COSHH assessments lists of procedures and records Inform managers and people at the site of the timing of the audit its objectives and what is expected from them You will need their co-operation if the audit is to be conducted efficiently and effectively
Getting the most from the audit
Use the audit to
help your organisation develop a framework for conducting its own internal environmental audits and management reviews
maintain increased environmental awareness and a sense of responsibility among people and contractors
determine whether the EMS has been properly implemented and maintained Check that the EMS complies with
the requirements of IS0 14001
the manuals and work instructions of the EMS
your organisations environmental policy objectives and targets
evaluate the value of training to the environmental performance of the organisation and to the protection of the environment as a whole
Review and report
Review and assess the findings and recommendations of the audit and specify a programme for implementing any follow up actions Some actions must be taken immediately eg where a lapse in procedure has led to possible non compliance with legislative requirements
Produce the report and provide results to management Normally the report will consist of
a brief description of the audits objectives
the areas that have been audited
who was involved in auditing them
21
0 references to the source of information on which the audit findings were based
a review of the audit areas highlighting 0
non compliance Le lapses in either the content or implementation and records and
opportunities for improvement eg waste minimisation cleaner processes
Corrective action
Immediately the auditors report is approved draw up an action plan with deadlines to
correct any deficiencies (the major ones first)
0 deliver improvements
ensure everyone is aware of their commitments
0 reassure senior managers that the recommendations are being acted upon and
0 put in place any procedures which are necessary to prevent a repeat of the non compliance
Frequency of audits
Audit all parts of the EMS about every two to three years except in areas with particularly significant environmental impacts Audit these more frequently
Extemal audits
You might wish to pay for audits - see Section 22 on Certification
21 Management review Section 46 of the Standard
The review measures the effectiveness of the system It is an opportunity for the Management Representative and senior management to review the EMS structure and to evaluate the organisations environmental policies objectives targets and procedures to determine
0 whether they are being followed
0 whether they remain suitable adequate and effective
0 where changes are necessary to secure continual improvement and
0 if the EMS is achieving its overall objectives and helping the organisation meet its business goals
The scope of the review should be comprehensive though not all the elements of the EMS need to be reviewed at once The process may extend over a period of time
22
Frequency of reviews
Every one or two years is probably sufficient for most office based organisations However the frequency of reviews will depend on
0 how successfully the EMS is running (see Annex E)
e the significance of the environmental impacts
whether there have been any changes in activities or circumstances eg the contracting out of say facilities management
e whether any extemal issues of importance have arisen eg new or revised regulations changes in Government policies new initiatives from Green Ministers
Review team
Ensure that
0 a team is appointed comprising of individuals with either executive responsibility or specialist responsibility
e the team is provided with all the information necessary to effectively review the EMS such as
internal and extemal audits
environmental policy objectives and targets
operational controls
environmental manual
non compliance reports
concems expressed by relevant parties
0 the sites to be covered by the review are clearly defined
0 direct and indirect impacts are covered and both positive and negative impacts
0 time is provided for the team to look at broader issues relating to your EMS eg new legislation policies technologies and techniques
0 what has happened in the past is covered eg incidents of non compliance and corrective action taken
time is allowed for writing the report which should outline
the scope of the review
23
methods used
details of findings and
recommendations
the recommendations
highlight the areas of the EMS where improvements are required
name the individual who should implement them
the actions resulting from the review are monitored and recorded and
any improvements which can be made to the model framework for greening government operations bee section 6 above) are notified to DETRrsquos Energy and Environment Best Practice Division The address is given at the back of this guide
21 Certification
IS0 14001 allows organisations to make a self declaration of compliance to the requirements of the standard if they do not want to get the EMS formally registered
The certification process provides a mechanism through which organisations can demonstrate their commitment to environmental protection The need to demonstrate this commitment will depend upon stakeholder requirements eg Management Boards Ministers Parliament
Certification for compliance with the standard in the UK is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) The accredited certifiers must in turn have met certain pre-determined criteria to be accredited by UKAS
Certification to IS0 14001 is a two stage process involving
(1) an initial assessment
(2) main assessment
Initial assessment
The objective is to gain an understanding of
0 your EMS in the context of relevant environmental impacts and regulations
0 whether you are fully prepared for assessment
The certification body will
0 check that your EMS
has the commitment of senior management
is based on a proper evaluation of your environmental aspects and impacts
24
meets legislative and regulatory requirements
is intended to control and improve the organisations environmental performance and
is auditable
assess the reliability of your internal audit
plan and allocate resources for further document review (where required for the main assessment) and
provide you with a document explaining what further action you must take
Main assessment
The certifier will ask to see a copy of your organisations environmental manual and procedures to determine whether your organisation is ready for the main assessment The main assessment - involving a site visit from the auditor - is the final stage in the certification process Its main purpose is to
confirm what is written actually represents what is occurring in practice
e confirm that the EMS complies with all the elements of IS0 14001
determine whether the EMS is to achieve and is achieving improvements in environmental performance and regulatory compliance and
confirm that your organisation is complying with its own policies and procedures
This means that the certifier must focus on your organisations
identification and evaluation of its environmental impacts
consequent objectives and targets
performance monitoring measuring reporting and review against your objectives and targets and
auditing to ensure the EMSS effectiveness
Generally an organisation will only fail the certification process at this stage if the corrective actions demanded by the certifier were not completed during the permitted period
The award of an IS0 14001 certificate does not complete the process The certifier will maintain a cycle of continuing assessments to ensure that the EMS complies with the standard and that it can demonstrate continual improvement in its environmental performance The trick is to ensure that the certification process does not impose excessive documentation requirements on your organisation Your system is there to help your organisation - not to make the role of the certifier easier
Certification - because of differing performance objectives - is not sufficient to demonstrate performance improvements This is why the European Unions Eco-Management and Audit Scheme (EMAS) requires organisations to produce an environmental statement
25
22 Environmental Statement
IS0 14001 does not require an environmental statement Although i t does require reports on performance to be made to top management for review and as a basis for improving the EMS
The publication of an environmental statement provides evidence that an organisation is committed to improving its environmental performance What goes in it is a matter for the organisation
Decide
what to communicate
how to communicate it
to whom to communicate it (ie stakeholders eg MPs Ministers Audit bodies)
how to elicit positive feedback and thereby reap a positive reward
Ensure that the statement
is kept simple consistent relevant and balanced (with any necessary detailed information included in annexes)
briefly describes your organisationrsquos activities
contains reliable and accurate information
summarises objectives targets impacts and other relevant issues
highlights the progress you are making
covers good and bad news in a positive manner
gives the name of the accredited certifier
avoids jargon and
is bound and all the pages are numbered
Energy and Environment Best Practice Division (EEBP) November 1998
26
Annex A
I S 0 STANDARDS CLOSELY ASSOCIATED WITH IS0 14001
denotes publication
Environmental Management
IS0 14002 - General guidelines on special considerations for small and medium enterprises
IS0 14004 - General Guidance on Principles Systems and Supporting Techniques Gives practicable help on the design development and maintenance of an EMS
Environmental Auditing
ISO14010 - General Principles Defines the scope of the audit and provides a framework for the structure and format of the audit report
IS0 14011 - Audit Procedures Auditing of Environmental Management Systems Explains the planning and conduct of an EMS audit and gives advice for example on its objectives the roles and responsibilities of those involved and the preparation and documentation of the report
IS0 14012 - Qualifications Cnteria for Environmental Auditors Provides guidance on the minimum qualifications for auditors and how to evaluate their suitability
IS014015 - Guidelines of Environmental Site Assessments
Environmental labels and declarations
IS0 14020 - Environmental labels and declarations - general principles
IS0 14021 - Environmental labelling - self declaration environmental claims - terms and conditions
IS0 14022 - Environmental claims - self declaration environmental claims - symbols
IS0 14023 - Environmental labelling - self declaration environmental claims - testing and verification methodologies
IS0 14024 - Environmental labelling type I - general principles and procedures
IS0 14025 - Environmental labelling type 111 - general principles and procedures
27
Environmental PerjGonnance
IS0 14031 - Environmental Perfonnance Evaluation Explains how to identify suitable environmental indicators for measuring performance against policies objectives and targets
IS0 14032 - Technical report type 3 - Environmental Performance Evaluation - case studies illustrating the use of IS0 14031
Life CycZe Assessments
IS0 14040 - Life cycle assessment - principles and framework
IS014041 - Life Cycle Assessment - life cycle inventory analysis
IS014042 - Life Cycle Assessment - impact assessment
IS0 14043 - Life Cycle Assessment - interpretation
IS014049 - Technical report type 3 - life cycle assessment - examples of the application of IS0 14041
Terms Q Definitions
IS0 14050 - Environmental Management Vocabulary Summarises the terms and definitions used in the IS0 14000 series of standards
Sectors
IS014061 - Technical report type 3 - guidance to assist forestry organisations in the use of IS0 14001 and 14004
28
Annex B
EXAMPLE LEGISLATION SHEET
CATEGORY waste TYPE OF ACTIVITY Duty of Care
LEGISLATION Environmental Protection Act 1990 part 11 Environmental Protection (Duty of Care) Regulations 1991
DETAIL Persons concerned with controlled waste are under a DUTY OF CARE to 1) Prevent any other person committing the offence of depositing disposing or recovering controlled waste without a waste management licence or in a manner likely to cause harm to health or the environment 2) prevent the escape of waste 3) ensure that waste is transferred to an authorised person or to a person authorised to transport waste and 4) ensure the waste is accompanied by a written description (a TRANSFER NOTE) The note must include a description of the waste and details of the parties involved in the transfer It is not necessary if a consignment note is required Further information and a model transfer note can be found in ldquoWaste Management and the Duty of Care A Code of Practicerdquo Also DETRrsquos lsquoWaste Guide advice to Government Departmentsrsquo
PENALTY It is an offence to contravene the Duty of Care requirement Summary conviction - up to euro5000 Conviction on indictment - Unlimited fine Enforcement authority - Environment Agency has an interest in muring the Duty of Care is complied with Anyone may bring a prosecution
WHERE APPLICABLE Current Waste Carrier Licences must be obtained for all waste contractors eg hose that remove paper glass and cans for recycling general waste classified waste scrap metal waste citchen oil clinical waste Transfer notes to obtained for all of the above)
j MONTH REVIEW OF COMPLIANCE An audit of waste licences and transfer notes was carried out on 20598 All licences were found to be current - licence for Contractor X had expired on 31398 and a valid eplacement had been obtained from them Transfer notes had been issued on an individual basis for each ollection of paper for recycling scrap metal waste kitchen oil Annual transfer notes were current for Fenera1 waste classified waste and clinical waste Full compliance with legislation
ZOMPLETED BY REVIEWED BY (EMS team)
iame Name Jnit Date
)ate
29
Annex C
Methodology for determining significant aspects
Important This annex supports steps 5 and 6 of the guide and should be read in conjunction with it and not be used as a stand alone document Some terms such as ldquonormal operating conditions rsquorsquo are defined in the guide itsecf
This methodology was developed to help Government departments determine their significant aspects It supports the requirements of IS0 14001 and EMAS
The methodology is divided into
1) determining significant aspects and
2) maintaining a register of significant aspects
Nore IS0 14001 does not require an organisation to maintain a register of signijkant aspects But it helps to support the documentation of the EMS
Steps for determining significant aspects
Step I define activi9 product and services
Divide the Government Department or Unit into its organisational or management structure - if this has not already been done at the planning stage of the EMS
Identify activities products or services according to existing management structure or sections of the organisation Include in the list of activities operations of the section process unit or building identified
List the activities products and services
List all activities products and services including those initially identified as possibly not having much of an impact on the environment
Step 2 Identfy the environmental aspects associated with each activity prodirct or service
Note I S 0 14001 defines an environmental aspect as an element of an organisationrsquos activiv product or service which can have a beneficial or adverse impact on the environment
30
Inputs
Identify and list the environmental aspects for each activity in terms of inputs for example
energy use (electricity fuel renewable other) water consumption (mains grey other) use of fuels (petroleum diesel alternatives other) land use (natural habitats open space landscapes sensitive areas agriculture other) use of raw or secondary materials (chemicals oils aggregates metals plastic paper other) procured services from suppliers use of natural resources
outputs
Identify and list the environmental aspects for each activity in terms of its outputs for example
wastes and byproducts generated (handling storage and transportation) discharges to water courses sewers or drains (controlled or uncontrolled) impacts on land (contamination natural habitats open space agriculture sensitive areas) discharge of thermal energy generation of noise dust odour or vibration transport products (packaging transport use and disposal) impacts on natural resources and ecosystems including wildlife impacts on built environment visual impact public (influence education regulation enforcement other)
Important Identia both the Direct and Indirect (service) aspects for the organisation Direct aspects arise from every day operations such as water consumption Indirect aspects anie from the servicesprovided by the organisation such as regulatory inspections in the commercial sector
Step 3 IdentifL the associated environmental impact of the aspects
Note IS0 14001 defines an ldquoenvironmental impactrdquo as the change which takesplace in the environment as a result of the aspect
Identify the associated environmental impacts for each aspect of the activity Environmental impacts are the actual or potential change to the environment as a result of the aspect and can be local regional or global in scale For example
31
injury to wildlife destruction of natural habitat conservation of energy waste minimisation
contamination of soil or water release of carbon dioxide to the atmosphere
reduction in vehicle emissions and other pollutants
Notes 1 The Swedish approach on EMSs in Government cover (1) direct) of internal activities (eg conserving water and energy) direct impacts of external activities (eg road construction and defence) and indirect impacts of external activities (eg regulations permits funding system)
2 Canada s system of sustainable development encompasses policies programmes and operations with federal departments working to merge instruments such as Environmental Impact Assessments with EMSs
Table showing examples of activities products and services with their associated aspects and environmental impacts
Activity Product or Service
Activity River maintenance activities
~- Product Annual Environmental Report
Service Regulating Major Industries
Environmental Aspect
Potential for accidental pollution incident
Use of paper
Environmental improvement
Associated Environmental Impact
Deoxygenating of watercourse oil spills contaminating water silt discolouring watercourse fish kill
Misuses of natural resources Destruction of habitats Pollution from production processes
Reduction in emissions reduction in pollution
conserving resources reduction in waste
incidents
Important Environmental aspects can be positive or negative Actual andpotential future aspects must be evaluated
32
Step 4 Determine the significance of the environmental impacts
Use the scoring system in the assessment tool (at the end of this Annex) to calculate the significance of each aspect or impact identified The tool is based on ldquodescriptiverdquo as well as ldquorisk basedrdquo criteria
Each aspect or impact should receive a score for the following factors
1) description of impact 2) likelihood of occurrence 3) likelihood of detection 4) severity of consequence or nuisance
Once a score is determined for all four criteria add them altogether to obtain a ldquosignificance ldquofactor The higher the score the more significant the environmental aspect
Determine the threshold of what score warrants a ldquohighrdquo significance value based on the nature of your organisationrsquos operations and the concerns of its stakeholders
Register of significant aspects
Document the aspects in a ldquoRegister of Significant Aspectsrdquo which should include a summary of the methodology used to determine the ldquosignificancerdquo values The Register should include at least the following
activity identified environmental aspect environmental impact
ldquosignificancerdquo value assigned
cross reference to the register of legislative requirements description of the effect criteria chosen
cross reference to applicable EMS procedures
Completion of the Register
Once the Register is complete work can begin in setting specific objectives and targets for each significant aspect identified
Important Ensure that the register of legislative requirements is complete (or at least that the applicable legislative requirements are identijled for each activiy and aspect) before determining the signijkance of the
organisationrsquos aspects and impacts
33
Assessment tool for determining significance of environmental aspects and impacts (see step 4 of the guide)
Description of Effect
Negligible or no impact No breach of legislation Emergency situations would cause a breach of policy or procedures
Rank Likelihood of
occurrence
0 None
~ Verysmall impact Immediate action possible Emergency situations would cause a breach of legislation Results in breach of own policy or procedures under abnormal conditions
I 1 Very low
Small impact Results in breach of legislation under abnormal conditions Results in breach of own policy or procedures under normal conditions
Moderate impact
Severe impact
Extensive impact
Activity has impact under normal operating conditions Results in breach of legislation under abnormal conditions No previous breach of legislation
Results in breach of legislation under abnormal conditions History of past breaches of legislation
Results in breach of legislation under normal operating conditions History of past breaches of legislation
2 Low
3 Moderate
4 High
5 Very high
Note Stakeholder concerns are not included in the description criteria Each organisation shouId tailor these criteria to take account of the concerns of stakeholder the public or interestedparties
34
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
Introduction
Benefits
IS0 14001 which superseded the British Standard BS 7750 is strongly supported by DETR for use in Govemment and by business This is because it can help organisations to
reduce their impact on the environment
ensure compliance with environmental legislation and regulations
0 reduce costs by making the bottom line your top priority
0 improve the effectiveness of existing management systems
reduce use of energy and resources while minimising waste
reduce unforeseen environmental risks eg escaping fuel into a water course
continually improve environmental and overall performance
raise peoples awareness and involvement and develop new skills
Main elements
Each EMS has five main elements
An environmental policy - committing the organisation to legislative and regulatory compliance continual improvement the prevention of pollution and to appropriate objectives and targets
Planning - covering a review of environmental impacts legal and other requirements setting objectives and targets and a management programme for achieving them
Implementation and operation - covering the management structure training communications documentation operational control and emergency preparedness
Checking and corrective actions - involving monitoring corrective action records and audits
Management review - for ensuring that the system continues to be suitable adequate and effective through changes made in the light of experience
Integration
You can spend a lot of effort on bureaucracy which could be better spent on making improvements Prevent this by building the new procedures into your existing management structure encouraging ownership of the procedures by the people who are going to carry them out and treating the system as a tool to improve your management rather than just to achieve IS0 14001
Other standards in IS0 14000 series are listed at Annex A
Implementing Environmental Management Systems - Guidance for Government Departments
CONTENTS
Steps to implementing an EMS
1
2
3
4
5
6
7
8
9
10
11
12
13
14
IS0 14001
Management representative
Preliminary environmental review
R e g u l a t o j requirements
Environmental aspects
Determining the significant impacts
Environmental policy statement
Objectives and targets
Environmental management programme
Responsibilities and resources
Training and staff awareness
Communications
Management manual and related documents
Document control
Page 1
Page 3
Page 3
Page 4
Page 6
Page 7
Page 8
Page 9
Page 10
Page 1 1
Page 12
Page 13
Page 15
Page 16
Page 17
15
16
17
18
19
20
21
22
23
Operational control
Emergencies and contingencies
Monitoring and measuring
Correcting and non-compliance
Records
Environmental audit
Management Review
Certification
Environmental statement
Annexes
Standards closely associated with IS0 14001
Example of Legislation Sheet
Methodology for determining significant aspects
Objectives
The essence of successful environmental management
Organisat ions
Glossary
Further information
Page 17
Page 18
Page 18
Page 19
Page 19
Page 20
Page 22
Page 24
Page 26
Annex A
Annex B
Annex C
Annex D
Annex E
Annex F
Annex G
Annex H
Steps to implementing an EMS
Basically the main steps are to
1
2
3
4
5
6
7
8
9
10
11
12
13
14
obtain a copy of the I S 0 14001 Standard
appoint a team with a manager who has authority to take action If possible someone who is directly responsible to the main Board for implementing the EMS Such a person is normally known as the ldquoManagement Representative rdquo
identify your organisations activities This is usually done by undertaking an initial environmental review
record and update legal and regulatory requirements relevant to your activities
identify your organisationrsquos environmental aspects Find out which environmental issues need to be considered
determine and prioritise the most significant environmental impacts Find out the major ways in which your organisation impacts on the environment
draft and agree an environmental policy with stakeholders - from environmental impacts identified and relevant legislation etc
develop and set objectives and targets from the environmental policy
develop an environmental managementprogramme to achieve objectives and targets
define the responsibilities and resources of key people and contractors designated to drive the EMS forward
develop awareness and training courses to ensure that people know why the EMS is important and are clear about their roles
improve communications
develop an environmental management manual and related documents
establish document control
1
15 establish operational control
16 prepare for emergencies and contingencies
17 monitor operational activities and effectiveness of system
18 establish procedures for correcting non-control and non- compliance with policy and regulations
19 maintain records
20 environmental audit procedures to identify strengths and weaknesses
21 review the EMS to determine its suitability adequacy and effectiveness
Optional
22 produce an environmental statement
23 obtain certification
2
Implementing Environmental Management Systems - Step by Step
This section shows you step by step how to set up an environmental management system which conforms to IS0 14001
1 IS0 14001
IS0 14001 explains what an organisation must do to control its environmental aspects (see glossary) and improve its environmental performance Obtain a copy of IS0 14001 from the British Standards Institution Customer Services Sales Department 389 Chiswick High Road London W4 4AL Tel 0181 996 9000 Fax 0181 996 7400 Price euro25 for BSI members and euro50 for non members - so check whether your organisation is a member
2 Management Representative Section 441 of the Standard
IS0 14001 requires top management to appoint a specific Management Representative responsible for
0 ensuring the EMS is established and maintained in accordance with the standard and
reporting on the performance of the EMS to top management for review and improvement
Note Top management may consist of aperson orgroup ofpersons with executive responsibilily for the organisation eg a Government departments management board
Determining the scope of the EMS
The Management Representative should start by determining the scope of the EMS It might cover a unit site building region the whole of the organisation or a collection of processes or functions
Most organisations begin by piloting an EMS in a unit or building and then use the expertise gained and documented to extend it to other parts of the organisation For example HM Customs amp Excise have selected their Central London region as a trial site for certification under IS0 14001 If the trial is successful they will use the experience gained to gradually extend the system to other parts of their estate thus keeping costs down and making best use of their resources
Consider building the EMS onto existing systems or integrating it with health and safety BS 8800 - the British Standards Institutes Guide to Occupational Health amp Safety Management Systems - provides a management system based on IS0 14001
It is probably best to start in a discrete area which is already well managed where there is already an interest in environmental issues and preferably where the Management Representative is close at hand Altematively choose a new building Design the system so that it is workable and capable of being replicated elsewhere on the estate to keep costs down
3
3 Environmental review Section 31 of the Standard
This is not a requirement of IS0 14001 Though the standard does state that ldquoan organisation with no existing EMS should initially establish its current position with regard to the environment by means of a preliminary environmental reviewrdquo The environmental review provides a useful snapshot of the impact which your organisation has on the environment
Scope of review
List what might be covered by the review For example
legal compliance
emergencylcontingency plans
management structure
activities of other organisational systems that can enable or impede performance
people awareness and training
procurement including relations with contractors
opportunities for cost savings
waste disposal
emissions and discharges to air water and land
water use (including check meters)
sewage drainage and if relevant trade effluent
storage
transport and deliveries
energy use and if relevant its generation
best available technologies and management practices
paper use
Use your Departmentrsquos own environmental policy statement to identify other areas Another useful source of ideas is DETRrsquos web site for greening government
Involving people
Involve key managers and people within the organisation Let them know what you are planning and encourage them to think about the part that they can play Use
journals newsletters and circulars
4
meetings briefings presentations and seminars
papers to management boards
green teams
guidance for staff and suppliers
notice boards and posters
staff suggestion schemes
e-mails intranets and the Internet
Review team
Set up a review team It should in large organisations draw its members from key areas eg operational areas such as facilities management finance personnel and contractors - if appropriate
The teamrsquos task is to evaluate existing activities procedures and systems to see how effective they are at managing existing environmental impacts eg managing and minimising waste streams This might for example involve team members interviewing a whole range of people using questionnaires to elicit information and visiting selected sites to validate the responses and to gather further information
Ensure that the review team
lets everyone know about the review
provides people (including contractors) with information
asks people to provide ideas (the people doing the job will often have ideas for improvement)
keeps senior managers informed and obtains their authority to get other people involved
sets a specific completion and reporting date
identifies those activities where savings can be made
emphasises the need for continuing improvement and a change in culture and habits
Gathering information
Gather information for each unit in turn noting any issues that concerns the whole organisation For example energy water and paper use and estate management will need to be examined for the organisation as a whole
5
4 Regulatory Requirements Section 431 of the Standard
Laws and regulations are becoming more stringent and compliance costs are increasing Non compliance - especially where it results in accidents such as spills or emissions - can cause significant losses in terms of money and management time and if a govemment department is the culprit potential embarrassment for Ministers and senior managers
Meeting legal requirements
The standard requires that a documented procedure is established to ensure that all legislation policies and other requirements to which your organisation subscribes are identified and maintained The procedure must identify the source of the information which should be accurate and from a reliable source eg the DETR web site
IS0 14001 does not require an organisation to produce a register of regulatory requirements But many bodies prefer to keep a register because it is convenient and provides proof to certification bodies that they are complying with this requirement of the standard DETRrsquos web site for greening govemment contains a copy of a register of regulatory requirements which if used will need to be tailored to suit the EMSrsquoS scope and circumstance
Maintaining a register helps you to ensure continual compliance with existing legislation take account of future relevant legislation and rapidly correct any non compliance Include in your register if applicable
0 operational permits
discharge consents
local authority consents
0 planning consents
0 other regulatory consents or authorisations
In addition to the legislative requirements the organisation must also record that it is aware of lsquoother requirementsrsquo to which it subscribes For example
0 the Departmentrsquos Policy Statement and improvement programme
0 UK EU and OECD commitments
0 decisions of Green Ministers
0 codes of practice or best practice advice
non regulatory guidelines eg ldquoGreen Guide for Buyersrdquo
Establish a procedure to ensure that the register is kept up to date either through a series of reviews or by notification of changes such as the service provided by Croners Environmental Management amendment services
6
You may also find it helpful to monitor compliance with the legislation identified by listing
Who is responsible for compliance
What procedures must be followed to ensure compliance
Results of checks against the procedures
Note an example of a legislation sheet is given at Annex B
5 Environmental aspects Section 431 of ihe Standard
There are two types of environmental aspects
direct which arise from every day activities such as consuming energy and water using transport purchasing goods and services and managing waste which deplete resources and cause emissions to air and water - all of which have a direct impact on the environment Others include new buildings which may affect natural habitats and open space visual appearance of Government buildings which may improve or reduce the quality of the built environment and activities which create noise
indirect which arise from the services provided by your organisation such as the development of policies and programmes These may be fairly immediate eg a rise in landfill tax Or they can be more indirect like the impact of a publicity campaign on environmental awareness
Some environmental aspects are negative - they cause damage to the environment Others may be positive - they benefit the environment Some are ldquoactualrdquo Le they are already happening Others are potential ie they could occur if the organisation took some action
Holisiic approach
Implementing an EMS which covers both direct and indirect impacts is more likely to change the culture of an organisation and promote all round improvements in its environmental performance This is the approach which is being adopted by the Govemment of Sweden where there are plans to implement EMSs in all of that countryrsquos 300 or so agencies based on IS0 14001 and the European Unionrsquos Eco-Management and Audit Scheme (EMAS)
The model framework for greening government covers direct environmental impacts DETRs Sustainable Development Unit has produced guidelines for environmentally appraising policies and programmes These cover indirect impacts
There are also a number of guides on DETRrsquos web site for greening Government which provide advice for reducing direct impacts For example
Conserving Water - Advice for Government Departments
Green Guide for Buyers
Green Guide to Construction and Refurbishment
7
Guide to Environmentally Preferable IT Equipment
Guide to Green Transport Plans
Waste Guide - Advice for Government Departments
Prepare a list of environmental impacts for each unit and discuss it with operational managers key people and other interested parties such as contractors and suppliers
6 Determining the organisationrsquos significant impacts Section 431 of the Standard
Concentrate on those impacts which can secure the biggest improvements in your organisationrsquos environmental performance A general rule of thumb is that 20 of your activities will account for 80 of the environmental impacts The process involves assessing the significance of each activity and then prioritising actions on those which have the biggest environmental impact
There are two major components of ldquosignificancerdquo The Local Government Management Board which developed LA-EMAS defined them as
Importance - the frequency with which the environment is affected by the activity balanced against the severity of the impact when it occurs The higher the frequency and severity the bigger the score and the higher the priority
Influence the balance between the influence which an organisation potentially could exert to control an impact against the degree to which this influence is being exerted The more influence an organisation has over a particular significant impact the easier it is to reduce it
Assessments of significance will depend on several factors eg potential regulatory exposure difficulties in changing the impact financial implications (costs and savings) concern of stakeholders and the effect on the public image of the organisation from complaints and a bad press
Determine the significance of each of the environmental impacts under
Normal Operating Conditions Le under routine operating procedures
Abnormal Operating Conditions ie where there are planned deviations from normal procedures eg starting boilers up following a prolonged shutdown
Incidents or Accidents Le unplanned events having effects beyond those normally encountered eg a burst water mains
Note Take account of the influence ofpast site activities which for example resulted in contamination of water and land and which could arise in thefiiture
Use a proven methodology such as the one at Annex C to evaluate the significance of each activity or process Other examples are given on the Department of the Environment Transport and the Region rsquo s web site h ftpw w w environment detrgo v uwgreeninglgghome h tm
8
7 Environmental Policy Statement Section A2 of the Standard
The Environmental Policy Statement is the comerstone of an EMS It should
state the aims and principles of action for tackling the significant impacts of your organisations activities on the environment and
e enable management to communicate its environmental priorities to employees contractors and other interested parties
Model framework
DETR with help from other Government departments has already produced a model policy statement for greening operations which Green Ministers are encouraging their Departments to adopt or adapt to meet their specific circumstances Use it to form the basis of your organisations environmental policy - a copy is on DETRs web site for greening government
Once compiled check that your policy statement
e clearly describes the area(s) and functions of the organisation to which it applies
is appropriate to the nature scale and significant environmental impacts of your organisations activities products and services
e includes a commitment to continual improvement
e includes a commitment to prevent pollution and to comply with relevant environmental legislation and regulations and other obligations on the organisation
Note Legal requirements include multi-lateral environmental agreements such as the Montreal Protocol on phasing out ozone depleting substances Other obligations may include Agenda 21 codes ofpractice and best practice guides
e provides a framework for setting and reviewing environmental objectives and targets
e contains views of stakeholders such as Green Ministers suppliers and contractors
covers risk reduction eg protection of water courses from spills
is compatible with health and safety policies
promotes sustainability by working with others to develop viable solutions to economic social and environmental problems
contains a commitment to train employees and promotes improvement to their environmental performance
is sufficiently clear to be understood by internal and external interested parties
9
8 is dated and signed by senior management communicated to all employees and made available to the public
Note It is not essential to make thepolicy statement available to the public but a decision must be recorded in the documentation to show that this was considered
8 Objectives and targets Section 433 of the Standard
Draw up objectives and measurable targets in consultation with key managers and their people and where relevant suppliers and contractors All should be involved in setting objectives and targets for their particular field or activity This is a good way of ensuring that they are
8 owned by stakeholders
0 appropriate to the areas of operation and
8 achievable
Check that the objectives and targets
0 address the most significant environmental impacts
0 comply with entries in the Register of Regulatory Requirements
meet the aims of your organisations environmental policies 8
8 provide for continuing improvement in overall environmental performance
8 are SMART Le specific measurable (wherever practicable) achievable realistic and time-limited
0 take preventative measures into account where appropriate
8 are practicable (taking account of economic constraints) and act as an incentive for action not as a source of demoralisation
Note IS0 14001 asks organisations when considering their technological options to consider the use of best available technology where economically viable cost effective and judged appropriate
8 refer to other relevant policies standards and codes of reference and
8 reflect the concerns of other stakeholders such as Green Ministers
NOTE The model framework (see section 7) contains a series of aims and objectives designed primarily for office based Government departments More detailed targets are given in the model improvement programme which is also on DETRs web site for greening Government andprovides the means of implementing the statement
Regularly review your objectives and targets and ensure that your policy statement is updated to reflect any changes in activities and priorities More information on objectives is given in Annex D
10
Draft I S 0 14031 Guidelines for Environmental Performance Evaluation (EPE) provides advice on how to identify suitable environmental indicators to enable performance to be measured or monitored against criteria set by management
9 Environmental Management Programme Section 434 of the Standard
The management programme is designed to implement the environmental management system It consists of a number of procedures such as
How the environmental policy will be implemented
How the objectives and targets will be achieved
Environmental review of new activities
How communication will be covered
For each of the above elements an action plan should be established and documented describing
who is responsible for managing the actions
who is responsible for undertaking the work including contractors
what action needs to be taken ie the procedure
what is the timescale and means
how will compliance with this programme be achieved
who will monitor compliance
DETRs model improvement programme for greening government operations provides a good starting point for developing an environmental management programme
11
EXAMPLE OF MANAGEMENT PROGRAMME SHEET
Management Representative
Miss Jones and Mr Bro wn
Mr Smith
Mrs Green
Objective To extend the amount of recycled paper bought in the Division in accordance with Departmental targcts
responsible for the management of the programme to achieve this target by holding meetings with Mrs Green on a 6 monthly basis
responsible for ordering the paper for the Division
responsible for setting up a call off contract for the purchase of recycled paper which will include the specification for management information regarding the type and quantity of paper purchased
responsible for training the stationery ordering staff 1998
October 1998 April 1999
as required
This contract will be set up by end April 1998
in the first week of May
Target To ensure all staff are aware of and act upon the Departmentrsquos policy to purchase only recycled paper containing at least 80 genuine post consumer waste (including agri-pulp) except where the Directorate of Communication authorises the use of special paper
responsible for obtaining the management information issued to Mr Smith and assessing compliance with the procedures
Name 1 Responsibility I Date
July 1998 October 1998 January 1999 April 1999
Mrs Green for issuing written instructions to stationery ordering staff
May 1998 (re-issue November 1998)
Mrs Green
10 Responsibilities and resources Section 441 of the Standard
IS0 14001 requires top management to provide staff time funds and other resources essential to the implementation and control of the EMS This means
a clearly defining and documenting the roles and responsibilities for all people whose work comes under the management programme
e appointing a senior manager to oversee the development of the EMS and to ensure that performance is evaluated against the requirements of the environmental policy and
providing the Management Representative (see step 2) with the necessary authority and support
12
Most parts of an organisation will already have management systems in place including management responsibilities and individual duties These should be adapted in consultation with line management For example to include
a environmental responsibilities in job descriptions where appropriate
a information on environmental responsibilities in management manual records
a clear instructions for people including contractors with specific responsibilities
11 Training and raising awareness Section 442 of the Standard
Training is crucial to the success of an EMS Attempting to introduce an EMS without firsf trying to make people aware of their responsibilities and equipping them with necessary skills leads to frustration and impotent action Training can also bring other benefits by
a stemming breaches in regulatory consents and authorisations (most of which result from human error rather than equipment failure)
a stimulating people into developing new ideas and
a improving the effectiveness of the EMS eg in terms of conserving resources reducing waste and saving money
Determining training levels
Determine the target audience and level of training required by asking such questions as
a Do people fully understand the content and implications of your organisationrsquos environmental policy
a Do managers fully understand how the EMS provides controls over your organisationrsquos significant environmental impacts
a Do operators understand the environmental impacts of their activities on the environment and have access to up to date information
a Is there a general awareness of the
relationship between energy use and the environment
need to minimise waste by maximising reduction reuse and recycling
Expanding competency
Training should expand the environmental competency and knowledge of people including contractors Ensure that it covers the
a importance of conformance with policy procedures and the EMS
13
~~ ~ ~ ~~ significant environmental impacts (actual and potential)
roles and responsibilities of people in achieving conformance
0 potential consequences of failure to follow operating procedures and
merits of improving environmental performance
Training options
Job specific training should cover people and contractors whose work is covered by environmental regulations or is concemed with achieving the environmental objectives and targets eg in procurement and estate and facilities management This might include
1 Formal courses for
0 developing environmental awareness for all
building an understanding of the EMS for managers and key people which explains what the organisation is seeking to achieve and why
explaining work instructions and developing technical skills for specialists operators and those who are responsible for significant environmental impacts
2 Informal on the job training for
helping an employee to do the job correctly safely and effectively
3 Informal training
distance leaming packages
news sheets
in-house newsletters etc
Other methods
Look at other methods of raising awareness such as
vocational training
continuously updated information on Intranet and Internet web sites
0 presentation of a policy statement and environmental reports to each employee
0 participation in Green Teams
0 internal seminars workshops talks and lectures
14
video presentations and
external seminars workshops and conferences
Evaluation
Regularly evaluate training to assess its value to the environmental performance of the organisation
Use compliance audits or audits of the EMS to identify deficiencies resulting from inadequate or lack of training
Training organisations
The UKs Institute of Environmental Managers have designed a Best Practice Programme to help managers put the theory of environmental management into practice
12 Communications Section 443 of the Standard
Check if suitable systems exist for communicatingbetween the various levels and functions of an organisation and with external interested parties
Where necessary establish and maintain procedures to make people and contractors aware of
(a) the importance of conforming to policy procedures and the EMS
(b) the significant environmental impacts (actual and potential)
(c) their roles and responsibilities in achieving conformance and
(d) the potential consequences of departing from specified procedures
Intemal reporting
Reporting on environmental performance is essential in determining improvement over time
Decide
what to communicate
how to communicate it
to whom to communicate i t (eg Management Board Green Ministers Parliamentary Environmental Audit Committee OECD)
Note You must documentyour decision on whom to communicate it to in the Management Manual
how to elicit positive feedback and response and thereby reap a positive reward (the 3 Rs Report-Response-Reward)
15
Note IS0 14031 Guidelines fo r Environmental Performance Evaluation (EPE) provides advice on reporting and communicating EPE information to management employees and interested parties
13 Management manual and related documents Section 444 of the Standard
Senior management should decide the format of the documentation which must demonstrate compliance with the requirements of the EMS and that objectives and targets are being met The documents must be readily identifiable and periodically reviewed and revised Normally they will consist of
Policy statement
Environmental management (or improvement) programme and procedures
Local action plans containing objectives and targets
Register of Significant Environmental Impacts
Register of Regulatory Requirements
Site emergency plans
Work instructions for managing a particular activity or issue
Health and safety instructions
Organisational charts
System Manual
IS0 14001 stipulates that the documentation may be integrated with documentation from other systems implemented by the organisation It does not have to be in the form of a single manual although this tends to be normal practice
The manual is a key document for third party assessment It should provide the principle source of reference for the EMS and as such be relevant to the organisations activities It can cover an entire operation a building Division Directorate or entire Department etc
Ensure that the manual
is concise and well structured (with sub divisions for key areas)
contains a brief introduction to your organisation and its activities
outlines your organisations environmental policies
summarises your significant environmental impacts objectives and targets and the management programme
16
~~ defines key roles and responsibilities
identifies the role of the management representative
indicates how the requirements of IS0 14001 will be met
cross references procedures eg work instructions and other relevant documentation
highlights any emergency plans (eg for spillages)
14 Document control Section 445 of the Standard
The primary purpose of document control is to ensure that the right people have the right information at the right time in the right place Avoid complex document control systems Create and maintain only those documents which are necessary to implement the EMS and achieve improvements in environmental performance
Ensure that
the documents are assigned to the appropriate unit or job title and can be easily found
the documents are periodically reviewed revised as necessary and approved as adequate by authorised people
0 current versions are available at all locations where operations essential to the effective functioning of the environmental management system are performed
obsolete documents are promptly removed from all points of use
any obsolete documents retained for legal or other purposes are suitably identified
all pages are numbered dated and fully referenced
15 Operational control Section 446 of the Standard
This provides the means of keeping control of the system Ensure good control of critical activities by making sure you
check whether requirements are met and where necessary making any necessary corrections
provide key people with work instructions which are identifiable current and available on location
make contractors and suppliers aware of your organisations EMS as i t relates to them
17
e provide contractors with details of relevant operational procedures and requirements
give details of verification methods employed in your manual and work instructions e
e identify the person or persons responsible for
overseeing or directly achieving the objectives and targets eg the officers appointed to develop Green Transport Plans
undertaking physical spot checks
initiating investigations into cases of non compJiance and
- taking the necessary permanent corrective actions
16 Emergencies and contingencies Section 447 of the Standard
IS0 14001 requires an organisation to maintain documented procedures to
e identify potential accidents and emergencies which may arise from hazardous processes and the handling or disposal of dangerous materials
e minimise any environmental impacts resulting from these incidents and
e periodically test such procedures if practicable
Such procedures may already be in place under the Control of Substances Hazardous to Health (COSHH) and Control of Industrial Major Accidents and Hazards (CIMAH) - see the Register of Regulatory Requirements These should if effective be formally adopted and recorded in the EMS documentation Inform directly involved people and contractors and provide additional trzining where the work requires
e complicated monitoring maintenance or inspection routines
e the co-ordination of several operations or
e business continuity plans
17 Monitoring and measuring Section 451 of the Standard
Monitoring and measuring are necessary to test whether the organisation is achieving its objectives and targets and whether the procedures for operational control are effective
Check if systems (with correct procedures) exist for regularly monitoring and measuring
performance against objectives and targets
implementation of operational controls
compliance with the law
Note Always try to build on existing systems to save time and eort
i a
18 Correcting for non-control or non compliance Section 452 of the Standard
IS0 14001 requires procedures for identifying and correcting non compliance In office based organisations this is most likely to result from a failure to meet performance levels or the malfunctioning of the EMS itself (eg ambiguous procedures) rather than through a major process failure which can cause environmental damage
Ensure that the procedures
0 identify the cause of non-conformance
0 identify and implement the necessary corrective action
0 implement or modify controls necessary to avoid future repetitions
0 record any changes in written procedures resulting from the corrective action
0 record any significant environmental impacts arising from the non compliance
0 are included in the manual and other documentation
19 Records Section 453 of the Standard
EMS records are kept to
0 demonstrate compliance with the requirements of your EMS and legislation
0 determine the extent to which targets and objectives have been met in line with your organisations overall environment policy and
0 provide evidence of the on-going operation of the system
Include in your record system
0 reports of audit and reviews
0 training
0 details of any failures to comply with policy and regulations and corrective actions
details of any complaints and the corrective actions taken 0
inspection and maintenance reports
0 information on emergency preparedness and response
quantities of materials collected for recycling or dispose as waste
19
0 meter data for gas electricity and water
licenses and other legal documents ~~~ ~ ~~ ~~~~~~ ~~~~~~ ~~
0
0 communications with suppliers contractors and general public
a notes or minutes of meetings
other relevant records
Establish and record retention times for the records kept and protect them against damage deterioration or loss They may be stored in paper or electronic form or both
Ensure that records kept by other parts of the organisation such as facilities managers and procurement officers are cross referenced with those held centrally
20 Environmental audit Section 454 of the Standard
The purpose of an EMS audit is to assess whether the system conforms to the requirements of the environmental policy and other criteria such as relevant legislation and regulations and if certification is sought IS0 14001
IS0 14001 requires you to
establish and maintain programmes and procedures for lsquo)eriodicaf[y rdquo auditing the EMS
0 base the audit programme on the environmental importance of the activity concerned and the results of previous audits
0 cover the audit scope frequency and methodologies as well as the responsibilities and requirements for conducting audits and reporting results
Intemal audits
Select an audit team of about 3 to 4 persons Ensure that the team members have
0 no direct management responsibility for the part of the organisation being audited
0 sufficient knowledge and expertise to carry it out especially in the areas of
management systems auditing
relevant EMS standards
offices facilities and plant
industry knowledge ( i f appropriate)
environmental legislation and issues
20
Preparation
Prepare ~~ ~
audit checklists which should list all the EMS procedures relevant to the area under review (procedures may vary between different operational areas)
documents for recording non compliance and
a timetable for the audit programme
Gather reference information about the area such as plans COSHH assessments lists of procedures and records Inform managers and people at the site of the timing of the audit its objectives and what is expected from them You will need their co-operation if the audit is to be conducted efficiently and effectively
Getting the most from the audit
Use the audit to
help your organisation develop a framework for conducting its own internal environmental audits and management reviews
maintain increased environmental awareness and a sense of responsibility among people and contractors
determine whether the EMS has been properly implemented and maintained Check that the EMS complies with
the requirements of IS0 14001
the manuals and work instructions of the EMS
your organisations environmental policy objectives and targets
evaluate the value of training to the environmental performance of the organisation and to the protection of the environment as a whole
Review and report
Review and assess the findings and recommendations of the audit and specify a programme for implementing any follow up actions Some actions must be taken immediately eg where a lapse in procedure has led to possible non compliance with legislative requirements
Produce the report and provide results to management Normally the report will consist of
a brief description of the audits objectives
the areas that have been audited
who was involved in auditing them
21
0 references to the source of information on which the audit findings were based
a review of the audit areas highlighting 0
non compliance Le lapses in either the content or implementation and records and
opportunities for improvement eg waste minimisation cleaner processes
Corrective action
Immediately the auditors report is approved draw up an action plan with deadlines to
correct any deficiencies (the major ones first)
0 deliver improvements
ensure everyone is aware of their commitments
0 reassure senior managers that the recommendations are being acted upon and
0 put in place any procedures which are necessary to prevent a repeat of the non compliance
Frequency of audits
Audit all parts of the EMS about every two to three years except in areas with particularly significant environmental impacts Audit these more frequently
Extemal audits
You might wish to pay for audits - see Section 22 on Certification
21 Management review Section 46 of the Standard
The review measures the effectiveness of the system It is an opportunity for the Management Representative and senior management to review the EMS structure and to evaluate the organisations environmental policies objectives targets and procedures to determine
0 whether they are being followed
0 whether they remain suitable adequate and effective
0 where changes are necessary to secure continual improvement and
0 if the EMS is achieving its overall objectives and helping the organisation meet its business goals
The scope of the review should be comprehensive though not all the elements of the EMS need to be reviewed at once The process may extend over a period of time
22
Frequency of reviews
Every one or two years is probably sufficient for most office based organisations However the frequency of reviews will depend on
0 how successfully the EMS is running (see Annex E)
e the significance of the environmental impacts
whether there have been any changes in activities or circumstances eg the contracting out of say facilities management
e whether any extemal issues of importance have arisen eg new or revised regulations changes in Government policies new initiatives from Green Ministers
Review team
Ensure that
0 a team is appointed comprising of individuals with either executive responsibility or specialist responsibility
e the team is provided with all the information necessary to effectively review the EMS such as
internal and extemal audits
environmental policy objectives and targets
operational controls
environmental manual
non compliance reports
concems expressed by relevant parties
0 the sites to be covered by the review are clearly defined
0 direct and indirect impacts are covered and both positive and negative impacts
0 time is provided for the team to look at broader issues relating to your EMS eg new legislation policies technologies and techniques
0 what has happened in the past is covered eg incidents of non compliance and corrective action taken
time is allowed for writing the report which should outline
the scope of the review
23
methods used
details of findings and
recommendations
the recommendations
highlight the areas of the EMS where improvements are required
name the individual who should implement them
the actions resulting from the review are monitored and recorded and
any improvements which can be made to the model framework for greening government operations bee section 6 above) are notified to DETRrsquos Energy and Environment Best Practice Division The address is given at the back of this guide
21 Certification
IS0 14001 allows organisations to make a self declaration of compliance to the requirements of the standard if they do not want to get the EMS formally registered
The certification process provides a mechanism through which organisations can demonstrate their commitment to environmental protection The need to demonstrate this commitment will depend upon stakeholder requirements eg Management Boards Ministers Parliament
Certification for compliance with the standard in the UK is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) The accredited certifiers must in turn have met certain pre-determined criteria to be accredited by UKAS
Certification to IS0 14001 is a two stage process involving
(1) an initial assessment
(2) main assessment
Initial assessment
The objective is to gain an understanding of
0 your EMS in the context of relevant environmental impacts and regulations
0 whether you are fully prepared for assessment
The certification body will
0 check that your EMS
has the commitment of senior management
is based on a proper evaluation of your environmental aspects and impacts
24
meets legislative and regulatory requirements
is intended to control and improve the organisations environmental performance and
is auditable
assess the reliability of your internal audit
plan and allocate resources for further document review (where required for the main assessment) and
provide you with a document explaining what further action you must take
Main assessment
The certifier will ask to see a copy of your organisations environmental manual and procedures to determine whether your organisation is ready for the main assessment The main assessment - involving a site visit from the auditor - is the final stage in the certification process Its main purpose is to
confirm what is written actually represents what is occurring in practice
e confirm that the EMS complies with all the elements of IS0 14001
determine whether the EMS is to achieve and is achieving improvements in environmental performance and regulatory compliance and
confirm that your organisation is complying with its own policies and procedures
This means that the certifier must focus on your organisations
identification and evaluation of its environmental impacts
consequent objectives and targets
performance monitoring measuring reporting and review against your objectives and targets and
auditing to ensure the EMSS effectiveness
Generally an organisation will only fail the certification process at this stage if the corrective actions demanded by the certifier were not completed during the permitted period
The award of an IS0 14001 certificate does not complete the process The certifier will maintain a cycle of continuing assessments to ensure that the EMS complies with the standard and that it can demonstrate continual improvement in its environmental performance The trick is to ensure that the certification process does not impose excessive documentation requirements on your organisation Your system is there to help your organisation - not to make the role of the certifier easier
Certification - because of differing performance objectives - is not sufficient to demonstrate performance improvements This is why the European Unions Eco-Management and Audit Scheme (EMAS) requires organisations to produce an environmental statement
25
22 Environmental Statement
IS0 14001 does not require an environmental statement Although i t does require reports on performance to be made to top management for review and as a basis for improving the EMS
The publication of an environmental statement provides evidence that an organisation is committed to improving its environmental performance What goes in it is a matter for the organisation
Decide
what to communicate
how to communicate it
to whom to communicate it (ie stakeholders eg MPs Ministers Audit bodies)
how to elicit positive feedback and thereby reap a positive reward
Ensure that the statement
is kept simple consistent relevant and balanced (with any necessary detailed information included in annexes)
briefly describes your organisationrsquos activities
contains reliable and accurate information
summarises objectives targets impacts and other relevant issues
highlights the progress you are making
covers good and bad news in a positive manner
gives the name of the accredited certifier
avoids jargon and
is bound and all the pages are numbered
Energy and Environment Best Practice Division (EEBP) November 1998
26
Annex A
I S 0 STANDARDS CLOSELY ASSOCIATED WITH IS0 14001
denotes publication
Environmental Management
IS0 14002 - General guidelines on special considerations for small and medium enterprises
IS0 14004 - General Guidance on Principles Systems and Supporting Techniques Gives practicable help on the design development and maintenance of an EMS
Environmental Auditing
ISO14010 - General Principles Defines the scope of the audit and provides a framework for the structure and format of the audit report
IS0 14011 - Audit Procedures Auditing of Environmental Management Systems Explains the planning and conduct of an EMS audit and gives advice for example on its objectives the roles and responsibilities of those involved and the preparation and documentation of the report
IS0 14012 - Qualifications Cnteria for Environmental Auditors Provides guidance on the minimum qualifications for auditors and how to evaluate their suitability
IS014015 - Guidelines of Environmental Site Assessments
Environmental labels and declarations
IS0 14020 - Environmental labels and declarations - general principles
IS0 14021 - Environmental labelling - self declaration environmental claims - terms and conditions
IS0 14022 - Environmental claims - self declaration environmental claims - symbols
IS0 14023 - Environmental labelling - self declaration environmental claims - testing and verification methodologies
IS0 14024 - Environmental labelling type I - general principles and procedures
IS0 14025 - Environmental labelling type 111 - general principles and procedures
27
Environmental PerjGonnance
IS0 14031 - Environmental Perfonnance Evaluation Explains how to identify suitable environmental indicators for measuring performance against policies objectives and targets
IS0 14032 - Technical report type 3 - Environmental Performance Evaluation - case studies illustrating the use of IS0 14031
Life CycZe Assessments
IS0 14040 - Life cycle assessment - principles and framework
IS014041 - Life Cycle Assessment - life cycle inventory analysis
IS014042 - Life Cycle Assessment - impact assessment
IS0 14043 - Life Cycle Assessment - interpretation
IS014049 - Technical report type 3 - life cycle assessment - examples of the application of IS0 14041
Terms Q Definitions
IS0 14050 - Environmental Management Vocabulary Summarises the terms and definitions used in the IS0 14000 series of standards
Sectors
IS014061 - Technical report type 3 - guidance to assist forestry organisations in the use of IS0 14001 and 14004
28
Annex B
EXAMPLE LEGISLATION SHEET
CATEGORY waste TYPE OF ACTIVITY Duty of Care
LEGISLATION Environmental Protection Act 1990 part 11 Environmental Protection (Duty of Care) Regulations 1991
DETAIL Persons concerned with controlled waste are under a DUTY OF CARE to 1) Prevent any other person committing the offence of depositing disposing or recovering controlled waste without a waste management licence or in a manner likely to cause harm to health or the environment 2) prevent the escape of waste 3) ensure that waste is transferred to an authorised person or to a person authorised to transport waste and 4) ensure the waste is accompanied by a written description (a TRANSFER NOTE) The note must include a description of the waste and details of the parties involved in the transfer It is not necessary if a consignment note is required Further information and a model transfer note can be found in ldquoWaste Management and the Duty of Care A Code of Practicerdquo Also DETRrsquos lsquoWaste Guide advice to Government Departmentsrsquo
PENALTY It is an offence to contravene the Duty of Care requirement Summary conviction - up to euro5000 Conviction on indictment - Unlimited fine Enforcement authority - Environment Agency has an interest in muring the Duty of Care is complied with Anyone may bring a prosecution
WHERE APPLICABLE Current Waste Carrier Licences must be obtained for all waste contractors eg hose that remove paper glass and cans for recycling general waste classified waste scrap metal waste citchen oil clinical waste Transfer notes to obtained for all of the above)
j MONTH REVIEW OF COMPLIANCE An audit of waste licences and transfer notes was carried out on 20598 All licences were found to be current - licence for Contractor X had expired on 31398 and a valid eplacement had been obtained from them Transfer notes had been issued on an individual basis for each ollection of paper for recycling scrap metal waste kitchen oil Annual transfer notes were current for Fenera1 waste classified waste and clinical waste Full compliance with legislation
ZOMPLETED BY REVIEWED BY (EMS team)
iame Name Jnit Date
)ate
29
Annex C
Methodology for determining significant aspects
Important This annex supports steps 5 and 6 of the guide and should be read in conjunction with it and not be used as a stand alone document Some terms such as ldquonormal operating conditions rsquorsquo are defined in the guide itsecf
This methodology was developed to help Government departments determine their significant aspects It supports the requirements of IS0 14001 and EMAS
The methodology is divided into
1) determining significant aspects and
2) maintaining a register of significant aspects
Nore IS0 14001 does not require an organisation to maintain a register of signijkant aspects But it helps to support the documentation of the EMS
Steps for determining significant aspects
Step I define activi9 product and services
Divide the Government Department or Unit into its organisational or management structure - if this has not already been done at the planning stage of the EMS
Identify activities products or services according to existing management structure or sections of the organisation Include in the list of activities operations of the section process unit or building identified
List the activities products and services
List all activities products and services including those initially identified as possibly not having much of an impact on the environment
Step 2 Identfy the environmental aspects associated with each activity prodirct or service
Note I S 0 14001 defines an environmental aspect as an element of an organisationrsquos activiv product or service which can have a beneficial or adverse impact on the environment
30
Inputs
Identify and list the environmental aspects for each activity in terms of inputs for example
energy use (electricity fuel renewable other) water consumption (mains grey other) use of fuels (petroleum diesel alternatives other) land use (natural habitats open space landscapes sensitive areas agriculture other) use of raw or secondary materials (chemicals oils aggregates metals plastic paper other) procured services from suppliers use of natural resources
outputs
Identify and list the environmental aspects for each activity in terms of its outputs for example
wastes and byproducts generated (handling storage and transportation) discharges to water courses sewers or drains (controlled or uncontrolled) impacts on land (contamination natural habitats open space agriculture sensitive areas) discharge of thermal energy generation of noise dust odour or vibration transport products (packaging transport use and disposal) impacts on natural resources and ecosystems including wildlife impacts on built environment visual impact public (influence education regulation enforcement other)
Important Identia both the Direct and Indirect (service) aspects for the organisation Direct aspects arise from every day operations such as water consumption Indirect aspects anie from the servicesprovided by the organisation such as regulatory inspections in the commercial sector
Step 3 IdentifL the associated environmental impact of the aspects
Note IS0 14001 defines an ldquoenvironmental impactrdquo as the change which takesplace in the environment as a result of the aspect
Identify the associated environmental impacts for each aspect of the activity Environmental impacts are the actual or potential change to the environment as a result of the aspect and can be local regional or global in scale For example
31
injury to wildlife destruction of natural habitat conservation of energy waste minimisation
contamination of soil or water release of carbon dioxide to the atmosphere
reduction in vehicle emissions and other pollutants
Notes 1 The Swedish approach on EMSs in Government cover (1) direct) of internal activities (eg conserving water and energy) direct impacts of external activities (eg road construction and defence) and indirect impacts of external activities (eg regulations permits funding system)
2 Canada s system of sustainable development encompasses policies programmes and operations with federal departments working to merge instruments such as Environmental Impact Assessments with EMSs
Table showing examples of activities products and services with their associated aspects and environmental impacts
Activity Product or Service
Activity River maintenance activities
~- Product Annual Environmental Report
Service Regulating Major Industries
Environmental Aspect
Potential for accidental pollution incident
Use of paper
Environmental improvement
Associated Environmental Impact
Deoxygenating of watercourse oil spills contaminating water silt discolouring watercourse fish kill
Misuses of natural resources Destruction of habitats Pollution from production processes
Reduction in emissions reduction in pollution
conserving resources reduction in waste
incidents
Important Environmental aspects can be positive or negative Actual andpotential future aspects must be evaluated
32
Step 4 Determine the significance of the environmental impacts
Use the scoring system in the assessment tool (at the end of this Annex) to calculate the significance of each aspect or impact identified The tool is based on ldquodescriptiverdquo as well as ldquorisk basedrdquo criteria
Each aspect or impact should receive a score for the following factors
1) description of impact 2) likelihood of occurrence 3) likelihood of detection 4) severity of consequence or nuisance
Once a score is determined for all four criteria add them altogether to obtain a ldquosignificance ldquofactor The higher the score the more significant the environmental aspect
Determine the threshold of what score warrants a ldquohighrdquo significance value based on the nature of your organisationrsquos operations and the concerns of its stakeholders
Register of significant aspects
Document the aspects in a ldquoRegister of Significant Aspectsrdquo which should include a summary of the methodology used to determine the ldquosignificancerdquo values The Register should include at least the following
activity identified environmental aspect environmental impact
ldquosignificancerdquo value assigned
cross reference to the register of legislative requirements description of the effect criteria chosen
cross reference to applicable EMS procedures
Completion of the Register
Once the Register is complete work can begin in setting specific objectives and targets for each significant aspect identified
Important Ensure that the register of legislative requirements is complete (or at least that the applicable legislative requirements are identijled for each activiy and aspect) before determining the signijkance of the
organisationrsquos aspects and impacts
33
Assessment tool for determining significance of environmental aspects and impacts (see step 4 of the guide)
Description of Effect
Negligible or no impact No breach of legislation Emergency situations would cause a breach of policy or procedures
Rank Likelihood of
occurrence
0 None
~ Verysmall impact Immediate action possible Emergency situations would cause a breach of legislation Results in breach of own policy or procedures under abnormal conditions
I 1 Very low
Small impact Results in breach of legislation under abnormal conditions Results in breach of own policy or procedures under normal conditions
Moderate impact
Severe impact
Extensive impact
Activity has impact under normal operating conditions Results in breach of legislation under abnormal conditions No previous breach of legislation
Results in breach of legislation under abnormal conditions History of past breaches of legislation
Results in breach of legislation under normal operating conditions History of past breaches of legislation
2 Low
3 Moderate
4 High
5 Very high
Note Stakeholder concerns are not included in the description criteria Each organisation shouId tailor these criteria to take account of the concerns of stakeholder the public or interestedparties
34
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
Implementing Environmental Management Systems - Guidance for Government Departments
CONTENTS
Steps to implementing an EMS
1
2
3
4
5
6
7
8
9
10
11
12
13
14
IS0 14001
Management representative
Preliminary environmental review
R e g u l a t o j requirements
Environmental aspects
Determining the significant impacts
Environmental policy statement
Objectives and targets
Environmental management programme
Responsibilities and resources
Training and staff awareness
Communications
Management manual and related documents
Document control
Page 1
Page 3
Page 3
Page 4
Page 6
Page 7
Page 8
Page 9
Page 10
Page 1 1
Page 12
Page 13
Page 15
Page 16
Page 17
15
16
17
18
19
20
21
22
23
Operational control
Emergencies and contingencies
Monitoring and measuring
Correcting and non-compliance
Records
Environmental audit
Management Review
Certification
Environmental statement
Annexes
Standards closely associated with IS0 14001
Example of Legislation Sheet
Methodology for determining significant aspects
Objectives
The essence of successful environmental management
Organisat ions
Glossary
Further information
Page 17
Page 18
Page 18
Page 19
Page 19
Page 20
Page 22
Page 24
Page 26
Annex A
Annex B
Annex C
Annex D
Annex E
Annex F
Annex G
Annex H
Steps to implementing an EMS
Basically the main steps are to
1
2
3
4
5
6
7
8
9
10
11
12
13
14
obtain a copy of the I S 0 14001 Standard
appoint a team with a manager who has authority to take action If possible someone who is directly responsible to the main Board for implementing the EMS Such a person is normally known as the ldquoManagement Representative rdquo
identify your organisations activities This is usually done by undertaking an initial environmental review
record and update legal and regulatory requirements relevant to your activities
identify your organisationrsquos environmental aspects Find out which environmental issues need to be considered
determine and prioritise the most significant environmental impacts Find out the major ways in which your organisation impacts on the environment
draft and agree an environmental policy with stakeholders - from environmental impacts identified and relevant legislation etc
develop and set objectives and targets from the environmental policy
develop an environmental managementprogramme to achieve objectives and targets
define the responsibilities and resources of key people and contractors designated to drive the EMS forward
develop awareness and training courses to ensure that people know why the EMS is important and are clear about their roles
improve communications
develop an environmental management manual and related documents
establish document control
1
15 establish operational control
16 prepare for emergencies and contingencies
17 monitor operational activities and effectiveness of system
18 establish procedures for correcting non-control and non- compliance with policy and regulations
19 maintain records
20 environmental audit procedures to identify strengths and weaknesses
21 review the EMS to determine its suitability adequacy and effectiveness
Optional
22 produce an environmental statement
23 obtain certification
2
Implementing Environmental Management Systems - Step by Step
This section shows you step by step how to set up an environmental management system which conforms to IS0 14001
1 IS0 14001
IS0 14001 explains what an organisation must do to control its environmental aspects (see glossary) and improve its environmental performance Obtain a copy of IS0 14001 from the British Standards Institution Customer Services Sales Department 389 Chiswick High Road London W4 4AL Tel 0181 996 9000 Fax 0181 996 7400 Price euro25 for BSI members and euro50 for non members - so check whether your organisation is a member
2 Management Representative Section 441 of the Standard
IS0 14001 requires top management to appoint a specific Management Representative responsible for
0 ensuring the EMS is established and maintained in accordance with the standard and
reporting on the performance of the EMS to top management for review and improvement
Note Top management may consist of aperson orgroup ofpersons with executive responsibilily for the organisation eg a Government departments management board
Determining the scope of the EMS
The Management Representative should start by determining the scope of the EMS It might cover a unit site building region the whole of the organisation or a collection of processes or functions
Most organisations begin by piloting an EMS in a unit or building and then use the expertise gained and documented to extend it to other parts of the organisation For example HM Customs amp Excise have selected their Central London region as a trial site for certification under IS0 14001 If the trial is successful they will use the experience gained to gradually extend the system to other parts of their estate thus keeping costs down and making best use of their resources
Consider building the EMS onto existing systems or integrating it with health and safety BS 8800 - the British Standards Institutes Guide to Occupational Health amp Safety Management Systems - provides a management system based on IS0 14001
It is probably best to start in a discrete area which is already well managed where there is already an interest in environmental issues and preferably where the Management Representative is close at hand Altematively choose a new building Design the system so that it is workable and capable of being replicated elsewhere on the estate to keep costs down
3
3 Environmental review Section 31 of the Standard
This is not a requirement of IS0 14001 Though the standard does state that ldquoan organisation with no existing EMS should initially establish its current position with regard to the environment by means of a preliminary environmental reviewrdquo The environmental review provides a useful snapshot of the impact which your organisation has on the environment
Scope of review
List what might be covered by the review For example
legal compliance
emergencylcontingency plans
management structure
activities of other organisational systems that can enable or impede performance
people awareness and training
procurement including relations with contractors
opportunities for cost savings
waste disposal
emissions and discharges to air water and land
water use (including check meters)
sewage drainage and if relevant trade effluent
storage
transport and deliveries
energy use and if relevant its generation
best available technologies and management practices
paper use
Use your Departmentrsquos own environmental policy statement to identify other areas Another useful source of ideas is DETRrsquos web site for greening government
Involving people
Involve key managers and people within the organisation Let them know what you are planning and encourage them to think about the part that they can play Use
journals newsletters and circulars
4
meetings briefings presentations and seminars
papers to management boards
green teams
guidance for staff and suppliers
notice boards and posters
staff suggestion schemes
e-mails intranets and the Internet
Review team
Set up a review team It should in large organisations draw its members from key areas eg operational areas such as facilities management finance personnel and contractors - if appropriate
The teamrsquos task is to evaluate existing activities procedures and systems to see how effective they are at managing existing environmental impacts eg managing and minimising waste streams This might for example involve team members interviewing a whole range of people using questionnaires to elicit information and visiting selected sites to validate the responses and to gather further information
Ensure that the review team
lets everyone know about the review
provides people (including contractors) with information
asks people to provide ideas (the people doing the job will often have ideas for improvement)
keeps senior managers informed and obtains their authority to get other people involved
sets a specific completion and reporting date
identifies those activities where savings can be made
emphasises the need for continuing improvement and a change in culture and habits
Gathering information
Gather information for each unit in turn noting any issues that concerns the whole organisation For example energy water and paper use and estate management will need to be examined for the organisation as a whole
5
4 Regulatory Requirements Section 431 of the Standard
Laws and regulations are becoming more stringent and compliance costs are increasing Non compliance - especially where it results in accidents such as spills or emissions - can cause significant losses in terms of money and management time and if a govemment department is the culprit potential embarrassment for Ministers and senior managers
Meeting legal requirements
The standard requires that a documented procedure is established to ensure that all legislation policies and other requirements to which your organisation subscribes are identified and maintained The procedure must identify the source of the information which should be accurate and from a reliable source eg the DETR web site
IS0 14001 does not require an organisation to produce a register of regulatory requirements But many bodies prefer to keep a register because it is convenient and provides proof to certification bodies that they are complying with this requirement of the standard DETRrsquos web site for greening govemment contains a copy of a register of regulatory requirements which if used will need to be tailored to suit the EMSrsquoS scope and circumstance
Maintaining a register helps you to ensure continual compliance with existing legislation take account of future relevant legislation and rapidly correct any non compliance Include in your register if applicable
0 operational permits
discharge consents
local authority consents
0 planning consents
0 other regulatory consents or authorisations
In addition to the legislative requirements the organisation must also record that it is aware of lsquoother requirementsrsquo to which it subscribes For example
0 the Departmentrsquos Policy Statement and improvement programme
0 UK EU and OECD commitments
0 decisions of Green Ministers
0 codes of practice or best practice advice
non regulatory guidelines eg ldquoGreen Guide for Buyersrdquo
Establish a procedure to ensure that the register is kept up to date either through a series of reviews or by notification of changes such as the service provided by Croners Environmental Management amendment services
6
You may also find it helpful to monitor compliance with the legislation identified by listing
Who is responsible for compliance
What procedures must be followed to ensure compliance
Results of checks against the procedures
Note an example of a legislation sheet is given at Annex B
5 Environmental aspects Section 431 of ihe Standard
There are two types of environmental aspects
direct which arise from every day activities such as consuming energy and water using transport purchasing goods and services and managing waste which deplete resources and cause emissions to air and water - all of which have a direct impact on the environment Others include new buildings which may affect natural habitats and open space visual appearance of Government buildings which may improve or reduce the quality of the built environment and activities which create noise
indirect which arise from the services provided by your organisation such as the development of policies and programmes These may be fairly immediate eg a rise in landfill tax Or they can be more indirect like the impact of a publicity campaign on environmental awareness
Some environmental aspects are negative - they cause damage to the environment Others may be positive - they benefit the environment Some are ldquoactualrdquo Le they are already happening Others are potential ie they could occur if the organisation took some action
Holisiic approach
Implementing an EMS which covers both direct and indirect impacts is more likely to change the culture of an organisation and promote all round improvements in its environmental performance This is the approach which is being adopted by the Govemment of Sweden where there are plans to implement EMSs in all of that countryrsquos 300 or so agencies based on IS0 14001 and the European Unionrsquos Eco-Management and Audit Scheme (EMAS)
The model framework for greening government covers direct environmental impacts DETRs Sustainable Development Unit has produced guidelines for environmentally appraising policies and programmes These cover indirect impacts
There are also a number of guides on DETRrsquos web site for greening Government which provide advice for reducing direct impacts For example
Conserving Water - Advice for Government Departments
Green Guide for Buyers
Green Guide to Construction and Refurbishment
7
Guide to Environmentally Preferable IT Equipment
Guide to Green Transport Plans
Waste Guide - Advice for Government Departments
Prepare a list of environmental impacts for each unit and discuss it with operational managers key people and other interested parties such as contractors and suppliers
6 Determining the organisationrsquos significant impacts Section 431 of the Standard
Concentrate on those impacts which can secure the biggest improvements in your organisationrsquos environmental performance A general rule of thumb is that 20 of your activities will account for 80 of the environmental impacts The process involves assessing the significance of each activity and then prioritising actions on those which have the biggest environmental impact
There are two major components of ldquosignificancerdquo The Local Government Management Board which developed LA-EMAS defined them as
Importance - the frequency with which the environment is affected by the activity balanced against the severity of the impact when it occurs The higher the frequency and severity the bigger the score and the higher the priority
Influence the balance between the influence which an organisation potentially could exert to control an impact against the degree to which this influence is being exerted The more influence an organisation has over a particular significant impact the easier it is to reduce it
Assessments of significance will depend on several factors eg potential regulatory exposure difficulties in changing the impact financial implications (costs and savings) concern of stakeholders and the effect on the public image of the organisation from complaints and a bad press
Determine the significance of each of the environmental impacts under
Normal Operating Conditions Le under routine operating procedures
Abnormal Operating Conditions ie where there are planned deviations from normal procedures eg starting boilers up following a prolonged shutdown
Incidents or Accidents Le unplanned events having effects beyond those normally encountered eg a burst water mains
Note Take account of the influence ofpast site activities which for example resulted in contamination of water and land and which could arise in thefiiture
Use a proven methodology such as the one at Annex C to evaluate the significance of each activity or process Other examples are given on the Department of the Environment Transport and the Region rsquo s web site h ftpw w w environment detrgo v uwgreeninglgghome h tm
8
7 Environmental Policy Statement Section A2 of the Standard
The Environmental Policy Statement is the comerstone of an EMS It should
state the aims and principles of action for tackling the significant impacts of your organisations activities on the environment and
e enable management to communicate its environmental priorities to employees contractors and other interested parties
Model framework
DETR with help from other Government departments has already produced a model policy statement for greening operations which Green Ministers are encouraging their Departments to adopt or adapt to meet their specific circumstances Use it to form the basis of your organisations environmental policy - a copy is on DETRs web site for greening government
Once compiled check that your policy statement
e clearly describes the area(s) and functions of the organisation to which it applies
is appropriate to the nature scale and significant environmental impacts of your organisations activities products and services
e includes a commitment to continual improvement
e includes a commitment to prevent pollution and to comply with relevant environmental legislation and regulations and other obligations on the organisation
Note Legal requirements include multi-lateral environmental agreements such as the Montreal Protocol on phasing out ozone depleting substances Other obligations may include Agenda 21 codes ofpractice and best practice guides
e provides a framework for setting and reviewing environmental objectives and targets
e contains views of stakeholders such as Green Ministers suppliers and contractors
covers risk reduction eg protection of water courses from spills
is compatible with health and safety policies
promotes sustainability by working with others to develop viable solutions to economic social and environmental problems
contains a commitment to train employees and promotes improvement to their environmental performance
is sufficiently clear to be understood by internal and external interested parties
9
8 is dated and signed by senior management communicated to all employees and made available to the public
Note It is not essential to make thepolicy statement available to the public but a decision must be recorded in the documentation to show that this was considered
8 Objectives and targets Section 433 of the Standard
Draw up objectives and measurable targets in consultation with key managers and their people and where relevant suppliers and contractors All should be involved in setting objectives and targets for their particular field or activity This is a good way of ensuring that they are
8 owned by stakeholders
0 appropriate to the areas of operation and
8 achievable
Check that the objectives and targets
0 address the most significant environmental impacts
0 comply with entries in the Register of Regulatory Requirements
meet the aims of your organisations environmental policies 8
8 provide for continuing improvement in overall environmental performance
8 are SMART Le specific measurable (wherever practicable) achievable realistic and time-limited
0 take preventative measures into account where appropriate
8 are practicable (taking account of economic constraints) and act as an incentive for action not as a source of demoralisation
Note IS0 14001 asks organisations when considering their technological options to consider the use of best available technology where economically viable cost effective and judged appropriate
8 refer to other relevant policies standards and codes of reference and
8 reflect the concerns of other stakeholders such as Green Ministers
NOTE The model framework (see section 7) contains a series of aims and objectives designed primarily for office based Government departments More detailed targets are given in the model improvement programme which is also on DETRs web site for greening Government andprovides the means of implementing the statement
Regularly review your objectives and targets and ensure that your policy statement is updated to reflect any changes in activities and priorities More information on objectives is given in Annex D
10
Draft I S 0 14031 Guidelines for Environmental Performance Evaluation (EPE) provides advice on how to identify suitable environmental indicators to enable performance to be measured or monitored against criteria set by management
9 Environmental Management Programme Section 434 of the Standard
The management programme is designed to implement the environmental management system It consists of a number of procedures such as
How the environmental policy will be implemented
How the objectives and targets will be achieved
Environmental review of new activities
How communication will be covered
For each of the above elements an action plan should be established and documented describing
who is responsible for managing the actions
who is responsible for undertaking the work including contractors
what action needs to be taken ie the procedure
what is the timescale and means
how will compliance with this programme be achieved
who will monitor compliance
DETRs model improvement programme for greening government operations provides a good starting point for developing an environmental management programme
11
EXAMPLE OF MANAGEMENT PROGRAMME SHEET
Management Representative
Miss Jones and Mr Bro wn
Mr Smith
Mrs Green
Objective To extend the amount of recycled paper bought in the Division in accordance with Departmental targcts
responsible for the management of the programme to achieve this target by holding meetings with Mrs Green on a 6 monthly basis
responsible for ordering the paper for the Division
responsible for setting up a call off contract for the purchase of recycled paper which will include the specification for management information regarding the type and quantity of paper purchased
responsible for training the stationery ordering staff 1998
October 1998 April 1999
as required
This contract will be set up by end April 1998
in the first week of May
Target To ensure all staff are aware of and act upon the Departmentrsquos policy to purchase only recycled paper containing at least 80 genuine post consumer waste (including agri-pulp) except where the Directorate of Communication authorises the use of special paper
responsible for obtaining the management information issued to Mr Smith and assessing compliance with the procedures
Name 1 Responsibility I Date
July 1998 October 1998 January 1999 April 1999
Mrs Green for issuing written instructions to stationery ordering staff
May 1998 (re-issue November 1998)
Mrs Green
10 Responsibilities and resources Section 441 of the Standard
IS0 14001 requires top management to provide staff time funds and other resources essential to the implementation and control of the EMS This means
a clearly defining and documenting the roles and responsibilities for all people whose work comes under the management programme
e appointing a senior manager to oversee the development of the EMS and to ensure that performance is evaluated against the requirements of the environmental policy and
providing the Management Representative (see step 2) with the necessary authority and support
12
Most parts of an organisation will already have management systems in place including management responsibilities and individual duties These should be adapted in consultation with line management For example to include
a environmental responsibilities in job descriptions where appropriate
a information on environmental responsibilities in management manual records
a clear instructions for people including contractors with specific responsibilities
11 Training and raising awareness Section 442 of the Standard
Training is crucial to the success of an EMS Attempting to introduce an EMS without firsf trying to make people aware of their responsibilities and equipping them with necessary skills leads to frustration and impotent action Training can also bring other benefits by
a stemming breaches in regulatory consents and authorisations (most of which result from human error rather than equipment failure)
a stimulating people into developing new ideas and
a improving the effectiveness of the EMS eg in terms of conserving resources reducing waste and saving money
Determining training levels
Determine the target audience and level of training required by asking such questions as
a Do people fully understand the content and implications of your organisationrsquos environmental policy
a Do managers fully understand how the EMS provides controls over your organisationrsquos significant environmental impacts
a Do operators understand the environmental impacts of their activities on the environment and have access to up to date information
a Is there a general awareness of the
relationship between energy use and the environment
need to minimise waste by maximising reduction reuse and recycling
Expanding competency
Training should expand the environmental competency and knowledge of people including contractors Ensure that it covers the
a importance of conformance with policy procedures and the EMS
13
~~ ~ ~ ~~ significant environmental impacts (actual and potential)
roles and responsibilities of people in achieving conformance
0 potential consequences of failure to follow operating procedures and
merits of improving environmental performance
Training options
Job specific training should cover people and contractors whose work is covered by environmental regulations or is concemed with achieving the environmental objectives and targets eg in procurement and estate and facilities management This might include
1 Formal courses for
0 developing environmental awareness for all
building an understanding of the EMS for managers and key people which explains what the organisation is seeking to achieve and why
explaining work instructions and developing technical skills for specialists operators and those who are responsible for significant environmental impacts
2 Informal on the job training for
helping an employee to do the job correctly safely and effectively
3 Informal training
distance leaming packages
news sheets
in-house newsletters etc
Other methods
Look at other methods of raising awareness such as
vocational training
continuously updated information on Intranet and Internet web sites
0 presentation of a policy statement and environmental reports to each employee
0 participation in Green Teams
0 internal seminars workshops talks and lectures
14
video presentations and
external seminars workshops and conferences
Evaluation
Regularly evaluate training to assess its value to the environmental performance of the organisation
Use compliance audits or audits of the EMS to identify deficiencies resulting from inadequate or lack of training
Training organisations
The UKs Institute of Environmental Managers have designed a Best Practice Programme to help managers put the theory of environmental management into practice
12 Communications Section 443 of the Standard
Check if suitable systems exist for communicatingbetween the various levels and functions of an organisation and with external interested parties
Where necessary establish and maintain procedures to make people and contractors aware of
(a) the importance of conforming to policy procedures and the EMS
(b) the significant environmental impacts (actual and potential)
(c) their roles and responsibilities in achieving conformance and
(d) the potential consequences of departing from specified procedures
Intemal reporting
Reporting on environmental performance is essential in determining improvement over time
Decide
what to communicate
how to communicate it
to whom to communicate i t (eg Management Board Green Ministers Parliamentary Environmental Audit Committee OECD)
Note You must documentyour decision on whom to communicate it to in the Management Manual
how to elicit positive feedback and response and thereby reap a positive reward (the 3 Rs Report-Response-Reward)
15
Note IS0 14031 Guidelines fo r Environmental Performance Evaluation (EPE) provides advice on reporting and communicating EPE information to management employees and interested parties
13 Management manual and related documents Section 444 of the Standard
Senior management should decide the format of the documentation which must demonstrate compliance with the requirements of the EMS and that objectives and targets are being met The documents must be readily identifiable and periodically reviewed and revised Normally they will consist of
Policy statement
Environmental management (or improvement) programme and procedures
Local action plans containing objectives and targets
Register of Significant Environmental Impacts
Register of Regulatory Requirements
Site emergency plans
Work instructions for managing a particular activity or issue
Health and safety instructions
Organisational charts
System Manual
IS0 14001 stipulates that the documentation may be integrated with documentation from other systems implemented by the organisation It does not have to be in the form of a single manual although this tends to be normal practice
The manual is a key document for third party assessment It should provide the principle source of reference for the EMS and as such be relevant to the organisations activities It can cover an entire operation a building Division Directorate or entire Department etc
Ensure that the manual
is concise and well structured (with sub divisions for key areas)
contains a brief introduction to your organisation and its activities
outlines your organisations environmental policies
summarises your significant environmental impacts objectives and targets and the management programme
16
~~ defines key roles and responsibilities
identifies the role of the management representative
indicates how the requirements of IS0 14001 will be met
cross references procedures eg work instructions and other relevant documentation
highlights any emergency plans (eg for spillages)
14 Document control Section 445 of the Standard
The primary purpose of document control is to ensure that the right people have the right information at the right time in the right place Avoid complex document control systems Create and maintain only those documents which are necessary to implement the EMS and achieve improvements in environmental performance
Ensure that
the documents are assigned to the appropriate unit or job title and can be easily found
the documents are periodically reviewed revised as necessary and approved as adequate by authorised people
0 current versions are available at all locations where operations essential to the effective functioning of the environmental management system are performed
obsolete documents are promptly removed from all points of use
any obsolete documents retained for legal or other purposes are suitably identified
all pages are numbered dated and fully referenced
15 Operational control Section 446 of the Standard
This provides the means of keeping control of the system Ensure good control of critical activities by making sure you
check whether requirements are met and where necessary making any necessary corrections
provide key people with work instructions which are identifiable current and available on location
make contractors and suppliers aware of your organisations EMS as i t relates to them
17
e provide contractors with details of relevant operational procedures and requirements
give details of verification methods employed in your manual and work instructions e
e identify the person or persons responsible for
overseeing or directly achieving the objectives and targets eg the officers appointed to develop Green Transport Plans
undertaking physical spot checks
initiating investigations into cases of non compJiance and
- taking the necessary permanent corrective actions
16 Emergencies and contingencies Section 447 of the Standard
IS0 14001 requires an organisation to maintain documented procedures to
e identify potential accidents and emergencies which may arise from hazardous processes and the handling or disposal of dangerous materials
e minimise any environmental impacts resulting from these incidents and
e periodically test such procedures if practicable
Such procedures may already be in place under the Control of Substances Hazardous to Health (COSHH) and Control of Industrial Major Accidents and Hazards (CIMAH) - see the Register of Regulatory Requirements These should if effective be formally adopted and recorded in the EMS documentation Inform directly involved people and contractors and provide additional trzining where the work requires
e complicated monitoring maintenance or inspection routines
e the co-ordination of several operations or
e business continuity plans
17 Monitoring and measuring Section 451 of the Standard
Monitoring and measuring are necessary to test whether the organisation is achieving its objectives and targets and whether the procedures for operational control are effective
Check if systems (with correct procedures) exist for regularly monitoring and measuring
performance against objectives and targets
implementation of operational controls
compliance with the law
Note Always try to build on existing systems to save time and eort
i a
18 Correcting for non-control or non compliance Section 452 of the Standard
IS0 14001 requires procedures for identifying and correcting non compliance In office based organisations this is most likely to result from a failure to meet performance levels or the malfunctioning of the EMS itself (eg ambiguous procedures) rather than through a major process failure which can cause environmental damage
Ensure that the procedures
0 identify the cause of non-conformance
0 identify and implement the necessary corrective action
0 implement or modify controls necessary to avoid future repetitions
0 record any changes in written procedures resulting from the corrective action
0 record any significant environmental impacts arising from the non compliance
0 are included in the manual and other documentation
19 Records Section 453 of the Standard
EMS records are kept to
0 demonstrate compliance with the requirements of your EMS and legislation
0 determine the extent to which targets and objectives have been met in line with your organisations overall environment policy and
0 provide evidence of the on-going operation of the system
Include in your record system
0 reports of audit and reviews
0 training
0 details of any failures to comply with policy and regulations and corrective actions
details of any complaints and the corrective actions taken 0
inspection and maintenance reports
0 information on emergency preparedness and response
quantities of materials collected for recycling or dispose as waste
19
0 meter data for gas electricity and water
licenses and other legal documents ~~~ ~ ~~ ~~~~~~ ~~~~~~ ~~
0
0 communications with suppliers contractors and general public
a notes or minutes of meetings
other relevant records
Establish and record retention times for the records kept and protect them against damage deterioration or loss They may be stored in paper or electronic form or both
Ensure that records kept by other parts of the organisation such as facilities managers and procurement officers are cross referenced with those held centrally
20 Environmental audit Section 454 of the Standard
The purpose of an EMS audit is to assess whether the system conforms to the requirements of the environmental policy and other criteria such as relevant legislation and regulations and if certification is sought IS0 14001
IS0 14001 requires you to
establish and maintain programmes and procedures for lsquo)eriodicaf[y rdquo auditing the EMS
0 base the audit programme on the environmental importance of the activity concerned and the results of previous audits
0 cover the audit scope frequency and methodologies as well as the responsibilities and requirements for conducting audits and reporting results
Intemal audits
Select an audit team of about 3 to 4 persons Ensure that the team members have
0 no direct management responsibility for the part of the organisation being audited
0 sufficient knowledge and expertise to carry it out especially in the areas of
management systems auditing
relevant EMS standards
offices facilities and plant
industry knowledge ( i f appropriate)
environmental legislation and issues
20
Preparation
Prepare ~~ ~
audit checklists which should list all the EMS procedures relevant to the area under review (procedures may vary between different operational areas)
documents for recording non compliance and
a timetable for the audit programme
Gather reference information about the area such as plans COSHH assessments lists of procedures and records Inform managers and people at the site of the timing of the audit its objectives and what is expected from them You will need their co-operation if the audit is to be conducted efficiently and effectively
Getting the most from the audit
Use the audit to
help your organisation develop a framework for conducting its own internal environmental audits and management reviews
maintain increased environmental awareness and a sense of responsibility among people and contractors
determine whether the EMS has been properly implemented and maintained Check that the EMS complies with
the requirements of IS0 14001
the manuals and work instructions of the EMS
your organisations environmental policy objectives and targets
evaluate the value of training to the environmental performance of the organisation and to the protection of the environment as a whole
Review and report
Review and assess the findings and recommendations of the audit and specify a programme for implementing any follow up actions Some actions must be taken immediately eg where a lapse in procedure has led to possible non compliance with legislative requirements
Produce the report and provide results to management Normally the report will consist of
a brief description of the audits objectives
the areas that have been audited
who was involved in auditing them
21
0 references to the source of information on which the audit findings were based
a review of the audit areas highlighting 0
non compliance Le lapses in either the content or implementation and records and
opportunities for improvement eg waste minimisation cleaner processes
Corrective action
Immediately the auditors report is approved draw up an action plan with deadlines to
correct any deficiencies (the major ones first)
0 deliver improvements
ensure everyone is aware of their commitments
0 reassure senior managers that the recommendations are being acted upon and
0 put in place any procedures which are necessary to prevent a repeat of the non compliance
Frequency of audits
Audit all parts of the EMS about every two to three years except in areas with particularly significant environmental impacts Audit these more frequently
Extemal audits
You might wish to pay for audits - see Section 22 on Certification
21 Management review Section 46 of the Standard
The review measures the effectiveness of the system It is an opportunity for the Management Representative and senior management to review the EMS structure and to evaluate the organisations environmental policies objectives targets and procedures to determine
0 whether they are being followed
0 whether they remain suitable adequate and effective
0 where changes are necessary to secure continual improvement and
0 if the EMS is achieving its overall objectives and helping the organisation meet its business goals
The scope of the review should be comprehensive though not all the elements of the EMS need to be reviewed at once The process may extend over a period of time
22
Frequency of reviews
Every one or two years is probably sufficient for most office based organisations However the frequency of reviews will depend on
0 how successfully the EMS is running (see Annex E)
e the significance of the environmental impacts
whether there have been any changes in activities or circumstances eg the contracting out of say facilities management
e whether any extemal issues of importance have arisen eg new or revised regulations changes in Government policies new initiatives from Green Ministers
Review team
Ensure that
0 a team is appointed comprising of individuals with either executive responsibility or specialist responsibility
e the team is provided with all the information necessary to effectively review the EMS such as
internal and extemal audits
environmental policy objectives and targets
operational controls
environmental manual
non compliance reports
concems expressed by relevant parties
0 the sites to be covered by the review are clearly defined
0 direct and indirect impacts are covered and both positive and negative impacts
0 time is provided for the team to look at broader issues relating to your EMS eg new legislation policies technologies and techniques
0 what has happened in the past is covered eg incidents of non compliance and corrective action taken
time is allowed for writing the report which should outline
the scope of the review
23
methods used
details of findings and
recommendations
the recommendations
highlight the areas of the EMS where improvements are required
name the individual who should implement them
the actions resulting from the review are monitored and recorded and
any improvements which can be made to the model framework for greening government operations bee section 6 above) are notified to DETRrsquos Energy and Environment Best Practice Division The address is given at the back of this guide
21 Certification
IS0 14001 allows organisations to make a self declaration of compliance to the requirements of the standard if they do not want to get the EMS formally registered
The certification process provides a mechanism through which organisations can demonstrate their commitment to environmental protection The need to demonstrate this commitment will depend upon stakeholder requirements eg Management Boards Ministers Parliament
Certification for compliance with the standard in the UK is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) The accredited certifiers must in turn have met certain pre-determined criteria to be accredited by UKAS
Certification to IS0 14001 is a two stage process involving
(1) an initial assessment
(2) main assessment
Initial assessment
The objective is to gain an understanding of
0 your EMS in the context of relevant environmental impacts and regulations
0 whether you are fully prepared for assessment
The certification body will
0 check that your EMS
has the commitment of senior management
is based on a proper evaluation of your environmental aspects and impacts
24
meets legislative and regulatory requirements
is intended to control and improve the organisations environmental performance and
is auditable
assess the reliability of your internal audit
plan and allocate resources for further document review (where required for the main assessment) and
provide you with a document explaining what further action you must take
Main assessment
The certifier will ask to see a copy of your organisations environmental manual and procedures to determine whether your organisation is ready for the main assessment The main assessment - involving a site visit from the auditor - is the final stage in the certification process Its main purpose is to
confirm what is written actually represents what is occurring in practice
e confirm that the EMS complies with all the elements of IS0 14001
determine whether the EMS is to achieve and is achieving improvements in environmental performance and regulatory compliance and
confirm that your organisation is complying with its own policies and procedures
This means that the certifier must focus on your organisations
identification and evaluation of its environmental impacts
consequent objectives and targets
performance monitoring measuring reporting and review against your objectives and targets and
auditing to ensure the EMSS effectiveness
Generally an organisation will only fail the certification process at this stage if the corrective actions demanded by the certifier were not completed during the permitted period
The award of an IS0 14001 certificate does not complete the process The certifier will maintain a cycle of continuing assessments to ensure that the EMS complies with the standard and that it can demonstrate continual improvement in its environmental performance The trick is to ensure that the certification process does not impose excessive documentation requirements on your organisation Your system is there to help your organisation - not to make the role of the certifier easier
Certification - because of differing performance objectives - is not sufficient to demonstrate performance improvements This is why the European Unions Eco-Management and Audit Scheme (EMAS) requires organisations to produce an environmental statement
25
22 Environmental Statement
IS0 14001 does not require an environmental statement Although i t does require reports on performance to be made to top management for review and as a basis for improving the EMS
The publication of an environmental statement provides evidence that an organisation is committed to improving its environmental performance What goes in it is a matter for the organisation
Decide
what to communicate
how to communicate it
to whom to communicate it (ie stakeholders eg MPs Ministers Audit bodies)
how to elicit positive feedback and thereby reap a positive reward
Ensure that the statement
is kept simple consistent relevant and balanced (with any necessary detailed information included in annexes)
briefly describes your organisationrsquos activities
contains reliable and accurate information
summarises objectives targets impacts and other relevant issues
highlights the progress you are making
covers good and bad news in a positive manner
gives the name of the accredited certifier
avoids jargon and
is bound and all the pages are numbered
Energy and Environment Best Practice Division (EEBP) November 1998
26
Annex A
I S 0 STANDARDS CLOSELY ASSOCIATED WITH IS0 14001
denotes publication
Environmental Management
IS0 14002 - General guidelines on special considerations for small and medium enterprises
IS0 14004 - General Guidance on Principles Systems and Supporting Techniques Gives practicable help on the design development and maintenance of an EMS
Environmental Auditing
ISO14010 - General Principles Defines the scope of the audit and provides a framework for the structure and format of the audit report
IS0 14011 - Audit Procedures Auditing of Environmental Management Systems Explains the planning and conduct of an EMS audit and gives advice for example on its objectives the roles and responsibilities of those involved and the preparation and documentation of the report
IS0 14012 - Qualifications Cnteria for Environmental Auditors Provides guidance on the minimum qualifications for auditors and how to evaluate their suitability
IS014015 - Guidelines of Environmental Site Assessments
Environmental labels and declarations
IS0 14020 - Environmental labels and declarations - general principles
IS0 14021 - Environmental labelling - self declaration environmental claims - terms and conditions
IS0 14022 - Environmental claims - self declaration environmental claims - symbols
IS0 14023 - Environmental labelling - self declaration environmental claims - testing and verification methodologies
IS0 14024 - Environmental labelling type I - general principles and procedures
IS0 14025 - Environmental labelling type 111 - general principles and procedures
27
Environmental PerjGonnance
IS0 14031 - Environmental Perfonnance Evaluation Explains how to identify suitable environmental indicators for measuring performance against policies objectives and targets
IS0 14032 - Technical report type 3 - Environmental Performance Evaluation - case studies illustrating the use of IS0 14031
Life CycZe Assessments
IS0 14040 - Life cycle assessment - principles and framework
IS014041 - Life Cycle Assessment - life cycle inventory analysis
IS014042 - Life Cycle Assessment - impact assessment
IS0 14043 - Life Cycle Assessment - interpretation
IS014049 - Technical report type 3 - life cycle assessment - examples of the application of IS0 14041
Terms Q Definitions
IS0 14050 - Environmental Management Vocabulary Summarises the terms and definitions used in the IS0 14000 series of standards
Sectors
IS014061 - Technical report type 3 - guidance to assist forestry organisations in the use of IS0 14001 and 14004
28
Annex B
EXAMPLE LEGISLATION SHEET
CATEGORY waste TYPE OF ACTIVITY Duty of Care
LEGISLATION Environmental Protection Act 1990 part 11 Environmental Protection (Duty of Care) Regulations 1991
DETAIL Persons concerned with controlled waste are under a DUTY OF CARE to 1) Prevent any other person committing the offence of depositing disposing or recovering controlled waste without a waste management licence or in a manner likely to cause harm to health or the environment 2) prevent the escape of waste 3) ensure that waste is transferred to an authorised person or to a person authorised to transport waste and 4) ensure the waste is accompanied by a written description (a TRANSFER NOTE) The note must include a description of the waste and details of the parties involved in the transfer It is not necessary if a consignment note is required Further information and a model transfer note can be found in ldquoWaste Management and the Duty of Care A Code of Practicerdquo Also DETRrsquos lsquoWaste Guide advice to Government Departmentsrsquo
PENALTY It is an offence to contravene the Duty of Care requirement Summary conviction - up to euro5000 Conviction on indictment - Unlimited fine Enforcement authority - Environment Agency has an interest in muring the Duty of Care is complied with Anyone may bring a prosecution
WHERE APPLICABLE Current Waste Carrier Licences must be obtained for all waste contractors eg hose that remove paper glass and cans for recycling general waste classified waste scrap metal waste citchen oil clinical waste Transfer notes to obtained for all of the above)
j MONTH REVIEW OF COMPLIANCE An audit of waste licences and transfer notes was carried out on 20598 All licences were found to be current - licence for Contractor X had expired on 31398 and a valid eplacement had been obtained from them Transfer notes had been issued on an individual basis for each ollection of paper for recycling scrap metal waste kitchen oil Annual transfer notes were current for Fenera1 waste classified waste and clinical waste Full compliance with legislation
ZOMPLETED BY REVIEWED BY (EMS team)
iame Name Jnit Date
)ate
29
Annex C
Methodology for determining significant aspects
Important This annex supports steps 5 and 6 of the guide and should be read in conjunction with it and not be used as a stand alone document Some terms such as ldquonormal operating conditions rsquorsquo are defined in the guide itsecf
This methodology was developed to help Government departments determine their significant aspects It supports the requirements of IS0 14001 and EMAS
The methodology is divided into
1) determining significant aspects and
2) maintaining a register of significant aspects
Nore IS0 14001 does not require an organisation to maintain a register of signijkant aspects But it helps to support the documentation of the EMS
Steps for determining significant aspects
Step I define activi9 product and services
Divide the Government Department or Unit into its organisational or management structure - if this has not already been done at the planning stage of the EMS
Identify activities products or services according to existing management structure or sections of the organisation Include in the list of activities operations of the section process unit or building identified
List the activities products and services
List all activities products and services including those initially identified as possibly not having much of an impact on the environment
Step 2 Identfy the environmental aspects associated with each activity prodirct or service
Note I S 0 14001 defines an environmental aspect as an element of an organisationrsquos activiv product or service which can have a beneficial or adverse impact on the environment
30
Inputs
Identify and list the environmental aspects for each activity in terms of inputs for example
energy use (electricity fuel renewable other) water consumption (mains grey other) use of fuels (petroleum diesel alternatives other) land use (natural habitats open space landscapes sensitive areas agriculture other) use of raw or secondary materials (chemicals oils aggregates metals plastic paper other) procured services from suppliers use of natural resources
outputs
Identify and list the environmental aspects for each activity in terms of its outputs for example
wastes and byproducts generated (handling storage and transportation) discharges to water courses sewers or drains (controlled or uncontrolled) impacts on land (contamination natural habitats open space agriculture sensitive areas) discharge of thermal energy generation of noise dust odour or vibration transport products (packaging transport use and disposal) impacts on natural resources and ecosystems including wildlife impacts on built environment visual impact public (influence education regulation enforcement other)
Important Identia both the Direct and Indirect (service) aspects for the organisation Direct aspects arise from every day operations such as water consumption Indirect aspects anie from the servicesprovided by the organisation such as regulatory inspections in the commercial sector
Step 3 IdentifL the associated environmental impact of the aspects
Note IS0 14001 defines an ldquoenvironmental impactrdquo as the change which takesplace in the environment as a result of the aspect
Identify the associated environmental impacts for each aspect of the activity Environmental impacts are the actual or potential change to the environment as a result of the aspect and can be local regional or global in scale For example
31
injury to wildlife destruction of natural habitat conservation of energy waste minimisation
contamination of soil or water release of carbon dioxide to the atmosphere
reduction in vehicle emissions and other pollutants
Notes 1 The Swedish approach on EMSs in Government cover (1) direct) of internal activities (eg conserving water and energy) direct impacts of external activities (eg road construction and defence) and indirect impacts of external activities (eg regulations permits funding system)
2 Canada s system of sustainable development encompasses policies programmes and operations with federal departments working to merge instruments such as Environmental Impact Assessments with EMSs
Table showing examples of activities products and services with their associated aspects and environmental impacts
Activity Product or Service
Activity River maintenance activities
~- Product Annual Environmental Report
Service Regulating Major Industries
Environmental Aspect
Potential for accidental pollution incident
Use of paper
Environmental improvement
Associated Environmental Impact
Deoxygenating of watercourse oil spills contaminating water silt discolouring watercourse fish kill
Misuses of natural resources Destruction of habitats Pollution from production processes
Reduction in emissions reduction in pollution
conserving resources reduction in waste
incidents
Important Environmental aspects can be positive or negative Actual andpotential future aspects must be evaluated
32
Step 4 Determine the significance of the environmental impacts
Use the scoring system in the assessment tool (at the end of this Annex) to calculate the significance of each aspect or impact identified The tool is based on ldquodescriptiverdquo as well as ldquorisk basedrdquo criteria
Each aspect or impact should receive a score for the following factors
1) description of impact 2) likelihood of occurrence 3) likelihood of detection 4) severity of consequence or nuisance
Once a score is determined for all four criteria add them altogether to obtain a ldquosignificance ldquofactor The higher the score the more significant the environmental aspect
Determine the threshold of what score warrants a ldquohighrdquo significance value based on the nature of your organisationrsquos operations and the concerns of its stakeholders
Register of significant aspects
Document the aspects in a ldquoRegister of Significant Aspectsrdquo which should include a summary of the methodology used to determine the ldquosignificancerdquo values The Register should include at least the following
activity identified environmental aspect environmental impact
ldquosignificancerdquo value assigned
cross reference to the register of legislative requirements description of the effect criteria chosen
cross reference to applicable EMS procedures
Completion of the Register
Once the Register is complete work can begin in setting specific objectives and targets for each significant aspect identified
Important Ensure that the register of legislative requirements is complete (or at least that the applicable legislative requirements are identijled for each activiy and aspect) before determining the signijkance of the
organisationrsquos aspects and impacts
33
Assessment tool for determining significance of environmental aspects and impacts (see step 4 of the guide)
Description of Effect
Negligible or no impact No breach of legislation Emergency situations would cause a breach of policy or procedures
Rank Likelihood of
occurrence
0 None
~ Verysmall impact Immediate action possible Emergency situations would cause a breach of legislation Results in breach of own policy or procedures under abnormal conditions
I 1 Very low
Small impact Results in breach of legislation under abnormal conditions Results in breach of own policy or procedures under normal conditions
Moderate impact
Severe impact
Extensive impact
Activity has impact under normal operating conditions Results in breach of legislation under abnormal conditions No previous breach of legislation
Results in breach of legislation under abnormal conditions History of past breaches of legislation
Results in breach of legislation under normal operating conditions History of past breaches of legislation
2 Low
3 Moderate
4 High
5 Very high
Note Stakeholder concerns are not included in the description criteria Each organisation shouId tailor these criteria to take account of the concerns of stakeholder the public or interestedparties
34
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
15
16
17
18
19
20
21
22
23
Operational control
Emergencies and contingencies
Monitoring and measuring
Correcting and non-compliance
Records
Environmental audit
Management Review
Certification
Environmental statement
Annexes
Standards closely associated with IS0 14001
Example of Legislation Sheet
Methodology for determining significant aspects
Objectives
The essence of successful environmental management
Organisat ions
Glossary
Further information
Page 17
Page 18
Page 18
Page 19
Page 19
Page 20
Page 22
Page 24
Page 26
Annex A
Annex B
Annex C
Annex D
Annex E
Annex F
Annex G
Annex H
Steps to implementing an EMS
Basically the main steps are to
1
2
3
4
5
6
7
8
9
10
11
12
13
14
obtain a copy of the I S 0 14001 Standard
appoint a team with a manager who has authority to take action If possible someone who is directly responsible to the main Board for implementing the EMS Such a person is normally known as the ldquoManagement Representative rdquo
identify your organisations activities This is usually done by undertaking an initial environmental review
record and update legal and regulatory requirements relevant to your activities
identify your organisationrsquos environmental aspects Find out which environmental issues need to be considered
determine and prioritise the most significant environmental impacts Find out the major ways in which your organisation impacts on the environment
draft and agree an environmental policy with stakeholders - from environmental impacts identified and relevant legislation etc
develop and set objectives and targets from the environmental policy
develop an environmental managementprogramme to achieve objectives and targets
define the responsibilities and resources of key people and contractors designated to drive the EMS forward
develop awareness and training courses to ensure that people know why the EMS is important and are clear about their roles
improve communications
develop an environmental management manual and related documents
establish document control
1
15 establish operational control
16 prepare for emergencies and contingencies
17 monitor operational activities and effectiveness of system
18 establish procedures for correcting non-control and non- compliance with policy and regulations
19 maintain records
20 environmental audit procedures to identify strengths and weaknesses
21 review the EMS to determine its suitability adequacy and effectiveness
Optional
22 produce an environmental statement
23 obtain certification
2
Implementing Environmental Management Systems - Step by Step
This section shows you step by step how to set up an environmental management system which conforms to IS0 14001
1 IS0 14001
IS0 14001 explains what an organisation must do to control its environmental aspects (see glossary) and improve its environmental performance Obtain a copy of IS0 14001 from the British Standards Institution Customer Services Sales Department 389 Chiswick High Road London W4 4AL Tel 0181 996 9000 Fax 0181 996 7400 Price euro25 for BSI members and euro50 for non members - so check whether your organisation is a member
2 Management Representative Section 441 of the Standard
IS0 14001 requires top management to appoint a specific Management Representative responsible for
0 ensuring the EMS is established and maintained in accordance with the standard and
reporting on the performance of the EMS to top management for review and improvement
Note Top management may consist of aperson orgroup ofpersons with executive responsibilily for the organisation eg a Government departments management board
Determining the scope of the EMS
The Management Representative should start by determining the scope of the EMS It might cover a unit site building region the whole of the organisation or a collection of processes or functions
Most organisations begin by piloting an EMS in a unit or building and then use the expertise gained and documented to extend it to other parts of the organisation For example HM Customs amp Excise have selected their Central London region as a trial site for certification under IS0 14001 If the trial is successful they will use the experience gained to gradually extend the system to other parts of their estate thus keeping costs down and making best use of their resources
Consider building the EMS onto existing systems or integrating it with health and safety BS 8800 - the British Standards Institutes Guide to Occupational Health amp Safety Management Systems - provides a management system based on IS0 14001
It is probably best to start in a discrete area which is already well managed where there is already an interest in environmental issues and preferably where the Management Representative is close at hand Altematively choose a new building Design the system so that it is workable and capable of being replicated elsewhere on the estate to keep costs down
3
3 Environmental review Section 31 of the Standard
This is not a requirement of IS0 14001 Though the standard does state that ldquoan organisation with no existing EMS should initially establish its current position with regard to the environment by means of a preliminary environmental reviewrdquo The environmental review provides a useful snapshot of the impact which your organisation has on the environment
Scope of review
List what might be covered by the review For example
legal compliance
emergencylcontingency plans
management structure
activities of other organisational systems that can enable or impede performance
people awareness and training
procurement including relations with contractors
opportunities for cost savings
waste disposal
emissions and discharges to air water and land
water use (including check meters)
sewage drainage and if relevant trade effluent
storage
transport and deliveries
energy use and if relevant its generation
best available technologies and management practices
paper use
Use your Departmentrsquos own environmental policy statement to identify other areas Another useful source of ideas is DETRrsquos web site for greening government
Involving people
Involve key managers and people within the organisation Let them know what you are planning and encourage them to think about the part that they can play Use
journals newsletters and circulars
4
meetings briefings presentations and seminars
papers to management boards
green teams
guidance for staff and suppliers
notice boards and posters
staff suggestion schemes
e-mails intranets and the Internet
Review team
Set up a review team It should in large organisations draw its members from key areas eg operational areas such as facilities management finance personnel and contractors - if appropriate
The teamrsquos task is to evaluate existing activities procedures and systems to see how effective they are at managing existing environmental impacts eg managing and minimising waste streams This might for example involve team members interviewing a whole range of people using questionnaires to elicit information and visiting selected sites to validate the responses and to gather further information
Ensure that the review team
lets everyone know about the review
provides people (including contractors) with information
asks people to provide ideas (the people doing the job will often have ideas for improvement)
keeps senior managers informed and obtains their authority to get other people involved
sets a specific completion and reporting date
identifies those activities where savings can be made
emphasises the need for continuing improvement and a change in culture and habits
Gathering information
Gather information for each unit in turn noting any issues that concerns the whole organisation For example energy water and paper use and estate management will need to be examined for the organisation as a whole
5
4 Regulatory Requirements Section 431 of the Standard
Laws and regulations are becoming more stringent and compliance costs are increasing Non compliance - especially where it results in accidents such as spills or emissions - can cause significant losses in terms of money and management time and if a govemment department is the culprit potential embarrassment for Ministers and senior managers
Meeting legal requirements
The standard requires that a documented procedure is established to ensure that all legislation policies and other requirements to which your organisation subscribes are identified and maintained The procedure must identify the source of the information which should be accurate and from a reliable source eg the DETR web site
IS0 14001 does not require an organisation to produce a register of regulatory requirements But many bodies prefer to keep a register because it is convenient and provides proof to certification bodies that they are complying with this requirement of the standard DETRrsquos web site for greening govemment contains a copy of a register of regulatory requirements which if used will need to be tailored to suit the EMSrsquoS scope and circumstance
Maintaining a register helps you to ensure continual compliance with existing legislation take account of future relevant legislation and rapidly correct any non compliance Include in your register if applicable
0 operational permits
discharge consents
local authority consents
0 planning consents
0 other regulatory consents or authorisations
In addition to the legislative requirements the organisation must also record that it is aware of lsquoother requirementsrsquo to which it subscribes For example
0 the Departmentrsquos Policy Statement and improvement programme
0 UK EU and OECD commitments
0 decisions of Green Ministers
0 codes of practice or best practice advice
non regulatory guidelines eg ldquoGreen Guide for Buyersrdquo
Establish a procedure to ensure that the register is kept up to date either through a series of reviews or by notification of changes such as the service provided by Croners Environmental Management amendment services
6
You may also find it helpful to monitor compliance with the legislation identified by listing
Who is responsible for compliance
What procedures must be followed to ensure compliance
Results of checks against the procedures
Note an example of a legislation sheet is given at Annex B
5 Environmental aspects Section 431 of ihe Standard
There are two types of environmental aspects
direct which arise from every day activities such as consuming energy and water using transport purchasing goods and services and managing waste which deplete resources and cause emissions to air and water - all of which have a direct impact on the environment Others include new buildings which may affect natural habitats and open space visual appearance of Government buildings which may improve or reduce the quality of the built environment and activities which create noise
indirect which arise from the services provided by your organisation such as the development of policies and programmes These may be fairly immediate eg a rise in landfill tax Or they can be more indirect like the impact of a publicity campaign on environmental awareness
Some environmental aspects are negative - they cause damage to the environment Others may be positive - they benefit the environment Some are ldquoactualrdquo Le they are already happening Others are potential ie they could occur if the organisation took some action
Holisiic approach
Implementing an EMS which covers both direct and indirect impacts is more likely to change the culture of an organisation and promote all round improvements in its environmental performance This is the approach which is being adopted by the Govemment of Sweden where there are plans to implement EMSs in all of that countryrsquos 300 or so agencies based on IS0 14001 and the European Unionrsquos Eco-Management and Audit Scheme (EMAS)
The model framework for greening government covers direct environmental impacts DETRs Sustainable Development Unit has produced guidelines for environmentally appraising policies and programmes These cover indirect impacts
There are also a number of guides on DETRrsquos web site for greening Government which provide advice for reducing direct impacts For example
Conserving Water - Advice for Government Departments
Green Guide for Buyers
Green Guide to Construction and Refurbishment
7
Guide to Environmentally Preferable IT Equipment
Guide to Green Transport Plans
Waste Guide - Advice for Government Departments
Prepare a list of environmental impacts for each unit and discuss it with operational managers key people and other interested parties such as contractors and suppliers
6 Determining the organisationrsquos significant impacts Section 431 of the Standard
Concentrate on those impacts which can secure the biggest improvements in your organisationrsquos environmental performance A general rule of thumb is that 20 of your activities will account for 80 of the environmental impacts The process involves assessing the significance of each activity and then prioritising actions on those which have the biggest environmental impact
There are two major components of ldquosignificancerdquo The Local Government Management Board which developed LA-EMAS defined them as
Importance - the frequency with which the environment is affected by the activity balanced against the severity of the impact when it occurs The higher the frequency and severity the bigger the score and the higher the priority
Influence the balance between the influence which an organisation potentially could exert to control an impact against the degree to which this influence is being exerted The more influence an organisation has over a particular significant impact the easier it is to reduce it
Assessments of significance will depend on several factors eg potential regulatory exposure difficulties in changing the impact financial implications (costs and savings) concern of stakeholders and the effect on the public image of the organisation from complaints and a bad press
Determine the significance of each of the environmental impacts under
Normal Operating Conditions Le under routine operating procedures
Abnormal Operating Conditions ie where there are planned deviations from normal procedures eg starting boilers up following a prolonged shutdown
Incidents or Accidents Le unplanned events having effects beyond those normally encountered eg a burst water mains
Note Take account of the influence ofpast site activities which for example resulted in contamination of water and land and which could arise in thefiiture
Use a proven methodology such as the one at Annex C to evaluate the significance of each activity or process Other examples are given on the Department of the Environment Transport and the Region rsquo s web site h ftpw w w environment detrgo v uwgreeninglgghome h tm
8
7 Environmental Policy Statement Section A2 of the Standard
The Environmental Policy Statement is the comerstone of an EMS It should
state the aims and principles of action for tackling the significant impacts of your organisations activities on the environment and
e enable management to communicate its environmental priorities to employees contractors and other interested parties
Model framework
DETR with help from other Government departments has already produced a model policy statement for greening operations which Green Ministers are encouraging their Departments to adopt or adapt to meet their specific circumstances Use it to form the basis of your organisations environmental policy - a copy is on DETRs web site for greening government
Once compiled check that your policy statement
e clearly describes the area(s) and functions of the organisation to which it applies
is appropriate to the nature scale and significant environmental impacts of your organisations activities products and services
e includes a commitment to continual improvement
e includes a commitment to prevent pollution and to comply with relevant environmental legislation and regulations and other obligations on the organisation
Note Legal requirements include multi-lateral environmental agreements such as the Montreal Protocol on phasing out ozone depleting substances Other obligations may include Agenda 21 codes ofpractice and best practice guides
e provides a framework for setting and reviewing environmental objectives and targets
e contains views of stakeholders such as Green Ministers suppliers and contractors
covers risk reduction eg protection of water courses from spills
is compatible with health and safety policies
promotes sustainability by working with others to develop viable solutions to economic social and environmental problems
contains a commitment to train employees and promotes improvement to their environmental performance
is sufficiently clear to be understood by internal and external interested parties
9
8 is dated and signed by senior management communicated to all employees and made available to the public
Note It is not essential to make thepolicy statement available to the public but a decision must be recorded in the documentation to show that this was considered
8 Objectives and targets Section 433 of the Standard
Draw up objectives and measurable targets in consultation with key managers and their people and where relevant suppliers and contractors All should be involved in setting objectives and targets for their particular field or activity This is a good way of ensuring that they are
8 owned by stakeholders
0 appropriate to the areas of operation and
8 achievable
Check that the objectives and targets
0 address the most significant environmental impacts
0 comply with entries in the Register of Regulatory Requirements
meet the aims of your organisations environmental policies 8
8 provide for continuing improvement in overall environmental performance
8 are SMART Le specific measurable (wherever practicable) achievable realistic and time-limited
0 take preventative measures into account where appropriate
8 are practicable (taking account of economic constraints) and act as an incentive for action not as a source of demoralisation
Note IS0 14001 asks organisations when considering their technological options to consider the use of best available technology where economically viable cost effective and judged appropriate
8 refer to other relevant policies standards and codes of reference and
8 reflect the concerns of other stakeholders such as Green Ministers
NOTE The model framework (see section 7) contains a series of aims and objectives designed primarily for office based Government departments More detailed targets are given in the model improvement programme which is also on DETRs web site for greening Government andprovides the means of implementing the statement
Regularly review your objectives and targets and ensure that your policy statement is updated to reflect any changes in activities and priorities More information on objectives is given in Annex D
10
Draft I S 0 14031 Guidelines for Environmental Performance Evaluation (EPE) provides advice on how to identify suitable environmental indicators to enable performance to be measured or monitored against criteria set by management
9 Environmental Management Programme Section 434 of the Standard
The management programme is designed to implement the environmental management system It consists of a number of procedures such as
How the environmental policy will be implemented
How the objectives and targets will be achieved
Environmental review of new activities
How communication will be covered
For each of the above elements an action plan should be established and documented describing
who is responsible for managing the actions
who is responsible for undertaking the work including contractors
what action needs to be taken ie the procedure
what is the timescale and means
how will compliance with this programme be achieved
who will monitor compliance
DETRs model improvement programme for greening government operations provides a good starting point for developing an environmental management programme
11
EXAMPLE OF MANAGEMENT PROGRAMME SHEET
Management Representative
Miss Jones and Mr Bro wn
Mr Smith
Mrs Green
Objective To extend the amount of recycled paper bought in the Division in accordance with Departmental targcts
responsible for the management of the programme to achieve this target by holding meetings with Mrs Green on a 6 monthly basis
responsible for ordering the paper for the Division
responsible for setting up a call off contract for the purchase of recycled paper which will include the specification for management information regarding the type and quantity of paper purchased
responsible for training the stationery ordering staff 1998
October 1998 April 1999
as required
This contract will be set up by end April 1998
in the first week of May
Target To ensure all staff are aware of and act upon the Departmentrsquos policy to purchase only recycled paper containing at least 80 genuine post consumer waste (including agri-pulp) except where the Directorate of Communication authorises the use of special paper
responsible for obtaining the management information issued to Mr Smith and assessing compliance with the procedures
Name 1 Responsibility I Date
July 1998 October 1998 January 1999 April 1999
Mrs Green for issuing written instructions to stationery ordering staff
May 1998 (re-issue November 1998)
Mrs Green
10 Responsibilities and resources Section 441 of the Standard
IS0 14001 requires top management to provide staff time funds and other resources essential to the implementation and control of the EMS This means
a clearly defining and documenting the roles and responsibilities for all people whose work comes under the management programme
e appointing a senior manager to oversee the development of the EMS and to ensure that performance is evaluated against the requirements of the environmental policy and
providing the Management Representative (see step 2) with the necessary authority and support
12
Most parts of an organisation will already have management systems in place including management responsibilities and individual duties These should be adapted in consultation with line management For example to include
a environmental responsibilities in job descriptions where appropriate
a information on environmental responsibilities in management manual records
a clear instructions for people including contractors with specific responsibilities
11 Training and raising awareness Section 442 of the Standard
Training is crucial to the success of an EMS Attempting to introduce an EMS without firsf trying to make people aware of their responsibilities and equipping them with necessary skills leads to frustration and impotent action Training can also bring other benefits by
a stemming breaches in regulatory consents and authorisations (most of which result from human error rather than equipment failure)
a stimulating people into developing new ideas and
a improving the effectiveness of the EMS eg in terms of conserving resources reducing waste and saving money
Determining training levels
Determine the target audience and level of training required by asking such questions as
a Do people fully understand the content and implications of your organisationrsquos environmental policy
a Do managers fully understand how the EMS provides controls over your organisationrsquos significant environmental impacts
a Do operators understand the environmental impacts of their activities on the environment and have access to up to date information
a Is there a general awareness of the
relationship between energy use and the environment
need to minimise waste by maximising reduction reuse and recycling
Expanding competency
Training should expand the environmental competency and knowledge of people including contractors Ensure that it covers the
a importance of conformance with policy procedures and the EMS
13
~~ ~ ~ ~~ significant environmental impacts (actual and potential)
roles and responsibilities of people in achieving conformance
0 potential consequences of failure to follow operating procedures and
merits of improving environmental performance
Training options
Job specific training should cover people and contractors whose work is covered by environmental regulations or is concemed with achieving the environmental objectives and targets eg in procurement and estate and facilities management This might include
1 Formal courses for
0 developing environmental awareness for all
building an understanding of the EMS for managers and key people which explains what the organisation is seeking to achieve and why
explaining work instructions and developing technical skills for specialists operators and those who are responsible for significant environmental impacts
2 Informal on the job training for
helping an employee to do the job correctly safely and effectively
3 Informal training
distance leaming packages
news sheets
in-house newsletters etc
Other methods
Look at other methods of raising awareness such as
vocational training
continuously updated information on Intranet and Internet web sites
0 presentation of a policy statement and environmental reports to each employee
0 participation in Green Teams
0 internal seminars workshops talks and lectures
14
video presentations and
external seminars workshops and conferences
Evaluation
Regularly evaluate training to assess its value to the environmental performance of the organisation
Use compliance audits or audits of the EMS to identify deficiencies resulting from inadequate or lack of training
Training organisations
The UKs Institute of Environmental Managers have designed a Best Practice Programme to help managers put the theory of environmental management into practice
12 Communications Section 443 of the Standard
Check if suitable systems exist for communicatingbetween the various levels and functions of an organisation and with external interested parties
Where necessary establish and maintain procedures to make people and contractors aware of
(a) the importance of conforming to policy procedures and the EMS
(b) the significant environmental impacts (actual and potential)
(c) their roles and responsibilities in achieving conformance and
(d) the potential consequences of departing from specified procedures
Intemal reporting
Reporting on environmental performance is essential in determining improvement over time
Decide
what to communicate
how to communicate it
to whom to communicate i t (eg Management Board Green Ministers Parliamentary Environmental Audit Committee OECD)
Note You must documentyour decision on whom to communicate it to in the Management Manual
how to elicit positive feedback and response and thereby reap a positive reward (the 3 Rs Report-Response-Reward)
15
Note IS0 14031 Guidelines fo r Environmental Performance Evaluation (EPE) provides advice on reporting and communicating EPE information to management employees and interested parties
13 Management manual and related documents Section 444 of the Standard
Senior management should decide the format of the documentation which must demonstrate compliance with the requirements of the EMS and that objectives and targets are being met The documents must be readily identifiable and periodically reviewed and revised Normally they will consist of
Policy statement
Environmental management (or improvement) programme and procedures
Local action plans containing objectives and targets
Register of Significant Environmental Impacts
Register of Regulatory Requirements
Site emergency plans
Work instructions for managing a particular activity or issue
Health and safety instructions
Organisational charts
System Manual
IS0 14001 stipulates that the documentation may be integrated with documentation from other systems implemented by the organisation It does not have to be in the form of a single manual although this tends to be normal practice
The manual is a key document for third party assessment It should provide the principle source of reference for the EMS and as such be relevant to the organisations activities It can cover an entire operation a building Division Directorate or entire Department etc
Ensure that the manual
is concise and well structured (with sub divisions for key areas)
contains a brief introduction to your organisation and its activities
outlines your organisations environmental policies
summarises your significant environmental impacts objectives and targets and the management programme
16
~~ defines key roles and responsibilities
identifies the role of the management representative
indicates how the requirements of IS0 14001 will be met
cross references procedures eg work instructions and other relevant documentation
highlights any emergency plans (eg for spillages)
14 Document control Section 445 of the Standard
The primary purpose of document control is to ensure that the right people have the right information at the right time in the right place Avoid complex document control systems Create and maintain only those documents which are necessary to implement the EMS and achieve improvements in environmental performance
Ensure that
the documents are assigned to the appropriate unit or job title and can be easily found
the documents are periodically reviewed revised as necessary and approved as adequate by authorised people
0 current versions are available at all locations where operations essential to the effective functioning of the environmental management system are performed
obsolete documents are promptly removed from all points of use
any obsolete documents retained for legal or other purposes are suitably identified
all pages are numbered dated and fully referenced
15 Operational control Section 446 of the Standard
This provides the means of keeping control of the system Ensure good control of critical activities by making sure you
check whether requirements are met and where necessary making any necessary corrections
provide key people with work instructions which are identifiable current and available on location
make contractors and suppliers aware of your organisations EMS as i t relates to them
17
e provide contractors with details of relevant operational procedures and requirements
give details of verification methods employed in your manual and work instructions e
e identify the person or persons responsible for
overseeing or directly achieving the objectives and targets eg the officers appointed to develop Green Transport Plans
undertaking physical spot checks
initiating investigations into cases of non compJiance and
- taking the necessary permanent corrective actions
16 Emergencies and contingencies Section 447 of the Standard
IS0 14001 requires an organisation to maintain documented procedures to
e identify potential accidents and emergencies which may arise from hazardous processes and the handling or disposal of dangerous materials
e minimise any environmental impacts resulting from these incidents and
e periodically test such procedures if practicable
Such procedures may already be in place under the Control of Substances Hazardous to Health (COSHH) and Control of Industrial Major Accidents and Hazards (CIMAH) - see the Register of Regulatory Requirements These should if effective be formally adopted and recorded in the EMS documentation Inform directly involved people and contractors and provide additional trzining where the work requires
e complicated monitoring maintenance or inspection routines
e the co-ordination of several operations or
e business continuity plans
17 Monitoring and measuring Section 451 of the Standard
Monitoring and measuring are necessary to test whether the organisation is achieving its objectives and targets and whether the procedures for operational control are effective
Check if systems (with correct procedures) exist for regularly monitoring and measuring
performance against objectives and targets
implementation of operational controls
compliance with the law
Note Always try to build on existing systems to save time and eort
i a
18 Correcting for non-control or non compliance Section 452 of the Standard
IS0 14001 requires procedures for identifying and correcting non compliance In office based organisations this is most likely to result from a failure to meet performance levels or the malfunctioning of the EMS itself (eg ambiguous procedures) rather than through a major process failure which can cause environmental damage
Ensure that the procedures
0 identify the cause of non-conformance
0 identify and implement the necessary corrective action
0 implement or modify controls necessary to avoid future repetitions
0 record any changes in written procedures resulting from the corrective action
0 record any significant environmental impacts arising from the non compliance
0 are included in the manual and other documentation
19 Records Section 453 of the Standard
EMS records are kept to
0 demonstrate compliance with the requirements of your EMS and legislation
0 determine the extent to which targets and objectives have been met in line with your organisations overall environment policy and
0 provide evidence of the on-going operation of the system
Include in your record system
0 reports of audit and reviews
0 training
0 details of any failures to comply with policy and regulations and corrective actions
details of any complaints and the corrective actions taken 0
inspection and maintenance reports
0 information on emergency preparedness and response
quantities of materials collected for recycling or dispose as waste
19
0 meter data for gas electricity and water
licenses and other legal documents ~~~ ~ ~~ ~~~~~~ ~~~~~~ ~~
0
0 communications with suppliers contractors and general public
a notes or minutes of meetings
other relevant records
Establish and record retention times for the records kept and protect them against damage deterioration or loss They may be stored in paper or electronic form or both
Ensure that records kept by other parts of the organisation such as facilities managers and procurement officers are cross referenced with those held centrally
20 Environmental audit Section 454 of the Standard
The purpose of an EMS audit is to assess whether the system conforms to the requirements of the environmental policy and other criteria such as relevant legislation and regulations and if certification is sought IS0 14001
IS0 14001 requires you to
establish and maintain programmes and procedures for lsquo)eriodicaf[y rdquo auditing the EMS
0 base the audit programme on the environmental importance of the activity concerned and the results of previous audits
0 cover the audit scope frequency and methodologies as well as the responsibilities and requirements for conducting audits and reporting results
Intemal audits
Select an audit team of about 3 to 4 persons Ensure that the team members have
0 no direct management responsibility for the part of the organisation being audited
0 sufficient knowledge and expertise to carry it out especially in the areas of
management systems auditing
relevant EMS standards
offices facilities and plant
industry knowledge ( i f appropriate)
environmental legislation and issues
20
Preparation
Prepare ~~ ~
audit checklists which should list all the EMS procedures relevant to the area under review (procedures may vary between different operational areas)
documents for recording non compliance and
a timetable for the audit programme
Gather reference information about the area such as plans COSHH assessments lists of procedures and records Inform managers and people at the site of the timing of the audit its objectives and what is expected from them You will need their co-operation if the audit is to be conducted efficiently and effectively
Getting the most from the audit
Use the audit to
help your organisation develop a framework for conducting its own internal environmental audits and management reviews
maintain increased environmental awareness and a sense of responsibility among people and contractors
determine whether the EMS has been properly implemented and maintained Check that the EMS complies with
the requirements of IS0 14001
the manuals and work instructions of the EMS
your organisations environmental policy objectives and targets
evaluate the value of training to the environmental performance of the organisation and to the protection of the environment as a whole
Review and report
Review and assess the findings and recommendations of the audit and specify a programme for implementing any follow up actions Some actions must be taken immediately eg where a lapse in procedure has led to possible non compliance with legislative requirements
Produce the report and provide results to management Normally the report will consist of
a brief description of the audits objectives
the areas that have been audited
who was involved in auditing them
21
0 references to the source of information on which the audit findings were based
a review of the audit areas highlighting 0
non compliance Le lapses in either the content or implementation and records and
opportunities for improvement eg waste minimisation cleaner processes
Corrective action
Immediately the auditors report is approved draw up an action plan with deadlines to
correct any deficiencies (the major ones first)
0 deliver improvements
ensure everyone is aware of their commitments
0 reassure senior managers that the recommendations are being acted upon and
0 put in place any procedures which are necessary to prevent a repeat of the non compliance
Frequency of audits
Audit all parts of the EMS about every two to three years except in areas with particularly significant environmental impacts Audit these more frequently
Extemal audits
You might wish to pay for audits - see Section 22 on Certification
21 Management review Section 46 of the Standard
The review measures the effectiveness of the system It is an opportunity for the Management Representative and senior management to review the EMS structure and to evaluate the organisations environmental policies objectives targets and procedures to determine
0 whether they are being followed
0 whether they remain suitable adequate and effective
0 where changes are necessary to secure continual improvement and
0 if the EMS is achieving its overall objectives and helping the organisation meet its business goals
The scope of the review should be comprehensive though not all the elements of the EMS need to be reviewed at once The process may extend over a period of time
22
Frequency of reviews
Every one or two years is probably sufficient for most office based organisations However the frequency of reviews will depend on
0 how successfully the EMS is running (see Annex E)
e the significance of the environmental impacts
whether there have been any changes in activities or circumstances eg the contracting out of say facilities management
e whether any extemal issues of importance have arisen eg new or revised regulations changes in Government policies new initiatives from Green Ministers
Review team
Ensure that
0 a team is appointed comprising of individuals with either executive responsibility or specialist responsibility
e the team is provided with all the information necessary to effectively review the EMS such as
internal and extemal audits
environmental policy objectives and targets
operational controls
environmental manual
non compliance reports
concems expressed by relevant parties
0 the sites to be covered by the review are clearly defined
0 direct and indirect impacts are covered and both positive and negative impacts
0 time is provided for the team to look at broader issues relating to your EMS eg new legislation policies technologies and techniques
0 what has happened in the past is covered eg incidents of non compliance and corrective action taken
time is allowed for writing the report which should outline
the scope of the review
23
methods used
details of findings and
recommendations
the recommendations
highlight the areas of the EMS where improvements are required
name the individual who should implement them
the actions resulting from the review are monitored and recorded and
any improvements which can be made to the model framework for greening government operations bee section 6 above) are notified to DETRrsquos Energy and Environment Best Practice Division The address is given at the back of this guide
21 Certification
IS0 14001 allows organisations to make a self declaration of compliance to the requirements of the standard if they do not want to get the EMS formally registered
The certification process provides a mechanism through which organisations can demonstrate their commitment to environmental protection The need to demonstrate this commitment will depend upon stakeholder requirements eg Management Boards Ministers Parliament
Certification for compliance with the standard in the UK is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) The accredited certifiers must in turn have met certain pre-determined criteria to be accredited by UKAS
Certification to IS0 14001 is a two stage process involving
(1) an initial assessment
(2) main assessment
Initial assessment
The objective is to gain an understanding of
0 your EMS in the context of relevant environmental impacts and regulations
0 whether you are fully prepared for assessment
The certification body will
0 check that your EMS
has the commitment of senior management
is based on a proper evaluation of your environmental aspects and impacts
24
meets legislative and regulatory requirements
is intended to control and improve the organisations environmental performance and
is auditable
assess the reliability of your internal audit
plan and allocate resources for further document review (where required for the main assessment) and
provide you with a document explaining what further action you must take
Main assessment
The certifier will ask to see a copy of your organisations environmental manual and procedures to determine whether your organisation is ready for the main assessment The main assessment - involving a site visit from the auditor - is the final stage in the certification process Its main purpose is to
confirm what is written actually represents what is occurring in practice
e confirm that the EMS complies with all the elements of IS0 14001
determine whether the EMS is to achieve and is achieving improvements in environmental performance and regulatory compliance and
confirm that your organisation is complying with its own policies and procedures
This means that the certifier must focus on your organisations
identification and evaluation of its environmental impacts
consequent objectives and targets
performance monitoring measuring reporting and review against your objectives and targets and
auditing to ensure the EMSS effectiveness
Generally an organisation will only fail the certification process at this stage if the corrective actions demanded by the certifier were not completed during the permitted period
The award of an IS0 14001 certificate does not complete the process The certifier will maintain a cycle of continuing assessments to ensure that the EMS complies with the standard and that it can demonstrate continual improvement in its environmental performance The trick is to ensure that the certification process does not impose excessive documentation requirements on your organisation Your system is there to help your organisation - not to make the role of the certifier easier
Certification - because of differing performance objectives - is not sufficient to demonstrate performance improvements This is why the European Unions Eco-Management and Audit Scheme (EMAS) requires organisations to produce an environmental statement
25
22 Environmental Statement
IS0 14001 does not require an environmental statement Although i t does require reports on performance to be made to top management for review and as a basis for improving the EMS
The publication of an environmental statement provides evidence that an organisation is committed to improving its environmental performance What goes in it is a matter for the organisation
Decide
what to communicate
how to communicate it
to whom to communicate it (ie stakeholders eg MPs Ministers Audit bodies)
how to elicit positive feedback and thereby reap a positive reward
Ensure that the statement
is kept simple consistent relevant and balanced (with any necessary detailed information included in annexes)
briefly describes your organisationrsquos activities
contains reliable and accurate information
summarises objectives targets impacts and other relevant issues
highlights the progress you are making
covers good and bad news in a positive manner
gives the name of the accredited certifier
avoids jargon and
is bound and all the pages are numbered
Energy and Environment Best Practice Division (EEBP) November 1998
26
Annex A
I S 0 STANDARDS CLOSELY ASSOCIATED WITH IS0 14001
denotes publication
Environmental Management
IS0 14002 - General guidelines on special considerations for small and medium enterprises
IS0 14004 - General Guidance on Principles Systems and Supporting Techniques Gives practicable help on the design development and maintenance of an EMS
Environmental Auditing
ISO14010 - General Principles Defines the scope of the audit and provides a framework for the structure and format of the audit report
IS0 14011 - Audit Procedures Auditing of Environmental Management Systems Explains the planning and conduct of an EMS audit and gives advice for example on its objectives the roles and responsibilities of those involved and the preparation and documentation of the report
IS0 14012 - Qualifications Cnteria for Environmental Auditors Provides guidance on the minimum qualifications for auditors and how to evaluate their suitability
IS014015 - Guidelines of Environmental Site Assessments
Environmental labels and declarations
IS0 14020 - Environmental labels and declarations - general principles
IS0 14021 - Environmental labelling - self declaration environmental claims - terms and conditions
IS0 14022 - Environmental claims - self declaration environmental claims - symbols
IS0 14023 - Environmental labelling - self declaration environmental claims - testing and verification methodologies
IS0 14024 - Environmental labelling type I - general principles and procedures
IS0 14025 - Environmental labelling type 111 - general principles and procedures
27
Environmental PerjGonnance
IS0 14031 - Environmental Perfonnance Evaluation Explains how to identify suitable environmental indicators for measuring performance against policies objectives and targets
IS0 14032 - Technical report type 3 - Environmental Performance Evaluation - case studies illustrating the use of IS0 14031
Life CycZe Assessments
IS0 14040 - Life cycle assessment - principles and framework
IS014041 - Life Cycle Assessment - life cycle inventory analysis
IS014042 - Life Cycle Assessment - impact assessment
IS0 14043 - Life Cycle Assessment - interpretation
IS014049 - Technical report type 3 - life cycle assessment - examples of the application of IS0 14041
Terms Q Definitions
IS0 14050 - Environmental Management Vocabulary Summarises the terms and definitions used in the IS0 14000 series of standards
Sectors
IS014061 - Technical report type 3 - guidance to assist forestry organisations in the use of IS0 14001 and 14004
28
Annex B
EXAMPLE LEGISLATION SHEET
CATEGORY waste TYPE OF ACTIVITY Duty of Care
LEGISLATION Environmental Protection Act 1990 part 11 Environmental Protection (Duty of Care) Regulations 1991
DETAIL Persons concerned with controlled waste are under a DUTY OF CARE to 1) Prevent any other person committing the offence of depositing disposing or recovering controlled waste without a waste management licence or in a manner likely to cause harm to health or the environment 2) prevent the escape of waste 3) ensure that waste is transferred to an authorised person or to a person authorised to transport waste and 4) ensure the waste is accompanied by a written description (a TRANSFER NOTE) The note must include a description of the waste and details of the parties involved in the transfer It is not necessary if a consignment note is required Further information and a model transfer note can be found in ldquoWaste Management and the Duty of Care A Code of Practicerdquo Also DETRrsquos lsquoWaste Guide advice to Government Departmentsrsquo
PENALTY It is an offence to contravene the Duty of Care requirement Summary conviction - up to euro5000 Conviction on indictment - Unlimited fine Enforcement authority - Environment Agency has an interest in muring the Duty of Care is complied with Anyone may bring a prosecution
WHERE APPLICABLE Current Waste Carrier Licences must be obtained for all waste contractors eg hose that remove paper glass and cans for recycling general waste classified waste scrap metal waste citchen oil clinical waste Transfer notes to obtained for all of the above)
j MONTH REVIEW OF COMPLIANCE An audit of waste licences and transfer notes was carried out on 20598 All licences were found to be current - licence for Contractor X had expired on 31398 and a valid eplacement had been obtained from them Transfer notes had been issued on an individual basis for each ollection of paper for recycling scrap metal waste kitchen oil Annual transfer notes were current for Fenera1 waste classified waste and clinical waste Full compliance with legislation
ZOMPLETED BY REVIEWED BY (EMS team)
iame Name Jnit Date
)ate
29
Annex C
Methodology for determining significant aspects
Important This annex supports steps 5 and 6 of the guide and should be read in conjunction with it and not be used as a stand alone document Some terms such as ldquonormal operating conditions rsquorsquo are defined in the guide itsecf
This methodology was developed to help Government departments determine their significant aspects It supports the requirements of IS0 14001 and EMAS
The methodology is divided into
1) determining significant aspects and
2) maintaining a register of significant aspects
Nore IS0 14001 does not require an organisation to maintain a register of signijkant aspects But it helps to support the documentation of the EMS
Steps for determining significant aspects
Step I define activi9 product and services
Divide the Government Department or Unit into its organisational or management structure - if this has not already been done at the planning stage of the EMS
Identify activities products or services according to existing management structure or sections of the organisation Include in the list of activities operations of the section process unit or building identified
List the activities products and services
List all activities products and services including those initially identified as possibly not having much of an impact on the environment
Step 2 Identfy the environmental aspects associated with each activity prodirct or service
Note I S 0 14001 defines an environmental aspect as an element of an organisationrsquos activiv product or service which can have a beneficial or adverse impact on the environment
30
Inputs
Identify and list the environmental aspects for each activity in terms of inputs for example
energy use (electricity fuel renewable other) water consumption (mains grey other) use of fuels (petroleum diesel alternatives other) land use (natural habitats open space landscapes sensitive areas agriculture other) use of raw or secondary materials (chemicals oils aggregates metals plastic paper other) procured services from suppliers use of natural resources
outputs
Identify and list the environmental aspects for each activity in terms of its outputs for example
wastes and byproducts generated (handling storage and transportation) discharges to water courses sewers or drains (controlled or uncontrolled) impacts on land (contamination natural habitats open space agriculture sensitive areas) discharge of thermal energy generation of noise dust odour or vibration transport products (packaging transport use and disposal) impacts on natural resources and ecosystems including wildlife impacts on built environment visual impact public (influence education regulation enforcement other)
Important Identia both the Direct and Indirect (service) aspects for the organisation Direct aspects arise from every day operations such as water consumption Indirect aspects anie from the servicesprovided by the organisation such as regulatory inspections in the commercial sector
Step 3 IdentifL the associated environmental impact of the aspects
Note IS0 14001 defines an ldquoenvironmental impactrdquo as the change which takesplace in the environment as a result of the aspect
Identify the associated environmental impacts for each aspect of the activity Environmental impacts are the actual or potential change to the environment as a result of the aspect and can be local regional or global in scale For example
31
injury to wildlife destruction of natural habitat conservation of energy waste minimisation
contamination of soil or water release of carbon dioxide to the atmosphere
reduction in vehicle emissions and other pollutants
Notes 1 The Swedish approach on EMSs in Government cover (1) direct) of internal activities (eg conserving water and energy) direct impacts of external activities (eg road construction and defence) and indirect impacts of external activities (eg regulations permits funding system)
2 Canada s system of sustainable development encompasses policies programmes and operations with federal departments working to merge instruments such as Environmental Impact Assessments with EMSs
Table showing examples of activities products and services with their associated aspects and environmental impacts
Activity Product or Service
Activity River maintenance activities
~- Product Annual Environmental Report
Service Regulating Major Industries
Environmental Aspect
Potential for accidental pollution incident
Use of paper
Environmental improvement
Associated Environmental Impact
Deoxygenating of watercourse oil spills contaminating water silt discolouring watercourse fish kill
Misuses of natural resources Destruction of habitats Pollution from production processes
Reduction in emissions reduction in pollution
conserving resources reduction in waste
incidents
Important Environmental aspects can be positive or negative Actual andpotential future aspects must be evaluated
32
Step 4 Determine the significance of the environmental impacts
Use the scoring system in the assessment tool (at the end of this Annex) to calculate the significance of each aspect or impact identified The tool is based on ldquodescriptiverdquo as well as ldquorisk basedrdquo criteria
Each aspect or impact should receive a score for the following factors
1) description of impact 2) likelihood of occurrence 3) likelihood of detection 4) severity of consequence or nuisance
Once a score is determined for all four criteria add them altogether to obtain a ldquosignificance ldquofactor The higher the score the more significant the environmental aspect
Determine the threshold of what score warrants a ldquohighrdquo significance value based on the nature of your organisationrsquos operations and the concerns of its stakeholders
Register of significant aspects
Document the aspects in a ldquoRegister of Significant Aspectsrdquo which should include a summary of the methodology used to determine the ldquosignificancerdquo values The Register should include at least the following
activity identified environmental aspect environmental impact
ldquosignificancerdquo value assigned
cross reference to the register of legislative requirements description of the effect criteria chosen
cross reference to applicable EMS procedures
Completion of the Register
Once the Register is complete work can begin in setting specific objectives and targets for each significant aspect identified
Important Ensure that the register of legislative requirements is complete (or at least that the applicable legislative requirements are identijled for each activiy and aspect) before determining the signijkance of the
organisationrsquos aspects and impacts
33
Assessment tool for determining significance of environmental aspects and impacts (see step 4 of the guide)
Description of Effect
Negligible or no impact No breach of legislation Emergency situations would cause a breach of policy or procedures
Rank Likelihood of
occurrence
0 None
~ Verysmall impact Immediate action possible Emergency situations would cause a breach of legislation Results in breach of own policy or procedures under abnormal conditions
I 1 Very low
Small impact Results in breach of legislation under abnormal conditions Results in breach of own policy or procedures under normal conditions
Moderate impact
Severe impact
Extensive impact
Activity has impact under normal operating conditions Results in breach of legislation under abnormal conditions No previous breach of legislation
Results in breach of legislation under abnormal conditions History of past breaches of legislation
Results in breach of legislation under normal operating conditions History of past breaches of legislation
2 Low
3 Moderate
4 High
5 Very high
Note Stakeholder concerns are not included in the description criteria Each organisation shouId tailor these criteria to take account of the concerns of stakeholder the public or interestedparties
34
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
Steps to implementing an EMS
Basically the main steps are to
1
2
3
4
5
6
7
8
9
10
11
12
13
14
obtain a copy of the I S 0 14001 Standard
appoint a team with a manager who has authority to take action If possible someone who is directly responsible to the main Board for implementing the EMS Such a person is normally known as the ldquoManagement Representative rdquo
identify your organisations activities This is usually done by undertaking an initial environmental review
record and update legal and regulatory requirements relevant to your activities
identify your organisationrsquos environmental aspects Find out which environmental issues need to be considered
determine and prioritise the most significant environmental impacts Find out the major ways in which your organisation impacts on the environment
draft and agree an environmental policy with stakeholders - from environmental impacts identified and relevant legislation etc
develop and set objectives and targets from the environmental policy
develop an environmental managementprogramme to achieve objectives and targets
define the responsibilities and resources of key people and contractors designated to drive the EMS forward
develop awareness and training courses to ensure that people know why the EMS is important and are clear about their roles
improve communications
develop an environmental management manual and related documents
establish document control
1
15 establish operational control
16 prepare for emergencies and contingencies
17 monitor operational activities and effectiveness of system
18 establish procedures for correcting non-control and non- compliance with policy and regulations
19 maintain records
20 environmental audit procedures to identify strengths and weaknesses
21 review the EMS to determine its suitability adequacy and effectiveness
Optional
22 produce an environmental statement
23 obtain certification
2
Implementing Environmental Management Systems - Step by Step
This section shows you step by step how to set up an environmental management system which conforms to IS0 14001
1 IS0 14001
IS0 14001 explains what an organisation must do to control its environmental aspects (see glossary) and improve its environmental performance Obtain a copy of IS0 14001 from the British Standards Institution Customer Services Sales Department 389 Chiswick High Road London W4 4AL Tel 0181 996 9000 Fax 0181 996 7400 Price euro25 for BSI members and euro50 for non members - so check whether your organisation is a member
2 Management Representative Section 441 of the Standard
IS0 14001 requires top management to appoint a specific Management Representative responsible for
0 ensuring the EMS is established and maintained in accordance with the standard and
reporting on the performance of the EMS to top management for review and improvement
Note Top management may consist of aperson orgroup ofpersons with executive responsibilily for the organisation eg a Government departments management board
Determining the scope of the EMS
The Management Representative should start by determining the scope of the EMS It might cover a unit site building region the whole of the organisation or a collection of processes or functions
Most organisations begin by piloting an EMS in a unit or building and then use the expertise gained and documented to extend it to other parts of the organisation For example HM Customs amp Excise have selected their Central London region as a trial site for certification under IS0 14001 If the trial is successful they will use the experience gained to gradually extend the system to other parts of their estate thus keeping costs down and making best use of their resources
Consider building the EMS onto existing systems or integrating it with health and safety BS 8800 - the British Standards Institutes Guide to Occupational Health amp Safety Management Systems - provides a management system based on IS0 14001
It is probably best to start in a discrete area which is already well managed where there is already an interest in environmental issues and preferably where the Management Representative is close at hand Altematively choose a new building Design the system so that it is workable and capable of being replicated elsewhere on the estate to keep costs down
3
3 Environmental review Section 31 of the Standard
This is not a requirement of IS0 14001 Though the standard does state that ldquoan organisation with no existing EMS should initially establish its current position with regard to the environment by means of a preliminary environmental reviewrdquo The environmental review provides a useful snapshot of the impact which your organisation has on the environment
Scope of review
List what might be covered by the review For example
legal compliance
emergencylcontingency plans
management structure
activities of other organisational systems that can enable or impede performance
people awareness and training
procurement including relations with contractors
opportunities for cost savings
waste disposal
emissions and discharges to air water and land
water use (including check meters)
sewage drainage and if relevant trade effluent
storage
transport and deliveries
energy use and if relevant its generation
best available technologies and management practices
paper use
Use your Departmentrsquos own environmental policy statement to identify other areas Another useful source of ideas is DETRrsquos web site for greening government
Involving people
Involve key managers and people within the organisation Let them know what you are planning and encourage them to think about the part that they can play Use
journals newsletters and circulars
4
meetings briefings presentations and seminars
papers to management boards
green teams
guidance for staff and suppliers
notice boards and posters
staff suggestion schemes
e-mails intranets and the Internet
Review team
Set up a review team It should in large organisations draw its members from key areas eg operational areas such as facilities management finance personnel and contractors - if appropriate
The teamrsquos task is to evaluate existing activities procedures and systems to see how effective they are at managing existing environmental impacts eg managing and minimising waste streams This might for example involve team members interviewing a whole range of people using questionnaires to elicit information and visiting selected sites to validate the responses and to gather further information
Ensure that the review team
lets everyone know about the review
provides people (including contractors) with information
asks people to provide ideas (the people doing the job will often have ideas for improvement)
keeps senior managers informed and obtains their authority to get other people involved
sets a specific completion and reporting date
identifies those activities where savings can be made
emphasises the need for continuing improvement and a change in culture and habits
Gathering information
Gather information for each unit in turn noting any issues that concerns the whole organisation For example energy water and paper use and estate management will need to be examined for the organisation as a whole
5
4 Regulatory Requirements Section 431 of the Standard
Laws and regulations are becoming more stringent and compliance costs are increasing Non compliance - especially where it results in accidents such as spills or emissions - can cause significant losses in terms of money and management time and if a govemment department is the culprit potential embarrassment for Ministers and senior managers
Meeting legal requirements
The standard requires that a documented procedure is established to ensure that all legislation policies and other requirements to which your organisation subscribes are identified and maintained The procedure must identify the source of the information which should be accurate and from a reliable source eg the DETR web site
IS0 14001 does not require an organisation to produce a register of regulatory requirements But many bodies prefer to keep a register because it is convenient and provides proof to certification bodies that they are complying with this requirement of the standard DETRrsquos web site for greening govemment contains a copy of a register of regulatory requirements which if used will need to be tailored to suit the EMSrsquoS scope and circumstance
Maintaining a register helps you to ensure continual compliance with existing legislation take account of future relevant legislation and rapidly correct any non compliance Include in your register if applicable
0 operational permits
discharge consents
local authority consents
0 planning consents
0 other regulatory consents or authorisations
In addition to the legislative requirements the organisation must also record that it is aware of lsquoother requirementsrsquo to which it subscribes For example
0 the Departmentrsquos Policy Statement and improvement programme
0 UK EU and OECD commitments
0 decisions of Green Ministers
0 codes of practice or best practice advice
non regulatory guidelines eg ldquoGreen Guide for Buyersrdquo
Establish a procedure to ensure that the register is kept up to date either through a series of reviews or by notification of changes such as the service provided by Croners Environmental Management amendment services
6
You may also find it helpful to monitor compliance with the legislation identified by listing
Who is responsible for compliance
What procedures must be followed to ensure compliance
Results of checks against the procedures
Note an example of a legislation sheet is given at Annex B
5 Environmental aspects Section 431 of ihe Standard
There are two types of environmental aspects
direct which arise from every day activities such as consuming energy and water using transport purchasing goods and services and managing waste which deplete resources and cause emissions to air and water - all of which have a direct impact on the environment Others include new buildings which may affect natural habitats and open space visual appearance of Government buildings which may improve or reduce the quality of the built environment and activities which create noise
indirect which arise from the services provided by your organisation such as the development of policies and programmes These may be fairly immediate eg a rise in landfill tax Or they can be more indirect like the impact of a publicity campaign on environmental awareness
Some environmental aspects are negative - they cause damage to the environment Others may be positive - they benefit the environment Some are ldquoactualrdquo Le they are already happening Others are potential ie they could occur if the organisation took some action
Holisiic approach
Implementing an EMS which covers both direct and indirect impacts is more likely to change the culture of an organisation and promote all round improvements in its environmental performance This is the approach which is being adopted by the Govemment of Sweden where there are plans to implement EMSs in all of that countryrsquos 300 or so agencies based on IS0 14001 and the European Unionrsquos Eco-Management and Audit Scheme (EMAS)
The model framework for greening government covers direct environmental impacts DETRs Sustainable Development Unit has produced guidelines for environmentally appraising policies and programmes These cover indirect impacts
There are also a number of guides on DETRrsquos web site for greening Government which provide advice for reducing direct impacts For example
Conserving Water - Advice for Government Departments
Green Guide for Buyers
Green Guide to Construction and Refurbishment
7
Guide to Environmentally Preferable IT Equipment
Guide to Green Transport Plans
Waste Guide - Advice for Government Departments
Prepare a list of environmental impacts for each unit and discuss it with operational managers key people and other interested parties such as contractors and suppliers
6 Determining the organisationrsquos significant impacts Section 431 of the Standard
Concentrate on those impacts which can secure the biggest improvements in your organisationrsquos environmental performance A general rule of thumb is that 20 of your activities will account for 80 of the environmental impacts The process involves assessing the significance of each activity and then prioritising actions on those which have the biggest environmental impact
There are two major components of ldquosignificancerdquo The Local Government Management Board which developed LA-EMAS defined them as
Importance - the frequency with which the environment is affected by the activity balanced against the severity of the impact when it occurs The higher the frequency and severity the bigger the score and the higher the priority
Influence the balance between the influence which an organisation potentially could exert to control an impact against the degree to which this influence is being exerted The more influence an organisation has over a particular significant impact the easier it is to reduce it
Assessments of significance will depend on several factors eg potential regulatory exposure difficulties in changing the impact financial implications (costs and savings) concern of stakeholders and the effect on the public image of the organisation from complaints and a bad press
Determine the significance of each of the environmental impacts under
Normal Operating Conditions Le under routine operating procedures
Abnormal Operating Conditions ie where there are planned deviations from normal procedures eg starting boilers up following a prolonged shutdown
Incidents or Accidents Le unplanned events having effects beyond those normally encountered eg a burst water mains
Note Take account of the influence ofpast site activities which for example resulted in contamination of water and land and which could arise in thefiiture
Use a proven methodology such as the one at Annex C to evaluate the significance of each activity or process Other examples are given on the Department of the Environment Transport and the Region rsquo s web site h ftpw w w environment detrgo v uwgreeninglgghome h tm
8
7 Environmental Policy Statement Section A2 of the Standard
The Environmental Policy Statement is the comerstone of an EMS It should
state the aims and principles of action for tackling the significant impacts of your organisations activities on the environment and
e enable management to communicate its environmental priorities to employees contractors and other interested parties
Model framework
DETR with help from other Government departments has already produced a model policy statement for greening operations which Green Ministers are encouraging their Departments to adopt or adapt to meet their specific circumstances Use it to form the basis of your organisations environmental policy - a copy is on DETRs web site for greening government
Once compiled check that your policy statement
e clearly describes the area(s) and functions of the organisation to which it applies
is appropriate to the nature scale and significant environmental impacts of your organisations activities products and services
e includes a commitment to continual improvement
e includes a commitment to prevent pollution and to comply with relevant environmental legislation and regulations and other obligations on the organisation
Note Legal requirements include multi-lateral environmental agreements such as the Montreal Protocol on phasing out ozone depleting substances Other obligations may include Agenda 21 codes ofpractice and best practice guides
e provides a framework for setting and reviewing environmental objectives and targets
e contains views of stakeholders such as Green Ministers suppliers and contractors
covers risk reduction eg protection of water courses from spills
is compatible with health and safety policies
promotes sustainability by working with others to develop viable solutions to economic social and environmental problems
contains a commitment to train employees and promotes improvement to their environmental performance
is sufficiently clear to be understood by internal and external interested parties
9
8 is dated and signed by senior management communicated to all employees and made available to the public
Note It is not essential to make thepolicy statement available to the public but a decision must be recorded in the documentation to show that this was considered
8 Objectives and targets Section 433 of the Standard
Draw up objectives and measurable targets in consultation with key managers and their people and where relevant suppliers and contractors All should be involved in setting objectives and targets for their particular field or activity This is a good way of ensuring that they are
8 owned by stakeholders
0 appropriate to the areas of operation and
8 achievable
Check that the objectives and targets
0 address the most significant environmental impacts
0 comply with entries in the Register of Regulatory Requirements
meet the aims of your organisations environmental policies 8
8 provide for continuing improvement in overall environmental performance
8 are SMART Le specific measurable (wherever practicable) achievable realistic and time-limited
0 take preventative measures into account where appropriate
8 are practicable (taking account of economic constraints) and act as an incentive for action not as a source of demoralisation
Note IS0 14001 asks organisations when considering their technological options to consider the use of best available technology where economically viable cost effective and judged appropriate
8 refer to other relevant policies standards and codes of reference and
8 reflect the concerns of other stakeholders such as Green Ministers
NOTE The model framework (see section 7) contains a series of aims and objectives designed primarily for office based Government departments More detailed targets are given in the model improvement programme which is also on DETRs web site for greening Government andprovides the means of implementing the statement
Regularly review your objectives and targets and ensure that your policy statement is updated to reflect any changes in activities and priorities More information on objectives is given in Annex D
10
Draft I S 0 14031 Guidelines for Environmental Performance Evaluation (EPE) provides advice on how to identify suitable environmental indicators to enable performance to be measured or monitored against criteria set by management
9 Environmental Management Programme Section 434 of the Standard
The management programme is designed to implement the environmental management system It consists of a number of procedures such as
How the environmental policy will be implemented
How the objectives and targets will be achieved
Environmental review of new activities
How communication will be covered
For each of the above elements an action plan should be established and documented describing
who is responsible for managing the actions
who is responsible for undertaking the work including contractors
what action needs to be taken ie the procedure
what is the timescale and means
how will compliance with this programme be achieved
who will monitor compliance
DETRs model improvement programme for greening government operations provides a good starting point for developing an environmental management programme
11
EXAMPLE OF MANAGEMENT PROGRAMME SHEET
Management Representative
Miss Jones and Mr Bro wn
Mr Smith
Mrs Green
Objective To extend the amount of recycled paper bought in the Division in accordance with Departmental targcts
responsible for the management of the programme to achieve this target by holding meetings with Mrs Green on a 6 monthly basis
responsible for ordering the paper for the Division
responsible for setting up a call off contract for the purchase of recycled paper which will include the specification for management information regarding the type and quantity of paper purchased
responsible for training the stationery ordering staff 1998
October 1998 April 1999
as required
This contract will be set up by end April 1998
in the first week of May
Target To ensure all staff are aware of and act upon the Departmentrsquos policy to purchase only recycled paper containing at least 80 genuine post consumer waste (including agri-pulp) except where the Directorate of Communication authorises the use of special paper
responsible for obtaining the management information issued to Mr Smith and assessing compliance with the procedures
Name 1 Responsibility I Date
July 1998 October 1998 January 1999 April 1999
Mrs Green for issuing written instructions to stationery ordering staff
May 1998 (re-issue November 1998)
Mrs Green
10 Responsibilities and resources Section 441 of the Standard
IS0 14001 requires top management to provide staff time funds and other resources essential to the implementation and control of the EMS This means
a clearly defining and documenting the roles and responsibilities for all people whose work comes under the management programme
e appointing a senior manager to oversee the development of the EMS and to ensure that performance is evaluated against the requirements of the environmental policy and
providing the Management Representative (see step 2) with the necessary authority and support
12
Most parts of an organisation will already have management systems in place including management responsibilities and individual duties These should be adapted in consultation with line management For example to include
a environmental responsibilities in job descriptions where appropriate
a information on environmental responsibilities in management manual records
a clear instructions for people including contractors with specific responsibilities
11 Training and raising awareness Section 442 of the Standard
Training is crucial to the success of an EMS Attempting to introduce an EMS without firsf trying to make people aware of their responsibilities and equipping them with necessary skills leads to frustration and impotent action Training can also bring other benefits by
a stemming breaches in regulatory consents and authorisations (most of which result from human error rather than equipment failure)
a stimulating people into developing new ideas and
a improving the effectiveness of the EMS eg in terms of conserving resources reducing waste and saving money
Determining training levels
Determine the target audience and level of training required by asking such questions as
a Do people fully understand the content and implications of your organisationrsquos environmental policy
a Do managers fully understand how the EMS provides controls over your organisationrsquos significant environmental impacts
a Do operators understand the environmental impacts of their activities on the environment and have access to up to date information
a Is there a general awareness of the
relationship between energy use and the environment
need to minimise waste by maximising reduction reuse and recycling
Expanding competency
Training should expand the environmental competency and knowledge of people including contractors Ensure that it covers the
a importance of conformance with policy procedures and the EMS
13
~~ ~ ~ ~~ significant environmental impacts (actual and potential)
roles and responsibilities of people in achieving conformance
0 potential consequences of failure to follow operating procedures and
merits of improving environmental performance
Training options
Job specific training should cover people and contractors whose work is covered by environmental regulations or is concemed with achieving the environmental objectives and targets eg in procurement and estate and facilities management This might include
1 Formal courses for
0 developing environmental awareness for all
building an understanding of the EMS for managers and key people which explains what the organisation is seeking to achieve and why
explaining work instructions and developing technical skills for specialists operators and those who are responsible for significant environmental impacts
2 Informal on the job training for
helping an employee to do the job correctly safely and effectively
3 Informal training
distance leaming packages
news sheets
in-house newsletters etc
Other methods
Look at other methods of raising awareness such as
vocational training
continuously updated information on Intranet and Internet web sites
0 presentation of a policy statement and environmental reports to each employee
0 participation in Green Teams
0 internal seminars workshops talks and lectures
14
video presentations and
external seminars workshops and conferences
Evaluation
Regularly evaluate training to assess its value to the environmental performance of the organisation
Use compliance audits or audits of the EMS to identify deficiencies resulting from inadequate or lack of training
Training organisations
The UKs Institute of Environmental Managers have designed a Best Practice Programme to help managers put the theory of environmental management into practice
12 Communications Section 443 of the Standard
Check if suitable systems exist for communicatingbetween the various levels and functions of an organisation and with external interested parties
Where necessary establish and maintain procedures to make people and contractors aware of
(a) the importance of conforming to policy procedures and the EMS
(b) the significant environmental impacts (actual and potential)
(c) their roles and responsibilities in achieving conformance and
(d) the potential consequences of departing from specified procedures
Intemal reporting
Reporting on environmental performance is essential in determining improvement over time
Decide
what to communicate
how to communicate it
to whom to communicate i t (eg Management Board Green Ministers Parliamentary Environmental Audit Committee OECD)
Note You must documentyour decision on whom to communicate it to in the Management Manual
how to elicit positive feedback and response and thereby reap a positive reward (the 3 Rs Report-Response-Reward)
15
Note IS0 14031 Guidelines fo r Environmental Performance Evaluation (EPE) provides advice on reporting and communicating EPE information to management employees and interested parties
13 Management manual and related documents Section 444 of the Standard
Senior management should decide the format of the documentation which must demonstrate compliance with the requirements of the EMS and that objectives and targets are being met The documents must be readily identifiable and periodically reviewed and revised Normally they will consist of
Policy statement
Environmental management (or improvement) programme and procedures
Local action plans containing objectives and targets
Register of Significant Environmental Impacts
Register of Regulatory Requirements
Site emergency plans
Work instructions for managing a particular activity or issue
Health and safety instructions
Organisational charts
System Manual
IS0 14001 stipulates that the documentation may be integrated with documentation from other systems implemented by the organisation It does not have to be in the form of a single manual although this tends to be normal practice
The manual is a key document for third party assessment It should provide the principle source of reference for the EMS and as such be relevant to the organisations activities It can cover an entire operation a building Division Directorate or entire Department etc
Ensure that the manual
is concise and well structured (with sub divisions for key areas)
contains a brief introduction to your organisation and its activities
outlines your organisations environmental policies
summarises your significant environmental impacts objectives and targets and the management programme
16
~~ defines key roles and responsibilities
identifies the role of the management representative
indicates how the requirements of IS0 14001 will be met
cross references procedures eg work instructions and other relevant documentation
highlights any emergency plans (eg for spillages)
14 Document control Section 445 of the Standard
The primary purpose of document control is to ensure that the right people have the right information at the right time in the right place Avoid complex document control systems Create and maintain only those documents which are necessary to implement the EMS and achieve improvements in environmental performance
Ensure that
the documents are assigned to the appropriate unit or job title and can be easily found
the documents are periodically reviewed revised as necessary and approved as adequate by authorised people
0 current versions are available at all locations where operations essential to the effective functioning of the environmental management system are performed
obsolete documents are promptly removed from all points of use
any obsolete documents retained for legal or other purposes are suitably identified
all pages are numbered dated and fully referenced
15 Operational control Section 446 of the Standard
This provides the means of keeping control of the system Ensure good control of critical activities by making sure you
check whether requirements are met and where necessary making any necessary corrections
provide key people with work instructions which are identifiable current and available on location
make contractors and suppliers aware of your organisations EMS as i t relates to them
17
e provide contractors with details of relevant operational procedures and requirements
give details of verification methods employed in your manual and work instructions e
e identify the person or persons responsible for
overseeing or directly achieving the objectives and targets eg the officers appointed to develop Green Transport Plans
undertaking physical spot checks
initiating investigations into cases of non compJiance and
- taking the necessary permanent corrective actions
16 Emergencies and contingencies Section 447 of the Standard
IS0 14001 requires an organisation to maintain documented procedures to
e identify potential accidents and emergencies which may arise from hazardous processes and the handling or disposal of dangerous materials
e minimise any environmental impacts resulting from these incidents and
e periodically test such procedures if practicable
Such procedures may already be in place under the Control of Substances Hazardous to Health (COSHH) and Control of Industrial Major Accidents and Hazards (CIMAH) - see the Register of Regulatory Requirements These should if effective be formally adopted and recorded in the EMS documentation Inform directly involved people and contractors and provide additional trzining where the work requires
e complicated monitoring maintenance or inspection routines
e the co-ordination of several operations or
e business continuity plans
17 Monitoring and measuring Section 451 of the Standard
Monitoring and measuring are necessary to test whether the organisation is achieving its objectives and targets and whether the procedures for operational control are effective
Check if systems (with correct procedures) exist for regularly monitoring and measuring
performance against objectives and targets
implementation of operational controls
compliance with the law
Note Always try to build on existing systems to save time and eort
i a
18 Correcting for non-control or non compliance Section 452 of the Standard
IS0 14001 requires procedures for identifying and correcting non compliance In office based organisations this is most likely to result from a failure to meet performance levels or the malfunctioning of the EMS itself (eg ambiguous procedures) rather than through a major process failure which can cause environmental damage
Ensure that the procedures
0 identify the cause of non-conformance
0 identify and implement the necessary corrective action
0 implement or modify controls necessary to avoid future repetitions
0 record any changes in written procedures resulting from the corrective action
0 record any significant environmental impacts arising from the non compliance
0 are included in the manual and other documentation
19 Records Section 453 of the Standard
EMS records are kept to
0 demonstrate compliance with the requirements of your EMS and legislation
0 determine the extent to which targets and objectives have been met in line with your organisations overall environment policy and
0 provide evidence of the on-going operation of the system
Include in your record system
0 reports of audit and reviews
0 training
0 details of any failures to comply with policy and regulations and corrective actions
details of any complaints and the corrective actions taken 0
inspection and maintenance reports
0 information on emergency preparedness and response
quantities of materials collected for recycling or dispose as waste
19
0 meter data for gas electricity and water
licenses and other legal documents ~~~ ~ ~~ ~~~~~~ ~~~~~~ ~~
0
0 communications with suppliers contractors and general public
a notes or minutes of meetings
other relevant records
Establish and record retention times for the records kept and protect them against damage deterioration or loss They may be stored in paper or electronic form or both
Ensure that records kept by other parts of the organisation such as facilities managers and procurement officers are cross referenced with those held centrally
20 Environmental audit Section 454 of the Standard
The purpose of an EMS audit is to assess whether the system conforms to the requirements of the environmental policy and other criteria such as relevant legislation and regulations and if certification is sought IS0 14001
IS0 14001 requires you to
establish and maintain programmes and procedures for lsquo)eriodicaf[y rdquo auditing the EMS
0 base the audit programme on the environmental importance of the activity concerned and the results of previous audits
0 cover the audit scope frequency and methodologies as well as the responsibilities and requirements for conducting audits and reporting results
Intemal audits
Select an audit team of about 3 to 4 persons Ensure that the team members have
0 no direct management responsibility for the part of the organisation being audited
0 sufficient knowledge and expertise to carry it out especially in the areas of
management systems auditing
relevant EMS standards
offices facilities and plant
industry knowledge ( i f appropriate)
environmental legislation and issues
20
Preparation
Prepare ~~ ~
audit checklists which should list all the EMS procedures relevant to the area under review (procedures may vary between different operational areas)
documents for recording non compliance and
a timetable for the audit programme
Gather reference information about the area such as plans COSHH assessments lists of procedures and records Inform managers and people at the site of the timing of the audit its objectives and what is expected from them You will need their co-operation if the audit is to be conducted efficiently and effectively
Getting the most from the audit
Use the audit to
help your organisation develop a framework for conducting its own internal environmental audits and management reviews
maintain increased environmental awareness and a sense of responsibility among people and contractors
determine whether the EMS has been properly implemented and maintained Check that the EMS complies with
the requirements of IS0 14001
the manuals and work instructions of the EMS
your organisations environmental policy objectives and targets
evaluate the value of training to the environmental performance of the organisation and to the protection of the environment as a whole
Review and report
Review and assess the findings and recommendations of the audit and specify a programme for implementing any follow up actions Some actions must be taken immediately eg where a lapse in procedure has led to possible non compliance with legislative requirements
Produce the report and provide results to management Normally the report will consist of
a brief description of the audits objectives
the areas that have been audited
who was involved in auditing them
21
0 references to the source of information on which the audit findings were based
a review of the audit areas highlighting 0
non compliance Le lapses in either the content or implementation and records and
opportunities for improvement eg waste minimisation cleaner processes
Corrective action
Immediately the auditors report is approved draw up an action plan with deadlines to
correct any deficiencies (the major ones first)
0 deliver improvements
ensure everyone is aware of their commitments
0 reassure senior managers that the recommendations are being acted upon and
0 put in place any procedures which are necessary to prevent a repeat of the non compliance
Frequency of audits
Audit all parts of the EMS about every two to three years except in areas with particularly significant environmental impacts Audit these more frequently
Extemal audits
You might wish to pay for audits - see Section 22 on Certification
21 Management review Section 46 of the Standard
The review measures the effectiveness of the system It is an opportunity for the Management Representative and senior management to review the EMS structure and to evaluate the organisations environmental policies objectives targets and procedures to determine
0 whether they are being followed
0 whether they remain suitable adequate and effective
0 where changes are necessary to secure continual improvement and
0 if the EMS is achieving its overall objectives and helping the organisation meet its business goals
The scope of the review should be comprehensive though not all the elements of the EMS need to be reviewed at once The process may extend over a period of time
22
Frequency of reviews
Every one or two years is probably sufficient for most office based organisations However the frequency of reviews will depend on
0 how successfully the EMS is running (see Annex E)
e the significance of the environmental impacts
whether there have been any changes in activities or circumstances eg the contracting out of say facilities management
e whether any extemal issues of importance have arisen eg new or revised regulations changes in Government policies new initiatives from Green Ministers
Review team
Ensure that
0 a team is appointed comprising of individuals with either executive responsibility or specialist responsibility
e the team is provided with all the information necessary to effectively review the EMS such as
internal and extemal audits
environmental policy objectives and targets
operational controls
environmental manual
non compliance reports
concems expressed by relevant parties
0 the sites to be covered by the review are clearly defined
0 direct and indirect impacts are covered and both positive and negative impacts
0 time is provided for the team to look at broader issues relating to your EMS eg new legislation policies technologies and techniques
0 what has happened in the past is covered eg incidents of non compliance and corrective action taken
time is allowed for writing the report which should outline
the scope of the review
23
methods used
details of findings and
recommendations
the recommendations
highlight the areas of the EMS where improvements are required
name the individual who should implement them
the actions resulting from the review are monitored and recorded and
any improvements which can be made to the model framework for greening government operations bee section 6 above) are notified to DETRrsquos Energy and Environment Best Practice Division The address is given at the back of this guide
21 Certification
IS0 14001 allows organisations to make a self declaration of compliance to the requirements of the standard if they do not want to get the EMS formally registered
The certification process provides a mechanism through which organisations can demonstrate their commitment to environmental protection The need to demonstrate this commitment will depend upon stakeholder requirements eg Management Boards Ministers Parliament
Certification for compliance with the standard in the UK is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) The accredited certifiers must in turn have met certain pre-determined criteria to be accredited by UKAS
Certification to IS0 14001 is a two stage process involving
(1) an initial assessment
(2) main assessment
Initial assessment
The objective is to gain an understanding of
0 your EMS in the context of relevant environmental impacts and regulations
0 whether you are fully prepared for assessment
The certification body will
0 check that your EMS
has the commitment of senior management
is based on a proper evaluation of your environmental aspects and impacts
24
meets legislative and regulatory requirements
is intended to control and improve the organisations environmental performance and
is auditable
assess the reliability of your internal audit
plan and allocate resources for further document review (where required for the main assessment) and
provide you with a document explaining what further action you must take
Main assessment
The certifier will ask to see a copy of your organisations environmental manual and procedures to determine whether your organisation is ready for the main assessment The main assessment - involving a site visit from the auditor - is the final stage in the certification process Its main purpose is to
confirm what is written actually represents what is occurring in practice
e confirm that the EMS complies with all the elements of IS0 14001
determine whether the EMS is to achieve and is achieving improvements in environmental performance and regulatory compliance and
confirm that your organisation is complying with its own policies and procedures
This means that the certifier must focus on your organisations
identification and evaluation of its environmental impacts
consequent objectives and targets
performance monitoring measuring reporting and review against your objectives and targets and
auditing to ensure the EMSS effectiveness
Generally an organisation will only fail the certification process at this stage if the corrective actions demanded by the certifier were not completed during the permitted period
The award of an IS0 14001 certificate does not complete the process The certifier will maintain a cycle of continuing assessments to ensure that the EMS complies with the standard and that it can demonstrate continual improvement in its environmental performance The trick is to ensure that the certification process does not impose excessive documentation requirements on your organisation Your system is there to help your organisation - not to make the role of the certifier easier
Certification - because of differing performance objectives - is not sufficient to demonstrate performance improvements This is why the European Unions Eco-Management and Audit Scheme (EMAS) requires organisations to produce an environmental statement
25
22 Environmental Statement
IS0 14001 does not require an environmental statement Although i t does require reports on performance to be made to top management for review and as a basis for improving the EMS
The publication of an environmental statement provides evidence that an organisation is committed to improving its environmental performance What goes in it is a matter for the organisation
Decide
what to communicate
how to communicate it
to whom to communicate it (ie stakeholders eg MPs Ministers Audit bodies)
how to elicit positive feedback and thereby reap a positive reward
Ensure that the statement
is kept simple consistent relevant and balanced (with any necessary detailed information included in annexes)
briefly describes your organisationrsquos activities
contains reliable and accurate information
summarises objectives targets impacts and other relevant issues
highlights the progress you are making
covers good and bad news in a positive manner
gives the name of the accredited certifier
avoids jargon and
is bound and all the pages are numbered
Energy and Environment Best Practice Division (EEBP) November 1998
26
Annex A
I S 0 STANDARDS CLOSELY ASSOCIATED WITH IS0 14001
denotes publication
Environmental Management
IS0 14002 - General guidelines on special considerations for small and medium enterprises
IS0 14004 - General Guidance on Principles Systems and Supporting Techniques Gives practicable help on the design development and maintenance of an EMS
Environmental Auditing
ISO14010 - General Principles Defines the scope of the audit and provides a framework for the structure and format of the audit report
IS0 14011 - Audit Procedures Auditing of Environmental Management Systems Explains the planning and conduct of an EMS audit and gives advice for example on its objectives the roles and responsibilities of those involved and the preparation and documentation of the report
IS0 14012 - Qualifications Cnteria for Environmental Auditors Provides guidance on the minimum qualifications for auditors and how to evaluate their suitability
IS014015 - Guidelines of Environmental Site Assessments
Environmental labels and declarations
IS0 14020 - Environmental labels and declarations - general principles
IS0 14021 - Environmental labelling - self declaration environmental claims - terms and conditions
IS0 14022 - Environmental claims - self declaration environmental claims - symbols
IS0 14023 - Environmental labelling - self declaration environmental claims - testing and verification methodologies
IS0 14024 - Environmental labelling type I - general principles and procedures
IS0 14025 - Environmental labelling type 111 - general principles and procedures
27
Environmental PerjGonnance
IS0 14031 - Environmental Perfonnance Evaluation Explains how to identify suitable environmental indicators for measuring performance against policies objectives and targets
IS0 14032 - Technical report type 3 - Environmental Performance Evaluation - case studies illustrating the use of IS0 14031
Life CycZe Assessments
IS0 14040 - Life cycle assessment - principles and framework
IS014041 - Life Cycle Assessment - life cycle inventory analysis
IS014042 - Life Cycle Assessment - impact assessment
IS0 14043 - Life Cycle Assessment - interpretation
IS014049 - Technical report type 3 - life cycle assessment - examples of the application of IS0 14041
Terms Q Definitions
IS0 14050 - Environmental Management Vocabulary Summarises the terms and definitions used in the IS0 14000 series of standards
Sectors
IS014061 - Technical report type 3 - guidance to assist forestry organisations in the use of IS0 14001 and 14004
28
Annex B
EXAMPLE LEGISLATION SHEET
CATEGORY waste TYPE OF ACTIVITY Duty of Care
LEGISLATION Environmental Protection Act 1990 part 11 Environmental Protection (Duty of Care) Regulations 1991
DETAIL Persons concerned with controlled waste are under a DUTY OF CARE to 1) Prevent any other person committing the offence of depositing disposing or recovering controlled waste without a waste management licence or in a manner likely to cause harm to health or the environment 2) prevent the escape of waste 3) ensure that waste is transferred to an authorised person or to a person authorised to transport waste and 4) ensure the waste is accompanied by a written description (a TRANSFER NOTE) The note must include a description of the waste and details of the parties involved in the transfer It is not necessary if a consignment note is required Further information and a model transfer note can be found in ldquoWaste Management and the Duty of Care A Code of Practicerdquo Also DETRrsquos lsquoWaste Guide advice to Government Departmentsrsquo
PENALTY It is an offence to contravene the Duty of Care requirement Summary conviction - up to euro5000 Conviction on indictment - Unlimited fine Enforcement authority - Environment Agency has an interest in muring the Duty of Care is complied with Anyone may bring a prosecution
WHERE APPLICABLE Current Waste Carrier Licences must be obtained for all waste contractors eg hose that remove paper glass and cans for recycling general waste classified waste scrap metal waste citchen oil clinical waste Transfer notes to obtained for all of the above)
j MONTH REVIEW OF COMPLIANCE An audit of waste licences and transfer notes was carried out on 20598 All licences were found to be current - licence for Contractor X had expired on 31398 and a valid eplacement had been obtained from them Transfer notes had been issued on an individual basis for each ollection of paper for recycling scrap metal waste kitchen oil Annual transfer notes were current for Fenera1 waste classified waste and clinical waste Full compliance with legislation
ZOMPLETED BY REVIEWED BY (EMS team)
iame Name Jnit Date
)ate
29
Annex C
Methodology for determining significant aspects
Important This annex supports steps 5 and 6 of the guide and should be read in conjunction with it and not be used as a stand alone document Some terms such as ldquonormal operating conditions rsquorsquo are defined in the guide itsecf
This methodology was developed to help Government departments determine their significant aspects It supports the requirements of IS0 14001 and EMAS
The methodology is divided into
1) determining significant aspects and
2) maintaining a register of significant aspects
Nore IS0 14001 does not require an organisation to maintain a register of signijkant aspects But it helps to support the documentation of the EMS
Steps for determining significant aspects
Step I define activi9 product and services
Divide the Government Department or Unit into its organisational or management structure - if this has not already been done at the planning stage of the EMS
Identify activities products or services according to existing management structure or sections of the organisation Include in the list of activities operations of the section process unit or building identified
List the activities products and services
List all activities products and services including those initially identified as possibly not having much of an impact on the environment
Step 2 Identfy the environmental aspects associated with each activity prodirct or service
Note I S 0 14001 defines an environmental aspect as an element of an organisationrsquos activiv product or service which can have a beneficial or adverse impact on the environment
30
Inputs
Identify and list the environmental aspects for each activity in terms of inputs for example
energy use (electricity fuel renewable other) water consumption (mains grey other) use of fuels (petroleum diesel alternatives other) land use (natural habitats open space landscapes sensitive areas agriculture other) use of raw or secondary materials (chemicals oils aggregates metals plastic paper other) procured services from suppliers use of natural resources
outputs
Identify and list the environmental aspects for each activity in terms of its outputs for example
wastes and byproducts generated (handling storage and transportation) discharges to water courses sewers or drains (controlled or uncontrolled) impacts on land (contamination natural habitats open space agriculture sensitive areas) discharge of thermal energy generation of noise dust odour or vibration transport products (packaging transport use and disposal) impacts on natural resources and ecosystems including wildlife impacts on built environment visual impact public (influence education regulation enforcement other)
Important Identia both the Direct and Indirect (service) aspects for the organisation Direct aspects arise from every day operations such as water consumption Indirect aspects anie from the servicesprovided by the organisation such as regulatory inspections in the commercial sector
Step 3 IdentifL the associated environmental impact of the aspects
Note IS0 14001 defines an ldquoenvironmental impactrdquo as the change which takesplace in the environment as a result of the aspect
Identify the associated environmental impacts for each aspect of the activity Environmental impacts are the actual or potential change to the environment as a result of the aspect and can be local regional or global in scale For example
31
injury to wildlife destruction of natural habitat conservation of energy waste minimisation
contamination of soil or water release of carbon dioxide to the atmosphere
reduction in vehicle emissions and other pollutants
Notes 1 The Swedish approach on EMSs in Government cover (1) direct) of internal activities (eg conserving water and energy) direct impacts of external activities (eg road construction and defence) and indirect impacts of external activities (eg regulations permits funding system)
2 Canada s system of sustainable development encompasses policies programmes and operations with federal departments working to merge instruments such as Environmental Impact Assessments with EMSs
Table showing examples of activities products and services with their associated aspects and environmental impacts
Activity Product or Service
Activity River maintenance activities
~- Product Annual Environmental Report
Service Regulating Major Industries
Environmental Aspect
Potential for accidental pollution incident
Use of paper
Environmental improvement
Associated Environmental Impact
Deoxygenating of watercourse oil spills contaminating water silt discolouring watercourse fish kill
Misuses of natural resources Destruction of habitats Pollution from production processes
Reduction in emissions reduction in pollution
conserving resources reduction in waste
incidents
Important Environmental aspects can be positive or negative Actual andpotential future aspects must be evaluated
32
Step 4 Determine the significance of the environmental impacts
Use the scoring system in the assessment tool (at the end of this Annex) to calculate the significance of each aspect or impact identified The tool is based on ldquodescriptiverdquo as well as ldquorisk basedrdquo criteria
Each aspect or impact should receive a score for the following factors
1) description of impact 2) likelihood of occurrence 3) likelihood of detection 4) severity of consequence or nuisance
Once a score is determined for all four criteria add them altogether to obtain a ldquosignificance ldquofactor The higher the score the more significant the environmental aspect
Determine the threshold of what score warrants a ldquohighrdquo significance value based on the nature of your organisationrsquos operations and the concerns of its stakeholders
Register of significant aspects
Document the aspects in a ldquoRegister of Significant Aspectsrdquo which should include a summary of the methodology used to determine the ldquosignificancerdquo values The Register should include at least the following
activity identified environmental aspect environmental impact
ldquosignificancerdquo value assigned
cross reference to the register of legislative requirements description of the effect criteria chosen
cross reference to applicable EMS procedures
Completion of the Register
Once the Register is complete work can begin in setting specific objectives and targets for each significant aspect identified
Important Ensure that the register of legislative requirements is complete (or at least that the applicable legislative requirements are identijled for each activiy and aspect) before determining the signijkance of the
organisationrsquos aspects and impacts
33
Assessment tool for determining significance of environmental aspects and impacts (see step 4 of the guide)
Description of Effect
Negligible or no impact No breach of legislation Emergency situations would cause a breach of policy or procedures
Rank Likelihood of
occurrence
0 None
~ Verysmall impact Immediate action possible Emergency situations would cause a breach of legislation Results in breach of own policy or procedures under abnormal conditions
I 1 Very low
Small impact Results in breach of legislation under abnormal conditions Results in breach of own policy or procedures under normal conditions
Moderate impact
Severe impact
Extensive impact
Activity has impact under normal operating conditions Results in breach of legislation under abnormal conditions No previous breach of legislation
Results in breach of legislation under abnormal conditions History of past breaches of legislation
Results in breach of legislation under normal operating conditions History of past breaches of legislation
2 Low
3 Moderate
4 High
5 Very high
Note Stakeholder concerns are not included in the description criteria Each organisation shouId tailor these criteria to take account of the concerns of stakeholder the public or interestedparties
34
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
15 establish operational control
16 prepare for emergencies and contingencies
17 monitor operational activities and effectiveness of system
18 establish procedures for correcting non-control and non- compliance with policy and regulations
19 maintain records
20 environmental audit procedures to identify strengths and weaknesses
21 review the EMS to determine its suitability adequacy and effectiveness
Optional
22 produce an environmental statement
23 obtain certification
2
Implementing Environmental Management Systems - Step by Step
This section shows you step by step how to set up an environmental management system which conforms to IS0 14001
1 IS0 14001
IS0 14001 explains what an organisation must do to control its environmental aspects (see glossary) and improve its environmental performance Obtain a copy of IS0 14001 from the British Standards Institution Customer Services Sales Department 389 Chiswick High Road London W4 4AL Tel 0181 996 9000 Fax 0181 996 7400 Price euro25 for BSI members and euro50 for non members - so check whether your organisation is a member
2 Management Representative Section 441 of the Standard
IS0 14001 requires top management to appoint a specific Management Representative responsible for
0 ensuring the EMS is established and maintained in accordance with the standard and
reporting on the performance of the EMS to top management for review and improvement
Note Top management may consist of aperson orgroup ofpersons with executive responsibilily for the organisation eg a Government departments management board
Determining the scope of the EMS
The Management Representative should start by determining the scope of the EMS It might cover a unit site building region the whole of the organisation or a collection of processes or functions
Most organisations begin by piloting an EMS in a unit or building and then use the expertise gained and documented to extend it to other parts of the organisation For example HM Customs amp Excise have selected their Central London region as a trial site for certification under IS0 14001 If the trial is successful they will use the experience gained to gradually extend the system to other parts of their estate thus keeping costs down and making best use of their resources
Consider building the EMS onto existing systems or integrating it with health and safety BS 8800 - the British Standards Institutes Guide to Occupational Health amp Safety Management Systems - provides a management system based on IS0 14001
It is probably best to start in a discrete area which is already well managed where there is already an interest in environmental issues and preferably where the Management Representative is close at hand Altematively choose a new building Design the system so that it is workable and capable of being replicated elsewhere on the estate to keep costs down
3
3 Environmental review Section 31 of the Standard
This is not a requirement of IS0 14001 Though the standard does state that ldquoan organisation with no existing EMS should initially establish its current position with regard to the environment by means of a preliminary environmental reviewrdquo The environmental review provides a useful snapshot of the impact which your organisation has on the environment
Scope of review
List what might be covered by the review For example
legal compliance
emergencylcontingency plans
management structure
activities of other organisational systems that can enable or impede performance
people awareness and training
procurement including relations with contractors
opportunities for cost savings
waste disposal
emissions and discharges to air water and land
water use (including check meters)
sewage drainage and if relevant trade effluent
storage
transport and deliveries
energy use and if relevant its generation
best available technologies and management practices
paper use
Use your Departmentrsquos own environmental policy statement to identify other areas Another useful source of ideas is DETRrsquos web site for greening government
Involving people
Involve key managers and people within the organisation Let them know what you are planning and encourage them to think about the part that they can play Use
journals newsletters and circulars
4
meetings briefings presentations and seminars
papers to management boards
green teams
guidance for staff and suppliers
notice boards and posters
staff suggestion schemes
e-mails intranets and the Internet
Review team
Set up a review team It should in large organisations draw its members from key areas eg operational areas such as facilities management finance personnel and contractors - if appropriate
The teamrsquos task is to evaluate existing activities procedures and systems to see how effective they are at managing existing environmental impacts eg managing and minimising waste streams This might for example involve team members interviewing a whole range of people using questionnaires to elicit information and visiting selected sites to validate the responses and to gather further information
Ensure that the review team
lets everyone know about the review
provides people (including contractors) with information
asks people to provide ideas (the people doing the job will often have ideas for improvement)
keeps senior managers informed and obtains their authority to get other people involved
sets a specific completion and reporting date
identifies those activities where savings can be made
emphasises the need for continuing improvement and a change in culture and habits
Gathering information
Gather information for each unit in turn noting any issues that concerns the whole organisation For example energy water and paper use and estate management will need to be examined for the organisation as a whole
5
4 Regulatory Requirements Section 431 of the Standard
Laws and regulations are becoming more stringent and compliance costs are increasing Non compliance - especially where it results in accidents such as spills or emissions - can cause significant losses in terms of money and management time and if a govemment department is the culprit potential embarrassment for Ministers and senior managers
Meeting legal requirements
The standard requires that a documented procedure is established to ensure that all legislation policies and other requirements to which your organisation subscribes are identified and maintained The procedure must identify the source of the information which should be accurate and from a reliable source eg the DETR web site
IS0 14001 does not require an organisation to produce a register of regulatory requirements But many bodies prefer to keep a register because it is convenient and provides proof to certification bodies that they are complying with this requirement of the standard DETRrsquos web site for greening govemment contains a copy of a register of regulatory requirements which if used will need to be tailored to suit the EMSrsquoS scope and circumstance
Maintaining a register helps you to ensure continual compliance with existing legislation take account of future relevant legislation and rapidly correct any non compliance Include in your register if applicable
0 operational permits
discharge consents
local authority consents
0 planning consents
0 other regulatory consents or authorisations
In addition to the legislative requirements the organisation must also record that it is aware of lsquoother requirementsrsquo to which it subscribes For example
0 the Departmentrsquos Policy Statement and improvement programme
0 UK EU and OECD commitments
0 decisions of Green Ministers
0 codes of practice or best practice advice
non regulatory guidelines eg ldquoGreen Guide for Buyersrdquo
Establish a procedure to ensure that the register is kept up to date either through a series of reviews or by notification of changes such as the service provided by Croners Environmental Management amendment services
6
You may also find it helpful to monitor compliance with the legislation identified by listing
Who is responsible for compliance
What procedures must be followed to ensure compliance
Results of checks against the procedures
Note an example of a legislation sheet is given at Annex B
5 Environmental aspects Section 431 of ihe Standard
There are two types of environmental aspects
direct which arise from every day activities such as consuming energy and water using transport purchasing goods and services and managing waste which deplete resources and cause emissions to air and water - all of which have a direct impact on the environment Others include new buildings which may affect natural habitats and open space visual appearance of Government buildings which may improve or reduce the quality of the built environment and activities which create noise
indirect which arise from the services provided by your organisation such as the development of policies and programmes These may be fairly immediate eg a rise in landfill tax Or they can be more indirect like the impact of a publicity campaign on environmental awareness
Some environmental aspects are negative - they cause damage to the environment Others may be positive - they benefit the environment Some are ldquoactualrdquo Le they are already happening Others are potential ie they could occur if the organisation took some action
Holisiic approach
Implementing an EMS which covers both direct and indirect impacts is more likely to change the culture of an organisation and promote all round improvements in its environmental performance This is the approach which is being adopted by the Govemment of Sweden where there are plans to implement EMSs in all of that countryrsquos 300 or so agencies based on IS0 14001 and the European Unionrsquos Eco-Management and Audit Scheme (EMAS)
The model framework for greening government covers direct environmental impacts DETRs Sustainable Development Unit has produced guidelines for environmentally appraising policies and programmes These cover indirect impacts
There are also a number of guides on DETRrsquos web site for greening Government which provide advice for reducing direct impacts For example
Conserving Water - Advice for Government Departments
Green Guide for Buyers
Green Guide to Construction and Refurbishment
7
Guide to Environmentally Preferable IT Equipment
Guide to Green Transport Plans
Waste Guide - Advice for Government Departments
Prepare a list of environmental impacts for each unit and discuss it with operational managers key people and other interested parties such as contractors and suppliers
6 Determining the organisationrsquos significant impacts Section 431 of the Standard
Concentrate on those impacts which can secure the biggest improvements in your organisationrsquos environmental performance A general rule of thumb is that 20 of your activities will account for 80 of the environmental impacts The process involves assessing the significance of each activity and then prioritising actions on those which have the biggest environmental impact
There are two major components of ldquosignificancerdquo The Local Government Management Board which developed LA-EMAS defined them as
Importance - the frequency with which the environment is affected by the activity balanced against the severity of the impact when it occurs The higher the frequency and severity the bigger the score and the higher the priority
Influence the balance between the influence which an organisation potentially could exert to control an impact against the degree to which this influence is being exerted The more influence an organisation has over a particular significant impact the easier it is to reduce it
Assessments of significance will depend on several factors eg potential regulatory exposure difficulties in changing the impact financial implications (costs and savings) concern of stakeholders and the effect on the public image of the organisation from complaints and a bad press
Determine the significance of each of the environmental impacts under
Normal Operating Conditions Le under routine operating procedures
Abnormal Operating Conditions ie where there are planned deviations from normal procedures eg starting boilers up following a prolonged shutdown
Incidents or Accidents Le unplanned events having effects beyond those normally encountered eg a burst water mains
Note Take account of the influence ofpast site activities which for example resulted in contamination of water and land and which could arise in thefiiture
Use a proven methodology such as the one at Annex C to evaluate the significance of each activity or process Other examples are given on the Department of the Environment Transport and the Region rsquo s web site h ftpw w w environment detrgo v uwgreeninglgghome h tm
8
7 Environmental Policy Statement Section A2 of the Standard
The Environmental Policy Statement is the comerstone of an EMS It should
state the aims and principles of action for tackling the significant impacts of your organisations activities on the environment and
e enable management to communicate its environmental priorities to employees contractors and other interested parties
Model framework
DETR with help from other Government departments has already produced a model policy statement for greening operations which Green Ministers are encouraging their Departments to adopt or adapt to meet their specific circumstances Use it to form the basis of your organisations environmental policy - a copy is on DETRs web site for greening government
Once compiled check that your policy statement
e clearly describes the area(s) and functions of the organisation to which it applies
is appropriate to the nature scale and significant environmental impacts of your organisations activities products and services
e includes a commitment to continual improvement
e includes a commitment to prevent pollution and to comply with relevant environmental legislation and regulations and other obligations on the organisation
Note Legal requirements include multi-lateral environmental agreements such as the Montreal Protocol on phasing out ozone depleting substances Other obligations may include Agenda 21 codes ofpractice and best practice guides
e provides a framework for setting and reviewing environmental objectives and targets
e contains views of stakeholders such as Green Ministers suppliers and contractors
covers risk reduction eg protection of water courses from spills
is compatible with health and safety policies
promotes sustainability by working with others to develop viable solutions to economic social and environmental problems
contains a commitment to train employees and promotes improvement to their environmental performance
is sufficiently clear to be understood by internal and external interested parties
9
8 is dated and signed by senior management communicated to all employees and made available to the public
Note It is not essential to make thepolicy statement available to the public but a decision must be recorded in the documentation to show that this was considered
8 Objectives and targets Section 433 of the Standard
Draw up objectives and measurable targets in consultation with key managers and their people and where relevant suppliers and contractors All should be involved in setting objectives and targets for their particular field or activity This is a good way of ensuring that they are
8 owned by stakeholders
0 appropriate to the areas of operation and
8 achievable
Check that the objectives and targets
0 address the most significant environmental impacts
0 comply with entries in the Register of Regulatory Requirements
meet the aims of your organisations environmental policies 8
8 provide for continuing improvement in overall environmental performance
8 are SMART Le specific measurable (wherever practicable) achievable realistic and time-limited
0 take preventative measures into account where appropriate
8 are practicable (taking account of economic constraints) and act as an incentive for action not as a source of demoralisation
Note IS0 14001 asks organisations when considering their technological options to consider the use of best available technology where economically viable cost effective and judged appropriate
8 refer to other relevant policies standards and codes of reference and
8 reflect the concerns of other stakeholders such as Green Ministers
NOTE The model framework (see section 7) contains a series of aims and objectives designed primarily for office based Government departments More detailed targets are given in the model improvement programme which is also on DETRs web site for greening Government andprovides the means of implementing the statement
Regularly review your objectives and targets and ensure that your policy statement is updated to reflect any changes in activities and priorities More information on objectives is given in Annex D
10
Draft I S 0 14031 Guidelines for Environmental Performance Evaluation (EPE) provides advice on how to identify suitable environmental indicators to enable performance to be measured or monitored against criteria set by management
9 Environmental Management Programme Section 434 of the Standard
The management programme is designed to implement the environmental management system It consists of a number of procedures such as
How the environmental policy will be implemented
How the objectives and targets will be achieved
Environmental review of new activities
How communication will be covered
For each of the above elements an action plan should be established and documented describing
who is responsible for managing the actions
who is responsible for undertaking the work including contractors
what action needs to be taken ie the procedure
what is the timescale and means
how will compliance with this programme be achieved
who will monitor compliance
DETRs model improvement programme for greening government operations provides a good starting point for developing an environmental management programme
11
EXAMPLE OF MANAGEMENT PROGRAMME SHEET
Management Representative
Miss Jones and Mr Bro wn
Mr Smith
Mrs Green
Objective To extend the amount of recycled paper bought in the Division in accordance with Departmental targcts
responsible for the management of the programme to achieve this target by holding meetings with Mrs Green on a 6 monthly basis
responsible for ordering the paper for the Division
responsible for setting up a call off contract for the purchase of recycled paper which will include the specification for management information regarding the type and quantity of paper purchased
responsible for training the stationery ordering staff 1998
October 1998 April 1999
as required
This contract will be set up by end April 1998
in the first week of May
Target To ensure all staff are aware of and act upon the Departmentrsquos policy to purchase only recycled paper containing at least 80 genuine post consumer waste (including agri-pulp) except where the Directorate of Communication authorises the use of special paper
responsible for obtaining the management information issued to Mr Smith and assessing compliance with the procedures
Name 1 Responsibility I Date
July 1998 October 1998 January 1999 April 1999
Mrs Green for issuing written instructions to stationery ordering staff
May 1998 (re-issue November 1998)
Mrs Green
10 Responsibilities and resources Section 441 of the Standard
IS0 14001 requires top management to provide staff time funds and other resources essential to the implementation and control of the EMS This means
a clearly defining and documenting the roles and responsibilities for all people whose work comes under the management programme
e appointing a senior manager to oversee the development of the EMS and to ensure that performance is evaluated against the requirements of the environmental policy and
providing the Management Representative (see step 2) with the necessary authority and support
12
Most parts of an organisation will already have management systems in place including management responsibilities and individual duties These should be adapted in consultation with line management For example to include
a environmental responsibilities in job descriptions where appropriate
a information on environmental responsibilities in management manual records
a clear instructions for people including contractors with specific responsibilities
11 Training and raising awareness Section 442 of the Standard
Training is crucial to the success of an EMS Attempting to introduce an EMS without firsf trying to make people aware of their responsibilities and equipping them with necessary skills leads to frustration and impotent action Training can also bring other benefits by
a stemming breaches in regulatory consents and authorisations (most of which result from human error rather than equipment failure)
a stimulating people into developing new ideas and
a improving the effectiveness of the EMS eg in terms of conserving resources reducing waste and saving money
Determining training levels
Determine the target audience and level of training required by asking such questions as
a Do people fully understand the content and implications of your organisationrsquos environmental policy
a Do managers fully understand how the EMS provides controls over your organisationrsquos significant environmental impacts
a Do operators understand the environmental impacts of their activities on the environment and have access to up to date information
a Is there a general awareness of the
relationship between energy use and the environment
need to minimise waste by maximising reduction reuse and recycling
Expanding competency
Training should expand the environmental competency and knowledge of people including contractors Ensure that it covers the
a importance of conformance with policy procedures and the EMS
13
~~ ~ ~ ~~ significant environmental impacts (actual and potential)
roles and responsibilities of people in achieving conformance
0 potential consequences of failure to follow operating procedures and
merits of improving environmental performance
Training options
Job specific training should cover people and contractors whose work is covered by environmental regulations or is concemed with achieving the environmental objectives and targets eg in procurement and estate and facilities management This might include
1 Formal courses for
0 developing environmental awareness for all
building an understanding of the EMS for managers and key people which explains what the organisation is seeking to achieve and why
explaining work instructions and developing technical skills for specialists operators and those who are responsible for significant environmental impacts
2 Informal on the job training for
helping an employee to do the job correctly safely and effectively
3 Informal training
distance leaming packages
news sheets
in-house newsletters etc
Other methods
Look at other methods of raising awareness such as
vocational training
continuously updated information on Intranet and Internet web sites
0 presentation of a policy statement and environmental reports to each employee
0 participation in Green Teams
0 internal seminars workshops talks and lectures
14
video presentations and
external seminars workshops and conferences
Evaluation
Regularly evaluate training to assess its value to the environmental performance of the organisation
Use compliance audits or audits of the EMS to identify deficiencies resulting from inadequate or lack of training
Training organisations
The UKs Institute of Environmental Managers have designed a Best Practice Programme to help managers put the theory of environmental management into practice
12 Communications Section 443 of the Standard
Check if suitable systems exist for communicatingbetween the various levels and functions of an organisation and with external interested parties
Where necessary establish and maintain procedures to make people and contractors aware of
(a) the importance of conforming to policy procedures and the EMS
(b) the significant environmental impacts (actual and potential)
(c) their roles and responsibilities in achieving conformance and
(d) the potential consequences of departing from specified procedures
Intemal reporting
Reporting on environmental performance is essential in determining improvement over time
Decide
what to communicate
how to communicate it
to whom to communicate i t (eg Management Board Green Ministers Parliamentary Environmental Audit Committee OECD)
Note You must documentyour decision on whom to communicate it to in the Management Manual
how to elicit positive feedback and response and thereby reap a positive reward (the 3 Rs Report-Response-Reward)
15
Note IS0 14031 Guidelines fo r Environmental Performance Evaluation (EPE) provides advice on reporting and communicating EPE information to management employees and interested parties
13 Management manual and related documents Section 444 of the Standard
Senior management should decide the format of the documentation which must demonstrate compliance with the requirements of the EMS and that objectives and targets are being met The documents must be readily identifiable and periodically reviewed and revised Normally they will consist of
Policy statement
Environmental management (or improvement) programme and procedures
Local action plans containing objectives and targets
Register of Significant Environmental Impacts
Register of Regulatory Requirements
Site emergency plans
Work instructions for managing a particular activity or issue
Health and safety instructions
Organisational charts
System Manual
IS0 14001 stipulates that the documentation may be integrated with documentation from other systems implemented by the organisation It does not have to be in the form of a single manual although this tends to be normal practice
The manual is a key document for third party assessment It should provide the principle source of reference for the EMS and as such be relevant to the organisations activities It can cover an entire operation a building Division Directorate or entire Department etc
Ensure that the manual
is concise and well structured (with sub divisions for key areas)
contains a brief introduction to your organisation and its activities
outlines your organisations environmental policies
summarises your significant environmental impacts objectives and targets and the management programme
16
~~ defines key roles and responsibilities
identifies the role of the management representative
indicates how the requirements of IS0 14001 will be met
cross references procedures eg work instructions and other relevant documentation
highlights any emergency plans (eg for spillages)
14 Document control Section 445 of the Standard
The primary purpose of document control is to ensure that the right people have the right information at the right time in the right place Avoid complex document control systems Create and maintain only those documents which are necessary to implement the EMS and achieve improvements in environmental performance
Ensure that
the documents are assigned to the appropriate unit or job title and can be easily found
the documents are periodically reviewed revised as necessary and approved as adequate by authorised people
0 current versions are available at all locations where operations essential to the effective functioning of the environmental management system are performed
obsolete documents are promptly removed from all points of use
any obsolete documents retained for legal or other purposes are suitably identified
all pages are numbered dated and fully referenced
15 Operational control Section 446 of the Standard
This provides the means of keeping control of the system Ensure good control of critical activities by making sure you
check whether requirements are met and where necessary making any necessary corrections
provide key people with work instructions which are identifiable current and available on location
make contractors and suppliers aware of your organisations EMS as i t relates to them
17
e provide contractors with details of relevant operational procedures and requirements
give details of verification methods employed in your manual and work instructions e
e identify the person or persons responsible for
overseeing or directly achieving the objectives and targets eg the officers appointed to develop Green Transport Plans
undertaking physical spot checks
initiating investigations into cases of non compJiance and
- taking the necessary permanent corrective actions
16 Emergencies and contingencies Section 447 of the Standard
IS0 14001 requires an organisation to maintain documented procedures to
e identify potential accidents and emergencies which may arise from hazardous processes and the handling or disposal of dangerous materials
e minimise any environmental impacts resulting from these incidents and
e periodically test such procedures if practicable
Such procedures may already be in place under the Control of Substances Hazardous to Health (COSHH) and Control of Industrial Major Accidents and Hazards (CIMAH) - see the Register of Regulatory Requirements These should if effective be formally adopted and recorded in the EMS documentation Inform directly involved people and contractors and provide additional trzining where the work requires
e complicated monitoring maintenance or inspection routines
e the co-ordination of several operations or
e business continuity plans
17 Monitoring and measuring Section 451 of the Standard
Monitoring and measuring are necessary to test whether the organisation is achieving its objectives and targets and whether the procedures for operational control are effective
Check if systems (with correct procedures) exist for regularly monitoring and measuring
performance against objectives and targets
implementation of operational controls
compliance with the law
Note Always try to build on existing systems to save time and eort
i a
18 Correcting for non-control or non compliance Section 452 of the Standard
IS0 14001 requires procedures for identifying and correcting non compliance In office based organisations this is most likely to result from a failure to meet performance levels or the malfunctioning of the EMS itself (eg ambiguous procedures) rather than through a major process failure which can cause environmental damage
Ensure that the procedures
0 identify the cause of non-conformance
0 identify and implement the necessary corrective action
0 implement or modify controls necessary to avoid future repetitions
0 record any changes in written procedures resulting from the corrective action
0 record any significant environmental impacts arising from the non compliance
0 are included in the manual and other documentation
19 Records Section 453 of the Standard
EMS records are kept to
0 demonstrate compliance with the requirements of your EMS and legislation
0 determine the extent to which targets and objectives have been met in line with your organisations overall environment policy and
0 provide evidence of the on-going operation of the system
Include in your record system
0 reports of audit and reviews
0 training
0 details of any failures to comply with policy and regulations and corrective actions
details of any complaints and the corrective actions taken 0
inspection and maintenance reports
0 information on emergency preparedness and response
quantities of materials collected for recycling or dispose as waste
19
0 meter data for gas electricity and water
licenses and other legal documents ~~~ ~ ~~ ~~~~~~ ~~~~~~ ~~
0
0 communications with suppliers contractors and general public
a notes or minutes of meetings
other relevant records
Establish and record retention times for the records kept and protect them against damage deterioration or loss They may be stored in paper or electronic form or both
Ensure that records kept by other parts of the organisation such as facilities managers and procurement officers are cross referenced with those held centrally
20 Environmental audit Section 454 of the Standard
The purpose of an EMS audit is to assess whether the system conforms to the requirements of the environmental policy and other criteria such as relevant legislation and regulations and if certification is sought IS0 14001
IS0 14001 requires you to
establish and maintain programmes and procedures for lsquo)eriodicaf[y rdquo auditing the EMS
0 base the audit programme on the environmental importance of the activity concerned and the results of previous audits
0 cover the audit scope frequency and methodologies as well as the responsibilities and requirements for conducting audits and reporting results
Intemal audits
Select an audit team of about 3 to 4 persons Ensure that the team members have
0 no direct management responsibility for the part of the organisation being audited
0 sufficient knowledge and expertise to carry it out especially in the areas of
management systems auditing
relevant EMS standards
offices facilities and plant
industry knowledge ( i f appropriate)
environmental legislation and issues
20
Preparation
Prepare ~~ ~
audit checklists which should list all the EMS procedures relevant to the area under review (procedures may vary between different operational areas)
documents for recording non compliance and
a timetable for the audit programme
Gather reference information about the area such as plans COSHH assessments lists of procedures and records Inform managers and people at the site of the timing of the audit its objectives and what is expected from them You will need their co-operation if the audit is to be conducted efficiently and effectively
Getting the most from the audit
Use the audit to
help your organisation develop a framework for conducting its own internal environmental audits and management reviews
maintain increased environmental awareness and a sense of responsibility among people and contractors
determine whether the EMS has been properly implemented and maintained Check that the EMS complies with
the requirements of IS0 14001
the manuals and work instructions of the EMS
your organisations environmental policy objectives and targets
evaluate the value of training to the environmental performance of the organisation and to the protection of the environment as a whole
Review and report
Review and assess the findings and recommendations of the audit and specify a programme for implementing any follow up actions Some actions must be taken immediately eg where a lapse in procedure has led to possible non compliance with legislative requirements
Produce the report and provide results to management Normally the report will consist of
a brief description of the audits objectives
the areas that have been audited
who was involved in auditing them
21
0 references to the source of information on which the audit findings were based
a review of the audit areas highlighting 0
non compliance Le lapses in either the content or implementation and records and
opportunities for improvement eg waste minimisation cleaner processes
Corrective action
Immediately the auditors report is approved draw up an action plan with deadlines to
correct any deficiencies (the major ones first)
0 deliver improvements
ensure everyone is aware of their commitments
0 reassure senior managers that the recommendations are being acted upon and
0 put in place any procedures which are necessary to prevent a repeat of the non compliance
Frequency of audits
Audit all parts of the EMS about every two to three years except in areas with particularly significant environmental impacts Audit these more frequently
Extemal audits
You might wish to pay for audits - see Section 22 on Certification
21 Management review Section 46 of the Standard
The review measures the effectiveness of the system It is an opportunity for the Management Representative and senior management to review the EMS structure and to evaluate the organisations environmental policies objectives targets and procedures to determine
0 whether they are being followed
0 whether they remain suitable adequate and effective
0 where changes are necessary to secure continual improvement and
0 if the EMS is achieving its overall objectives and helping the organisation meet its business goals
The scope of the review should be comprehensive though not all the elements of the EMS need to be reviewed at once The process may extend over a period of time
22
Frequency of reviews
Every one or two years is probably sufficient for most office based organisations However the frequency of reviews will depend on
0 how successfully the EMS is running (see Annex E)
e the significance of the environmental impacts
whether there have been any changes in activities or circumstances eg the contracting out of say facilities management
e whether any extemal issues of importance have arisen eg new or revised regulations changes in Government policies new initiatives from Green Ministers
Review team
Ensure that
0 a team is appointed comprising of individuals with either executive responsibility or specialist responsibility
e the team is provided with all the information necessary to effectively review the EMS such as
internal and extemal audits
environmental policy objectives and targets
operational controls
environmental manual
non compliance reports
concems expressed by relevant parties
0 the sites to be covered by the review are clearly defined
0 direct and indirect impacts are covered and both positive and negative impacts
0 time is provided for the team to look at broader issues relating to your EMS eg new legislation policies technologies and techniques
0 what has happened in the past is covered eg incidents of non compliance and corrective action taken
time is allowed for writing the report which should outline
the scope of the review
23
methods used
details of findings and
recommendations
the recommendations
highlight the areas of the EMS where improvements are required
name the individual who should implement them
the actions resulting from the review are monitored and recorded and
any improvements which can be made to the model framework for greening government operations bee section 6 above) are notified to DETRrsquos Energy and Environment Best Practice Division The address is given at the back of this guide
21 Certification
IS0 14001 allows organisations to make a self declaration of compliance to the requirements of the standard if they do not want to get the EMS formally registered
The certification process provides a mechanism through which organisations can demonstrate their commitment to environmental protection The need to demonstrate this commitment will depend upon stakeholder requirements eg Management Boards Ministers Parliament
Certification for compliance with the standard in the UK is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) The accredited certifiers must in turn have met certain pre-determined criteria to be accredited by UKAS
Certification to IS0 14001 is a two stage process involving
(1) an initial assessment
(2) main assessment
Initial assessment
The objective is to gain an understanding of
0 your EMS in the context of relevant environmental impacts and regulations
0 whether you are fully prepared for assessment
The certification body will
0 check that your EMS
has the commitment of senior management
is based on a proper evaluation of your environmental aspects and impacts
24
meets legislative and regulatory requirements
is intended to control and improve the organisations environmental performance and
is auditable
assess the reliability of your internal audit
plan and allocate resources for further document review (where required for the main assessment) and
provide you with a document explaining what further action you must take
Main assessment
The certifier will ask to see a copy of your organisations environmental manual and procedures to determine whether your organisation is ready for the main assessment The main assessment - involving a site visit from the auditor - is the final stage in the certification process Its main purpose is to
confirm what is written actually represents what is occurring in practice
e confirm that the EMS complies with all the elements of IS0 14001
determine whether the EMS is to achieve and is achieving improvements in environmental performance and regulatory compliance and
confirm that your organisation is complying with its own policies and procedures
This means that the certifier must focus on your organisations
identification and evaluation of its environmental impacts
consequent objectives and targets
performance monitoring measuring reporting and review against your objectives and targets and
auditing to ensure the EMSS effectiveness
Generally an organisation will only fail the certification process at this stage if the corrective actions demanded by the certifier were not completed during the permitted period
The award of an IS0 14001 certificate does not complete the process The certifier will maintain a cycle of continuing assessments to ensure that the EMS complies with the standard and that it can demonstrate continual improvement in its environmental performance The trick is to ensure that the certification process does not impose excessive documentation requirements on your organisation Your system is there to help your organisation - not to make the role of the certifier easier
Certification - because of differing performance objectives - is not sufficient to demonstrate performance improvements This is why the European Unions Eco-Management and Audit Scheme (EMAS) requires organisations to produce an environmental statement
25
22 Environmental Statement
IS0 14001 does not require an environmental statement Although i t does require reports on performance to be made to top management for review and as a basis for improving the EMS
The publication of an environmental statement provides evidence that an organisation is committed to improving its environmental performance What goes in it is a matter for the organisation
Decide
what to communicate
how to communicate it
to whom to communicate it (ie stakeholders eg MPs Ministers Audit bodies)
how to elicit positive feedback and thereby reap a positive reward
Ensure that the statement
is kept simple consistent relevant and balanced (with any necessary detailed information included in annexes)
briefly describes your organisationrsquos activities
contains reliable and accurate information
summarises objectives targets impacts and other relevant issues
highlights the progress you are making
covers good and bad news in a positive manner
gives the name of the accredited certifier
avoids jargon and
is bound and all the pages are numbered
Energy and Environment Best Practice Division (EEBP) November 1998
26
Annex A
I S 0 STANDARDS CLOSELY ASSOCIATED WITH IS0 14001
denotes publication
Environmental Management
IS0 14002 - General guidelines on special considerations for small and medium enterprises
IS0 14004 - General Guidance on Principles Systems and Supporting Techniques Gives practicable help on the design development and maintenance of an EMS
Environmental Auditing
ISO14010 - General Principles Defines the scope of the audit and provides a framework for the structure and format of the audit report
IS0 14011 - Audit Procedures Auditing of Environmental Management Systems Explains the planning and conduct of an EMS audit and gives advice for example on its objectives the roles and responsibilities of those involved and the preparation and documentation of the report
IS0 14012 - Qualifications Cnteria for Environmental Auditors Provides guidance on the minimum qualifications for auditors and how to evaluate their suitability
IS014015 - Guidelines of Environmental Site Assessments
Environmental labels and declarations
IS0 14020 - Environmental labels and declarations - general principles
IS0 14021 - Environmental labelling - self declaration environmental claims - terms and conditions
IS0 14022 - Environmental claims - self declaration environmental claims - symbols
IS0 14023 - Environmental labelling - self declaration environmental claims - testing and verification methodologies
IS0 14024 - Environmental labelling type I - general principles and procedures
IS0 14025 - Environmental labelling type 111 - general principles and procedures
27
Environmental PerjGonnance
IS0 14031 - Environmental Perfonnance Evaluation Explains how to identify suitable environmental indicators for measuring performance against policies objectives and targets
IS0 14032 - Technical report type 3 - Environmental Performance Evaluation - case studies illustrating the use of IS0 14031
Life CycZe Assessments
IS0 14040 - Life cycle assessment - principles and framework
IS014041 - Life Cycle Assessment - life cycle inventory analysis
IS014042 - Life Cycle Assessment - impact assessment
IS0 14043 - Life Cycle Assessment - interpretation
IS014049 - Technical report type 3 - life cycle assessment - examples of the application of IS0 14041
Terms Q Definitions
IS0 14050 - Environmental Management Vocabulary Summarises the terms and definitions used in the IS0 14000 series of standards
Sectors
IS014061 - Technical report type 3 - guidance to assist forestry organisations in the use of IS0 14001 and 14004
28
Annex B
EXAMPLE LEGISLATION SHEET
CATEGORY waste TYPE OF ACTIVITY Duty of Care
LEGISLATION Environmental Protection Act 1990 part 11 Environmental Protection (Duty of Care) Regulations 1991
DETAIL Persons concerned with controlled waste are under a DUTY OF CARE to 1) Prevent any other person committing the offence of depositing disposing or recovering controlled waste without a waste management licence or in a manner likely to cause harm to health or the environment 2) prevent the escape of waste 3) ensure that waste is transferred to an authorised person or to a person authorised to transport waste and 4) ensure the waste is accompanied by a written description (a TRANSFER NOTE) The note must include a description of the waste and details of the parties involved in the transfer It is not necessary if a consignment note is required Further information and a model transfer note can be found in ldquoWaste Management and the Duty of Care A Code of Practicerdquo Also DETRrsquos lsquoWaste Guide advice to Government Departmentsrsquo
PENALTY It is an offence to contravene the Duty of Care requirement Summary conviction - up to euro5000 Conviction on indictment - Unlimited fine Enforcement authority - Environment Agency has an interest in muring the Duty of Care is complied with Anyone may bring a prosecution
WHERE APPLICABLE Current Waste Carrier Licences must be obtained for all waste contractors eg hose that remove paper glass and cans for recycling general waste classified waste scrap metal waste citchen oil clinical waste Transfer notes to obtained for all of the above)
j MONTH REVIEW OF COMPLIANCE An audit of waste licences and transfer notes was carried out on 20598 All licences were found to be current - licence for Contractor X had expired on 31398 and a valid eplacement had been obtained from them Transfer notes had been issued on an individual basis for each ollection of paper for recycling scrap metal waste kitchen oil Annual transfer notes were current for Fenera1 waste classified waste and clinical waste Full compliance with legislation
ZOMPLETED BY REVIEWED BY (EMS team)
iame Name Jnit Date
)ate
29
Annex C
Methodology for determining significant aspects
Important This annex supports steps 5 and 6 of the guide and should be read in conjunction with it and not be used as a stand alone document Some terms such as ldquonormal operating conditions rsquorsquo are defined in the guide itsecf
This methodology was developed to help Government departments determine their significant aspects It supports the requirements of IS0 14001 and EMAS
The methodology is divided into
1) determining significant aspects and
2) maintaining a register of significant aspects
Nore IS0 14001 does not require an organisation to maintain a register of signijkant aspects But it helps to support the documentation of the EMS
Steps for determining significant aspects
Step I define activi9 product and services
Divide the Government Department or Unit into its organisational or management structure - if this has not already been done at the planning stage of the EMS
Identify activities products or services according to existing management structure or sections of the organisation Include in the list of activities operations of the section process unit or building identified
List the activities products and services
List all activities products and services including those initially identified as possibly not having much of an impact on the environment
Step 2 Identfy the environmental aspects associated with each activity prodirct or service
Note I S 0 14001 defines an environmental aspect as an element of an organisationrsquos activiv product or service which can have a beneficial or adverse impact on the environment
30
Inputs
Identify and list the environmental aspects for each activity in terms of inputs for example
energy use (electricity fuel renewable other) water consumption (mains grey other) use of fuels (petroleum diesel alternatives other) land use (natural habitats open space landscapes sensitive areas agriculture other) use of raw or secondary materials (chemicals oils aggregates metals plastic paper other) procured services from suppliers use of natural resources
outputs
Identify and list the environmental aspects for each activity in terms of its outputs for example
wastes and byproducts generated (handling storage and transportation) discharges to water courses sewers or drains (controlled or uncontrolled) impacts on land (contamination natural habitats open space agriculture sensitive areas) discharge of thermal energy generation of noise dust odour or vibration transport products (packaging transport use and disposal) impacts on natural resources and ecosystems including wildlife impacts on built environment visual impact public (influence education regulation enforcement other)
Important Identia both the Direct and Indirect (service) aspects for the organisation Direct aspects arise from every day operations such as water consumption Indirect aspects anie from the servicesprovided by the organisation such as regulatory inspections in the commercial sector
Step 3 IdentifL the associated environmental impact of the aspects
Note IS0 14001 defines an ldquoenvironmental impactrdquo as the change which takesplace in the environment as a result of the aspect
Identify the associated environmental impacts for each aspect of the activity Environmental impacts are the actual or potential change to the environment as a result of the aspect and can be local regional or global in scale For example
31
injury to wildlife destruction of natural habitat conservation of energy waste minimisation
contamination of soil or water release of carbon dioxide to the atmosphere
reduction in vehicle emissions and other pollutants
Notes 1 The Swedish approach on EMSs in Government cover (1) direct) of internal activities (eg conserving water and energy) direct impacts of external activities (eg road construction and defence) and indirect impacts of external activities (eg regulations permits funding system)
2 Canada s system of sustainable development encompasses policies programmes and operations with federal departments working to merge instruments such as Environmental Impact Assessments with EMSs
Table showing examples of activities products and services with their associated aspects and environmental impacts
Activity Product or Service
Activity River maintenance activities
~- Product Annual Environmental Report
Service Regulating Major Industries
Environmental Aspect
Potential for accidental pollution incident
Use of paper
Environmental improvement
Associated Environmental Impact
Deoxygenating of watercourse oil spills contaminating water silt discolouring watercourse fish kill
Misuses of natural resources Destruction of habitats Pollution from production processes
Reduction in emissions reduction in pollution
conserving resources reduction in waste
incidents
Important Environmental aspects can be positive or negative Actual andpotential future aspects must be evaluated
32
Step 4 Determine the significance of the environmental impacts
Use the scoring system in the assessment tool (at the end of this Annex) to calculate the significance of each aspect or impact identified The tool is based on ldquodescriptiverdquo as well as ldquorisk basedrdquo criteria
Each aspect or impact should receive a score for the following factors
1) description of impact 2) likelihood of occurrence 3) likelihood of detection 4) severity of consequence or nuisance
Once a score is determined for all four criteria add them altogether to obtain a ldquosignificance ldquofactor The higher the score the more significant the environmental aspect
Determine the threshold of what score warrants a ldquohighrdquo significance value based on the nature of your organisationrsquos operations and the concerns of its stakeholders
Register of significant aspects
Document the aspects in a ldquoRegister of Significant Aspectsrdquo which should include a summary of the methodology used to determine the ldquosignificancerdquo values The Register should include at least the following
activity identified environmental aspect environmental impact
ldquosignificancerdquo value assigned
cross reference to the register of legislative requirements description of the effect criteria chosen
cross reference to applicable EMS procedures
Completion of the Register
Once the Register is complete work can begin in setting specific objectives and targets for each significant aspect identified
Important Ensure that the register of legislative requirements is complete (or at least that the applicable legislative requirements are identijled for each activiy and aspect) before determining the signijkance of the
organisationrsquos aspects and impacts
33
Assessment tool for determining significance of environmental aspects and impacts (see step 4 of the guide)
Description of Effect
Negligible or no impact No breach of legislation Emergency situations would cause a breach of policy or procedures
Rank Likelihood of
occurrence
0 None
~ Verysmall impact Immediate action possible Emergency situations would cause a breach of legislation Results in breach of own policy or procedures under abnormal conditions
I 1 Very low
Small impact Results in breach of legislation under abnormal conditions Results in breach of own policy or procedures under normal conditions
Moderate impact
Severe impact
Extensive impact
Activity has impact under normal operating conditions Results in breach of legislation under abnormal conditions No previous breach of legislation
Results in breach of legislation under abnormal conditions History of past breaches of legislation
Results in breach of legislation under normal operating conditions History of past breaches of legislation
2 Low
3 Moderate
4 High
5 Very high
Note Stakeholder concerns are not included in the description criteria Each organisation shouId tailor these criteria to take account of the concerns of stakeholder the public or interestedparties
34
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
Implementing Environmental Management Systems - Step by Step
This section shows you step by step how to set up an environmental management system which conforms to IS0 14001
1 IS0 14001
IS0 14001 explains what an organisation must do to control its environmental aspects (see glossary) and improve its environmental performance Obtain a copy of IS0 14001 from the British Standards Institution Customer Services Sales Department 389 Chiswick High Road London W4 4AL Tel 0181 996 9000 Fax 0181 996 7400 Price euro25 for BSI members and euro50 for non members - so check whether your organisation is a member
2 Management Representative Section 441 of the Standard
IS0 14001 requires top management to appoint a specific Management Representative responsible for
0 ensuring the EMS is established and maintained in accordance with the standard and
reporting on the performance of the EMS to top management for review and improvement
Note Top management may consist of aperson orgroup ofpersons with executive responsibilily for the organisation eg a Government departments management board
Determining the scope of the EMS
The Management Representative should start by determining the scope of the EMS It might cover a unit site building region the whole of the organisation or a collection of processes or functions
Most organisations begin by piloting an EMS in a unit or building and then use the expertise gained and documented to extend it to other parts of the organisation For example HM Customs amp Excise have selected their Central London region as a trial site for certification under IS0 14001 If the trial is successful they will use the experience gained to gradually extend the system to other parts of their estate thus keeping costs down and making best use of their resources
Consider building the EMS onto existing systems or integrating it with health and safety BS 8800 - the British Standards Institutes Guide to Occupational Health amp Safety Management Systems - provides a management system based on IS0 14001
It is probably best to start in a discrete area which is already well managed where there is already an interest in environmental issues and preferably where the Management Representative is close at hand Altematively choose a new building Design the system so that it is workable and capable of being replicated elsewhere on the estate to keep costs down
3
3 Environmental review Section 31 of the Standard
This is not a requirement of IS0 14001 Though the standard does state that ldquoan organisation with no existing EMS should initially establish its current position with regard to the environment by means of a preliminary environmental reviewrdquo The environmental review provides a useful snapshot of the impact which your organisation has on the environment
Scope of review
List what might be covered by the review For example
legal compliance
emergencylcontingency plans
management structure
activities of other organisational systems that can enable or impede performance
people awareness and training
procurement including relations with contractors
opportunities for cost savings
waste disposal
emissions and discharges to air water and land
water use (including check meters)
sewage drainage and if relevant trade effluent
storage
transport and deliveries
energy use and if relevant its generation
best available technologies and management practices
paper use
Use your Departmentrsquos own environmental policy statement to identify other areas Another useful source of ideas is DETRrsquos web site for greening government
Involving people
Involve key managers and people within the organisation Let them know what you are planning and encourage them to think about the part that they can play Use
journals newsletters and circulars
4
meetings briefings presentations and seminars
papers to management boards
green teams
guidance for staff and suppliers
notice boards and posters
staff suggestion schemes
e-mails intranets and the Internet
Review team
Set up a review team It should in large organisations draw its members from key areas eg operational areas such as facilities management finance personnel and contractors - if appropriate
The teamrsquos task is to evaluate existing activities procedures and systems to see how effective they are at managing existing environmental impacts eg managing and minimising waste streams This might for example involve team members interviewing a whole range of people using questionnaires to elicit information and visiting selected sites to validate the responses and to gather further information
Ensure that the review team
lets everyone know about the review
provides people (including contractors) with information
asks people to provide ideas (the people doing the job will often have ideas for improvement)
keeps senior managers informed and obtains their authority to get other people involved
sets a specific completion and reporting date
identifies those activities where savings can be made
emphasises the need for continuing improvement and a change in culture and habits
Gathering information
Gather information for each unit in turn noting any issues that concerns the whole organisation For example energy water and paper use and estate management will need to be examined for the organisation as a whole
5
4 Regulatory Requirements Section 431 of the Standard
Laws and regulations are becoming more stringent and compliance costs are increasing Non compliance - especially where it results in accidents such as spills or emissions - can cause significant losses in terms of money and management time and if a govemment department is the culprit potential embarrassment for Ministers and senior managers
Meeting legal requirements
The standard requires that a documented procedure is established to ensure that all legislation policies and other requirements to which your organisation subscribes are identified and maintained The procedure must identify the source of the information which should be accurate and from a reliable source eg the DETR web site
IS0 14001 does not require an organisation to produce a register of regulatory requirements But many bodies prefer to keep a register because it is convenient and provides proof to certification bodies that they are complying with this requirement of the standard DETRrsquos web site for greening govemment contains a copy of a register of regulatory requirements which if used will need to be tailored to suit the EMSrsquoS scope and circumstance
Maintaining a register helps you to ensure continual compliance with existing legislation take account of future relevant legislation and rapidly correct any non compliance Include in your register if applicable
0 operational permits
discharge consents
local authority consents
0 planning consents
0 other regulatory consents or authorisations
In addition to the legislative requirements the organisation must also record that it is aware of lsquoother requirementsrsquo to which it subscribes For example
0 the Departmentrsquos Policy Statement and improvement programme
0 UK EU and OECD commitments
0 decisions of Green Ministers
0 codes of practice or best practice advice
non regulatory guidelines eg ldquoGreen Guide for Buyersrdquo
Establish a procedure to ensure that the register is kept up to date either through a series of reviews or by notification of changes such as the service provided by Croners Environmental Management amendment services
6
You may also find it helpful to monitor compliance with the legislation identified by listing
Who is responsible for compliance
What procedures must be followed to ensure compliance
Results of checks against the procedures
Note an example of a legislation sheet is given at Annex B
5 Environmental aspects Section 431 of ihe Standard
There are two types of environmental aspects
direct which arise from every day activities such as consuming energy and water using transport purchasing goods and services and managing waste which deplete resources and cause emissions to air and water - all of which have a direct impact on the environment Others include new buildings which may affect natural habitats and open space visual appearance of Government buildings which may improve or reduce the quality of the built environment and activities which create noise
indirect which arise from the services provided by your organisation such as the development of policies and programmes These may be fairly immediate eg a rise in landfill tax Or they can be more indirect like the impact of a publicity campaign on environmental awareness
Some environmental aspects are negative - they cause damage to the environment Others may be positive - they benefit the environment Some are ldquoactualrdquo Le they are already happening Others are potential ie they could occur if the organisation took some action
Holisiic approach
Implementing an EMS which covers both direct and indirect impacts is more likely to change the culture of an organisation and promote all round improvements in its environmental performance This is the approach which is being adopted by the Govemment of Sweden where there are plans to implement EMSs in all of that countryrsquos 300 or so agencies based on IS0 14001 and the European Unionrsquos Eco-Management and Audit Scheme (EMAS)
The model framework for greening government covers direct environmental impacts DETRs Sustainable Development Unit has produced guidelines for environmentally appraising policies and programmes These cover indirect impacts
There are also a number of guides on DETRrsquos web site for greening Government which provide advice for reducing direct impacts For example
Conserving Water - Advice for Government Departments
Green Guide for Buyers
Green Guide to Construction and Refurbishment
7
Guide to Environmentally Preferable IT Equipment
Guide to Green Transport Plans
Waste Guide - Advice for Government Departments
Prepare a list of environmental impacts for each unit and discuss it with operational managers key people and other interested parties such as contractors and suppliers
6 Determining the organisationrsquos significant impacts Section 431 of the Standard
Concentrate on those impacts which can secure the biggest improvements in your organisationrsquos environmental performance A general rule of thumb is that 20 of your activities will account for 80 of the environmental impacts The process involves assessing the significance of each activity and then prioritising actions on those which have the biggest environmental impact
There are two major components of ldquosignificancerdquo The Local Government Management Board which developed LA-EMAS defined them as
Importance - the frequency with which the environment is affected by the activity balanced against the severity of the impact when it occurs The higher the frequency and severity the bigger the score and the higher the priority
Influence the balance between the influence which an organisation potentially could exert to control an impact against the degree to which this influence is being exerted The more influence an organisation has over a particular significant impact the easier it is to reduce it
Assessments of significance will depend on several factors eg potential regulatory exposure difficulties in changing the impact financial implications (costs and savings) concern of stakeholders and the effect on the public image of the organisation from complaints and a bad press
Determine the significance of each of the environmental impacts under
Normal Operating Conditions Le under routine operating procedures
Abnormal Operating Conditions ie where there are planned deviations from normal procedures eg starting boilers up following a prolonged shutdown
Incidents or Accidents Le unplanned events having effects beyond those normally encountered eg a burst water mains
Note Take account of the influence ofpast site activities which for example resulted in contamination of water and land and which could arise in thefiiture
Use a proven methodology such as the one at Annex C to evaluate the significance of each activity or process Other examples are given on the Department of the Environment Transport and the Region rsquo s web site h ftpw w w environment detrgo v uwgreeninglgghome h tm
8
7 Environmental Policy Statement Section A2 of the Standard
The Environmental Policy Statement is the comerstone of an EMS It should
state the aims and principles of action for tackling the significant impacts of your organisations activities on the environment and
e enable management to communicate its environmental priorities to employees contractors and other interested parties
Model framework
DETR with help from other Government departments has already produced a model policy statement for greening operations which Green Ministers are encouraging their Departments to adopt or adapt to meet their specific circumstances Use it to form the basis of your organisations environmental policy - a copy is on DETRs web site for greening government
Once compiled check that your policy statement
e clearly describes the area(s) and functions of the organisation to which it applies
is appropriate to the nature scale and significant environmental impacts of your organisations activities products and services
e includes a commitment to continual improvement
e includes a commitment to prevent pollution and to comply with relevant environmental legislation and regulations and other obligations on the organisation
Note Legal requirements include multi-lateral environmental agreements such as the Montreal Protocol on phasing out ozone depleting substances Other obligations may include Agenda 21 codes ofpractice and best practice guides
e provides a framework for setting and reviewing environmental objectives and targets
e contains views of stakeholders such as Green Ministers suppliers and contractors
covers risk reduction eg protection of water courses from spills
is compatible with health and safety policies
promotes sustainability by working with others to develop viable solutions to economic social and environmental problems
contains a commitment to train employees and promotes improvement to their environmental performance
is sufficiently clear to be understood by internal and external interested parties
9
8 is dated and signed by senior management communicated to all employees and made available to the public
Note It is not essential to make thepolicy statement available to the public but a decision must be recorded in the documentation to show that this was considered
8 Objectives and targets Section 433 of the Standard
Draw up objectives and measurable targets in consultation with key managers and their people and where relevant suppliers and contractors All should be involved in setting objectives and targets for their particular field or activity This is a good way of ensuring that they are
8 owned by stakeholders
0 appropriate to the areas of operation and
8 achievable
Check that the objectives and targets
0 address the most significant environmental impacts
0 comply with entries in the Register of Regulatory Requirements
meet the aims of your organisations environmental policies 8
8 provide for continuing improvement in overall environmental performance
8 are SMART Le specific measurable (wherever practicable) achievable realistic and time-limited
0 take preventative measures into account where appropriate
8 are practicable (taking account of economic constraints) and act as an incentive for action not as a source of demoralisation
Note IS0 14001 asks organisations when considering their technological options to consider the use of best available technology where economically viable cost effective and judged appropriate
8 refer to other relevant policies standards and codes of reference and
8 reflect the concerns of other stakeholders such as Green Ministers
NOTE The model framework (see section 7) contains a series of aims and objectives designed primarily for office based Government departments More detailed targets are given in the model improvement programme which is also on DETRs web site for greening Government andprovides the means of implementing the statement
Regularly review your objectives and targets and ensure that your policy statement is updated to reflect any changes in activities and priorities More information on objectives is given in Annex D
10
Draft I S 0 14031 Guidelines for Environmental Performance Evaluation (EPE) provides advice on how to identify suitable environmental indicators to enable performance to be measured or monitored against criteria set by management
9 Environmental Management Programme Section 434 of the Standard
The management programme is designed to implement the environmental management system It consists of a number of procedures such as
How the environmental policy will be implemented
How the objectives and targets will be achieved
Environmental review of new activities
How communication will be covered
For each of the above elements an action plan should be established and documented describing
who is responsible for managing the actions
who is responsible for undertaking the work including contractors
what action needs to be taken ie the procedure
what is the timescale and means
how will compliance with this programme be achieved
who will monitor compliance
DETRs model improvement programme for greening government operations provides a good starting point for developing an environmental management programme
11
EXAMPLE OF MANAGEMENT PROGRAMME SHEET
Management Representative
Miss Jones and Mr Bro wn
Mr Smith
Mrs Green
Objective To extend the amount of recycled paper bought in the Division in accordance with Departmental targcts
responsible for the management of the programme to achieve this target by holding meetings with Mrs Green on a 6 monthly basis
responsible for ordering the paper for the Division
responsible for setting up a call off contract for the purchase of recycled paper which will include the specification for management information regarding the type and quantity of paper purchased
responsible for training the stationery ordering staff 1998
October 1998 April 1999
as required
This contract will be set up by end April 1998
in the first week of May
Target To ensure all staff are aware of and act upon the Departmentrsquos policy to purchase only recycled paper containing at least 80 genuine post consumer waste (including agri-pulp) except where the Directorate of Communication authorises the use of special paper
responsible for obtaining the management information issued to Mr Smith and assessing compliance with the procedures
Name 1 Responsibility I Date
July 1998 October 1998 January 1999 April 1999
Mrs Green for issuing written instructions to stationery ordering staff
May 1998 (re-issue November 1998)
Mrs Green
10 Responsibilities and resources Section 441 of the Standard
IS0 14001 requires top management to provide staff time funds and other resources essential to the implementation and control of the EMS This means
a clearly defining and documenting the roles and responsibilities for all people whose work comes under the management programme
e appointing a senior manager to oversee the development of the EMS and to ensure that performance is evaluated against the requirements of the environmental policy and
providing the Management Representative (see step 2) with the necessary authority and support
12
Most parts of an organisation will already have management systems in place including management responsibilities and individual duties These should be adapted in consultation with line management For example to include
a environmental responsibilities in job descriptions where appropriate
a information on environmental responsibilities in management manual records
a clear instructions for people including contractors with specific responsibilities
11 Training and raising awareness Section 442 of the Standard
Training is crucial to the success of an EMS Attempting to introduce an EMS without firsf trying to make people aware of their responsibilities and equipping them with necessary skills leads to frustration and impotent action Training can also bring other benefits by
a stemming breaches in regulatory consents and authorisations (most of which result from human error rather than equipment failure)
a stimulating people into developing new ideas and
a improving the effectiveness of the EMS eg in terms of conserving resources reducing waste and saving money
Determining training levels
Determine the target audience and level of training required by asking such questions as
a Do people fully understand the content and implications of your organisationrsquos environmental policy
a Do managers fully understand how the EMS provides controls over your organisationrsquos significant environmental impacts
a Do operators understand the environmental impacts of their activities on the environment and have access to up to date information
a Is there a general awareness of the
relationship between energy use and the environment
need to minimise waste by maximising reduction reuse and recycling
Expanding competency
Training should expand the environmental competency and knowledge of people including contractors Ensure that it covers the
a importance of conformance with policy procedures and the EMS
13
~~ ~ ~ ~~ significant environmental impacts (actual and potential)
roles and responsibilities of people in achieving conformance
0 potential consequences of failure to follow operating procedures and
merits of improving environmental performance
Training options
Job specific training should cover people and contractors whose work is covered by environmental regulations or is concemed with achieving the environmental objectives and targets eg in procurement and estate and facilities management This might include
1 Formal courses for
0 developing environmental awareness for all
building an understanding of the EMS for managers and key people which explains what the organisation is seeking to achieve and why
explaining work instructions and developing technical skills for specialists operators and those who are responsible for significant environmental impacts
2 Informal on the job training for
helping an employee to do the job correctly safely and effectively
3 Informal training
distance leaming packages
news sheets
in-house newsletters etc
Other methods
Look at other methods of raising awareness such as
vocational training
continuously updated information on Intranet and Internet web sites
0 presentation of a policy statement and environmental reports to each employee
0 participation in Green Teams
0 internal seminars workshops talks and lectures
14
video presentations and
external seminars workshops and conferences
Evaluation
Regularly evaluate training to assess its value to the environmental performance of the organisation
Use compliance audits or audits of the EMS to identify deficiencies resulting from inadequate or lack of training
Training organisations
The UKs Institute of Environmental Managers have designed a Best Practice Programme to help managers put the theory of environmental management into practice
12 Communications Section 443 of the Standard
Check if suitable systems exist for communicatingbetween the various levels and functions of an organisation and with external interested parties
Where necessary establish and maintain procedures to make people and contractors aware of
(a) the importance of conforming to policy procedures and the EMS
(b) the significant environmental impacts (actual and potential)
(c) their roles and responsibilities in achieving conformance and
(d) the potential consequences of departing from specified procedures
Intemal reporting
Reporting on environmental performance is essential in determining improvement over time
Decide
what to communicate
how to communicate it
to whom to communicate i t (eg Management Board Green Ministers Parliamentary Environmental Audit Committee OECD)
Note You must documentyour decision on whom to communicate it to in the Management Manual
how to elicit positive feedback and response and thereby reap a positive reward (the 3 Rs Report-Response-Reward)
15
Note IS0 14031 Guidelines fo r Environmental Performance Evaluation (EPE) provides advice on reporting and communicating EPE information to management employees and interested parties
13 Management manual and related documents Section 444 of the Standard
Senior management should decide the format of the documentation which must demonstrate compliance with the requirements of the EMS and that objectives and targets are being met The documents must be readily identifiable and periodically reviewed and revised Normally they will consist of
Policy statement
Environmental management (or improvement) programme and procedures
Local action plans containing objectives and targets
Register of Significant Environmental Impacts
Register of Regulatory Requirements
Site emergency plans
Work instructions for managing a particular activity or issue
Health and safety instructions
Organisational charts
System Manual
IS0 14001 stipulates that the documentation may be integrated with documentation from other systems implemented by the organisation It does not have to be in the form of a single manual although this tends to be normal practice
The manual is a key document for third party assessment It should provide the principle source of reference for the EMS and as such be relevant to the organisations activities It can cover an entire operation a building Division Directorate or entire Department etc
Ensure that the manual
is concise and well structured (with sub divisions for key areas)
contains a brief introduction to your organisation and its activities
outlines your organisations environmental policies
summarises your significant environmental impacts objectives and targets and the management programme
16
~~ defines key roles and responsibilities
identifies the role of the management representative
indicates how the requirements of IS0 14001 will be met
cross references procedures eg work instructions and other relevant documentation
highlights any emergency plans (eg for spillages)
14 Document control Section 445 of the Standard
The primary purpose of document control is to ensure that the right people have the right information at the right time in the right place Avoid complex document control systems Create and maintain only those documents which are necessary to implement the EMS and achieve improvements in environmental performance
Ensure that
the documents are assigned to the appropriate unit or job title and can be easily found
the documents are periodically reviewed revised as necessary and approved as adequate by authorised people
0 current versions are available at all locations where operations essential to the effective functioning of the environmental management system are performed
obsolete documents are promptly removed from all points of use
any obsolete documents retained for legal or other purposes are suitably identified
all pages are numbered dated and fully referenced
15 Operational control Section 446 of the Standard
This provides the means of keeping control of the system Ensure good control of critical activities by making sure you
check whether requirements are met and where necessary making any necessary corrections
provide key people with work instructions which are identifiable current and available on location
make contractors and suppliers aware of your organisations EMS as i t relates to them
17
e provide contractors with details of relevant operational procedures and requirements
give details of verification methods employed in your manual and work instructions e
e identify the person or persons responsible for
overseeing or directly achieving the objectives and targets eg the officers appointed to develop Green Transport Plans
undertaking physical spot checks
initiating investigations into cases of non compJiance and
- taking the necessary permanent corrective actions
16 Emergencies and contingencies Section 447 of the Standard
IS0 14001 requires an organisation to maintain documented procedures to
e identify potential accidents and emergencies which may arise from hazardous processes and the handling or disposal of dangerous materials
e minimise any environmental impacts resulting from these incidents and
e periodically test such procedures if practicable
Such procedures may already be in place under the Control of Substances Hazardous to Health (COSHH) and Control of Industrial Major Accidents and Hazards (CIMAH) - see the Register of Regulatory Requirements These should if effective be formally adopted and recorded in the EMS documentation Inform directly involved people and contractors and provide additional trzining where the work requires
e complicated monitoring maintenance or inspection routines
e the co-ordination of several operations or
e business continuity plans
17 Monitoring and measuring Section 451 of the Standard
Monitoring and measuring are necessary to test whether the organisation is achieving its objectives and targets and whether the procedures for operational control are effective
Check if systems (with correct procedures) exist for regularly monitoring and measuring
performance against objectives and targets
implementation of operational controls
compliance with the law
Note Always try to build on existing systems to save time and eort
i a
18 Correcting for non-control or non compliance Section 452 of the Standard
IS0 14001 requires procedures for identifying and correcting non compliance In office based organisations this is most likely to result from a failure to meet performance levels or the malfunctioning of the EMS itself (eg ambiguous procedures) rather than through a major process failure which can cause environmental damage
Ensure that the procedures
0 identify the cause of non-conformance
0 identify and implement the necessary corrective action
0 implement or modify controls necessary to avoid future repetitions
0 record any changes in written procedures resulting from the corrective action
0 record any significant environmental impacts arising from the non compliance
0 are included in the manual and other documentation
19 Records Section 453 of the Standard
EMS records are kept to
0 demonstrate compliance with the requirements of your EMS and legislation
0 determine the extent to which targets and objectives have been met in line with your organisations overall environment policy and
0 provide evidence of the on-going operation of the system
Include in your record system
0 reports of audit and reviews
0 training
0 details of any failures to comply with policy and regulations and corrective actions
details of any complaints and the corrective actions taken 0
inspection and maintenance reports
0 information on emergency preparedness and response
quantities of materials collected for recycling or dispose as waste
19
0 meter data for gas electricity and water
licenses and other legal documents ~~~ ~ ~~ ~~~~~~ ~~~~~~ ~~
0
0 communications with suppliers contractors and general public
a notes or minutes of meetings
other relevant records
Establish and record retention times for the records kept and protect them against damage deterioration or loss They may be stored in paper or electronic form or both
Ensure that records kept by other parts of the organisation such as facilities managers and procurement officers are cross referenced with those held centrally
20 Environmental audit Section 454 of the Standard
The purpose of an EMS audit is to assess whether the system conforms to the requirements of the environmental policy and other criteria such as relevant legislation and regulations and if certification is sought IS0 14001
IS0 14001 requires you to
establish and maintain programmes and procedures for lsquo)eriodicaf[y rdquo auditing the EMS
0 base the audit programme on the environmental importance of the activity concerned and the results of previous audits
0 cover the audit scope frequency and methodologies as well as the responsibilities and requirements for conducting audits and reporting results
Intemal audits
Select an audit team of about 3 to 4 persons Ensure that the team members have
0 no direct management responsibility for the part of the organisation being audited
0 sufficient knowledge and expertise to carry it out especially in the areas of
management systems auditing
relevant EMS standards
offices facilities and plant
industry knowledge ( i f appropriate)
environmental legislation and issues
20
Preparation
Prepare ~~ ~
audit checklists which should list all the EMS procedures relevant to the area under review (procedures may vary between different operational areas)
documents for recording non compliance and
a timetable for the audit programme
Gather reference information about the area such as plans COSHH assessments lists of procedures and records Inform managers and people at the site of the timing of the audit its objectives and what is expected from them You will need their co-operation if the audit is to be conducted efficiently and effectively
Getting the most from the audit
Use the audit to
help your organisation develop a framework for conducting its own internal environmental audits and management reviews
maintain increased environmental awareness and a sense of responsibility among people and contractors
determine whether the EMS has been properly implemented and maintained Check that the EMS complies with
the requirements of IS0 14001
the manuals and work instructions of the EMS
your organisations environmental policy objectives and targets
evaluate the value of training to the environmental performance of the organisation and to the protection of the environment as a whole
Review and report
Review and assess the findings and recommendations of the audit and specify a programme for implementing any follow up actions Some actions must be taken immediately eg where a lapse in procedure has led to possible non compliance with legislative requirements
Produce the report and provide results to management Normally the report will consist of
a brief description of the audits objectives
the areas that have been audited
who was involved in auditing them
21
0 references to the source of information on which the audit findings were based
a review of the audit areas highlighting 0
non compliance Le lapses in either the content or implementation and records and
opportunities for improvement eg waste minimisation cleaner processes
Corrective action
Immediately the auditors report is approved draw up an action plan with deadlines to
correct any deficiencies (the major ones first)
0 deliver improvements
ensure everyone is aware of their commitments
0 reassure senior managers that the recommendations are being acted upon and
0 put in place any procedures which are necessary to prevent a repeat of the non compliance
Frequency of audits
Audit all parts of the EMS about every two to three years except in areas with particularly significant environmental impacts Audit these more frequently
Extemal audits
You might wish to pay for audits - see Section 22 on Certification
21 Management review Section 46 of the Standard
The review measures the effectiveness of the system It is an opportunity for the Management Representative and senior management to review the EMS structure and to evaluate the organisations environmental policies objectives targets and procedures to determine
0 whether they are being followed
0 whether they remain suitable adequate and effective
0 where changes are necessary to secure continual improvement and
0 if the EMS is achieving its overall objectives and helping the organisation meet its business goals
The scope of the review should be comprehensive though not all the elements of the EMS need to be reviewed at once The process may extend over a period of time
22
Frequency of reviews
Every one or two years is probably sufficient for most office based organisations However the frequency of reviews will depend on
0 how successfully the EMS is running (see Annex E)
e the significance of the environmental impacts
whether there have been any changes in activities or circumstances eg the contracting out of say facilities management
e whether any extemal issues of importance have arisen eg new or revised regulations changes in Government policies new initiatives from Green Ministers
Review team
Ensure that
0 a team is appointed comprising of individuals with either executive responsibility or specialist responsibility
e the team is provided with all the information necessary to effectively review the EMS such as
internal and extemal audits
environmental policy objectives and targets
operational controls
environmental manual
non compliance reports
concems expressed by relevant parties
0 the sites to be covered by the review are clearly defined
0 direct and indirect impacts are covered and both positive and negative impacts
0 time is provided for the team to look at broader issues relating to your EMS eg new legislation policies technologies and techniques
0 what has happened in the past is covered eg incidents of non compliance and corrective action taken
time is allowed for writing the report which should outline
the scope of the review
23
methods used
details of findings and
recommendations
the recommendations
highlight the areas of the EMS where improvements are required
name the individual who should implement them
the actions resulting from the review are monitored and recorded and
any improvements which can be made to the model framework for greening government operations bee section 6 above) are notified to DETRrsquos Energy and Environment Best Practice Division The address is given at the back of this guide
21 Certification
IS0 14001 allows organisations to make a self declaration of compliance to the requirements of the standard if they do not want to get the EMS formally registered
The certification process provides a mechanism through which organisations can demonstrate their commitment to environmental protection The need to demonstrate this commitment will depend upon stakeholder requirements eg Management Boards Ministers Parliament
Certification for compliance with the standard in the UK is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) The accredited certifiers must in turn have met certain pre-determined criteria to be accredited by UKAS
Certification to IS0 14001 is a two stage process involving
(1) an initial assessment
(2) main assessment
Initial assessment
The objective is to gain an understanding of
0 your EMS in the context of relevant environmental impacts and regulations
0 whether you are fully prepared for assessment
The certification body will
0 check that your EMS
has the commitment of senior management
is based on a proper evaluation of your environmental aspects and impacts
24
meets legislative and regulatory requirements
is intended to control and improve the organisations environmental performance and
is auditable
assess the reliability of your internal audit
plan and allocate resources for further document review (where required for the main assessment) and
provide you with a document explaining what further action you must take
Main assessment
The certifier will ask to see a copy of your organisations environmental manual and procedures to determine whether your organisation is ready for the main assessment The main assessment - involving a site visit from the auditor - is the final stage in the certification process Its main purpose is to
confirm what is written actually represents what is occurring in practice
e confirm that the EMS complies with all the elements of IS0 14001
determine whether the EMS is to achieve and is achieving improvements in environmental performance and regulatory compliance and
confirm that your organisation is complying with its own policies and procedures
This means that the certifier must focus on your organisations
identification and evaluation of its environmental impacts
consequent objectives and targets
performance monitoring measuring reporting and review against your objectives and targets and
auditing to ensure the EMSS effectiveness
Generally an organisation will only fail the certification process at this stage if the corrective actions demanded by the certifier were not completed during the permitted period
The award of an IS0 14001 certificate does not complete the process The certifier will maintain a cycle of continuing assessments to ensure that the EMS complies with the standard and that it can demonstrate continual improvement in its environmental performance The trick is to ensure that the certification process does not impose excessive documentation requirements on your organisation Your system is there to help your organisation - not to make the role of the certifier easier
Certification - because of differing performance objectives - is not sufficient to demonstrate performance improvements This is why the European Unions Eco-Management and Audit Scheme (EMAS) requires organisations to produce an environmental statement
25
22 Environmental Statement
IS0 14001 does not require an environmental statement Although i t does require reports on performance to be made to top management for review and as a basis for improving the EMS
The publication of an environmental statement provides evidence that an organisation is committed to improving its environmental performance What goes in it is a matter for the organisation
Decide
what to communicate
how to communicate it
to whom to communicate it (ie stakeholders eg MPs Ministers Audit bodies)
how to elicit positive feedback and thereby reap a positive reward
Ensure that the statement
is kept simple consistent relevant and balanced (with any necessary detailed information included in annexes)
briefly describes your organisationrsquos activities
contains reliable and accurate information
summarises objectives targets impacts and other relevant issues
highlights the progress you are making
covers good and bad news in a positive manner
gives the name of the accredited certifier
avoids jargon and
is bound and all the pages are numbered
Energy and Environment Best Practice Division (EEBP) November 1998
26
Annex A
I S 0 STANDARDS CLOSELY ASSOCIATED WITH IS0 14001
denotes publication
Environmental Management
IS0 14002 - General guidelines on special considerations for small and medium enterprises
IS0 14004 - General Guidance on Principles Systems and Supporting Techniques Gives practicable help on the design development and maintenance of an EMS
Environmental Auditing
ISO14010 - General Principles Defines the scope of the audit and provides a framework for the structure and format of the audit report
IS0 14011 - Audit Procedures Auditing of Environmental Management Systems Explains the planning and conduct of an EMS audit and gives advice for example on its objectives the roles and responsibilities of those involved and the preparation and documentation of the report
IS0 14012 - Qualifications Cnteria for Environmental Auditors Provides guidance on the minimum qualifications for auditors and how to evaluate their suitability
IS014015 - Guidelines of Environmental Site Assessments
Environmental labels and declarations
IS0 14020 - Environmental labels and declarations - general principles
IS0 14021 - Environmental labelling - self declaration environmental claims - terms and conditions
IS0 14022 - Environmental claims - self declaration environmental claims - symbols
IS0 14023 - Environmental labelling - self declaration environmental claims - testing and verification methodologies
IS0 14024 - Environmental labelling type I - general principles and procedures
IS0 14025 - Environmental labelling type 111 - general principles and procedures
27
Environmental PerjGonnance
IS0 14031 - Environmental Perfonnance Evaluation Explains how to identify suitable environmental indicators for measuring performance against policies objectives and targets
IS0 14032 - Technical report type 3 - Environmental Performance Evaluation - case studies illustrating the use of IS0 14031
Life CycZe Assessments
IS0 14040 - Life cycle assessment - principles and framework
IS014041 - Life Cycle Assessment - life cycle inventory analysis
IS014042 - Life Cycle Assessment - impact assessment
IS0 14043 - Life Cycle Assessment - interpretation
IS014049 - Technical report type 3 - life cycle assessment - examples of the application of IS0 14041
Terms Q Definitions
IS0 14050 - Environmental Management Vocabulary Summarises the terms and definitions used in the IS0 14000 series of standards
Sectors
IS014061 - Technical report type 3 - guidance to assist forestry organisations in the use of IS0 14001 and 14004
28
Annex B
EXAMPLE LEGISLATION SHEET
CATEGORY waste TYPE OF ACTIVITY Duty of Care
LEGISLATION Environmental Protection Act 1990 part 11 Environmental Protection (Duty of Care) Regulations 1991
DETAIL Persons concerned with controlled waste are under a DUTY OF CARE to 1) Prevent any other person committing the offence of depositing disposing or recovering controlled waste without a waste management licence or in a manner likely to cause harm to health or the environment 2) prevent the escape of waste 3) ensure that waste is transferred to an authorised person or to a person authorised to transport waste and 4) ensure the waste is accompanied by a written description (a TRANSFER NOTE) The note must include a description of the waste and details of the parties involved in the transfer It is not necessary if a consignment note is required Further information and a model transfer note can be found in ldquoWaste Management and the Duty of Care A Code of Practicerdquo Also DETRrsquos lsquoWaste Guide advice to Government Departmentsrsquo
PENALTY It is an offence to contravene the Duty of Care requirement Summary conviction - up to euro5000 Conviction on indictment - Unlimited fine Enforcement authority - Environment Agency has an interest in muring the Duty of Care is complied with Anyone may bring a prosecution
WHERE APPLICABLE Current Waste Carrier Licences must be obtained for all waste contractors eg hose that remove paper glass and cans for recycling general waste classified waste scrap metal waste citchen oil clinical waste Transfer notes to obtained for all of the above)
j MONTH REVIEW OF COMPLIANCE An audit of waste licences and transfer notes was carried out on 20598 All licences were found to be current - licence for Contractor X had expired on 31398 and a valid eplacement had been obtained from them Transfer notes had been issued on an individual basis for each ollection of paper for recycling scrap metal waste kitchen oil Annual transfer notes were current for Fenera1 waste classified waste and clinical waste Full compliance with legislation
ZOMPLETED BY REVIEWED BY (EMS team)
iame Name Jnit Date
)ate
29
Annex C
Methodology for determining significant aspects
Important This annex supports steps 5 and 6 of the guide and should be read in conjunction with it and not be used as a stand alone document Some terms such as ldquonormal operating conditions rsquorsquo are defined in the guide itsecf
This methodology was developed to help Government departments determine their significant aspects It supports the requirements of IS0 14001 and EMAS
The methodology is divided into
1) determining significant aspects and
2) maintaining a register of significant aspects
Nore IS0 14001 does not require an organisation to maintain a register of signijkant aspects But it helps to support the documentation of the EMS
Steps for determining significant aspects
Step I define activi9 product and services
Divide the Government Department or Unit into its organisational or management structure - if this has not already been done at the planning stage of the EMS
Identify activities products or services according to existing management structure or sections of the organisation Include in the list of activities operations of the section process unit or building identified
List the activities products and services
List all activities products and services including those initially identified as possibly not having much of an impact on the environment
Step 2 Identfy the environmental aspects associated with each activity prodirct or service
Note I S 0 14001 defines an environmental aspect as an element of an organisationrsquos activiv product or service which can have a beneficial or adverse impact on the environment
30
Inputs
Identify and list the environmental aspects for each activity in terms of inputs for example
energy use (electricity fuel renewable other) water consumption (mains grey other) use of fuels (petroleum diesel alternatives other) land use (natural habitats open space landscapes sensitive areas agriculture other) use of raw or secondary materials (chemicals oils aggregates metals plastic paper other) procured services from suppliers use of natural resources
outputs
Identify and list the environmental aspects for each activity in terms of its outputs for example
wastes and byproducts generated (handling storage and transportation) discharges to water courses sewers or drains (controlled or uncontrolled) impacts on land (contamination natural habitats open space agriculture sensitive areas) discharge of thermal energy generation of noise dust odour or vibration transport products (packaging transport use and disposal) impacts on natural resources and ecosystems including wildlife impacts on built environment visual impact public (influence education regulation enforcement other)
Important Identia both the Direct and Indirect (service) aspects for the organisation Direct aspects arise from every day operations such as water consumption Indirect aspects anie from the servicesprovided by the organisation such as regulatory inspections in the commercial sector
Step 3 IdentifL the associated environmental impact of the aspects
Note IS0 14001 defines an ldquoenvironmental impactrdquo as the change which takesplace in the environment as a result of the aspect
Identify the associated environmental impacts for each aspect of the activity Environmental impacts are the actual or potential change to the environment as a result of the aspect and can be local regional or global in scale For example
31
injury to wildlife destruction of natural habitat conservation of energy waste minimisation
contamination of soil or water release of carbon dioxide to the atmosphere
reduction in vehicle emissions and other pollutants
Notes 1 The Swedish approach on EMSs in Government cover (1) direct) of internal activities (eg conserving water and energy) direct impacts of external activities (eg road construction and defence) and indirect impacts of external activities (eg regulations permits funding system)
2 Canada s system of sustainable development encompasses policies programmes and operations with federal departments working to merge instruments such as Environmental Impact Assessments with EMSs
Table showing examples of activities products and services with their associated aspects and environmental impacts
Activity Product or Service
Activity River maintenance activities
~- Product Annual Environmental Report
Service Regulating Major Industries
Environmental Aspect
Potential for accidental pollution incident
Use of paper
Environmental improvement
Associated Environmental Impact
Deoxygenating of watercourse oil spills contaminating water silt discolouring watercourse fish kill
Misuses of natural resources Destruction of habitats Pollution from production processes
Reduction in emissions reduction in pollution
conserving resources reduction in waste
incidents
Important Environmental aspects can be positive or negative Actual andpotential future aspects must be evaluated
32
Step 4 Determine the significance of the environmental impacts
Use the scoring system in the assessment tool (at the end of this Annex) to calculate the significance of each aspect or impact identified The tool is based on ldquodescriptiverdquo as well as ldquorisk basedrdquo criteria
Each aspect or impact should receive a score for the following factors
1) description of impact 2) likelihood of occurrence 3) likelihood of detection 4) severity of consequence or nuisance
Once a score is determined for all four criteria add them altogether to obtain a ldquosignificance ldquofactor The higher the score the more significant the environmental aspect
Determine the threshold of what score warrants a ldquohighrdquo significance value based on the nature of your organisationrsquos operations and the concerns of its stakeholders
Register of significant aspects
Document the aspects in a ldquoRegister of Significant Aspectsrdquo which should include a summary of the methodology used to determine the ldquosignificancerdquo values The Register should include at least the following
activity identified environmental aspect environmental impact
ldquosignificancerdquo value assigned
cross reference to the register of legislative requirements description of the effect criteria chosen
cross reference to applicable EMS procedures
Completion of the Register
Once the Register is complete work can begin in setting specific objectives and targets for each significant aspect identified
Important Ensure that the register of legislative requirements is complete (or at least that the applicable legislative requirements are identijled for each activiy and aspect) before determining the signijkance of the
organisationrsquos aspects and impacts
33
Assessment tool for determining significance of environmental aspects and impacts (see step 4 of the guide)
Description of Effect
Negligible or no impact No breach of legislation Emergency situations would cause a breach of policy or procedures
Rank Likelihood of
occurrence
0 None
~ Verysmall impact Immediate action possible Emergency situations would cause a breach of legislation Results in breach of own policy or procedures under abnormal conditions
I 1 Very low
Small impact Results in breach of legislation under abnormal conditions Results in breach of own policy or procedures under normal conditions
Moderate impact
Severe impact
Extensive impact
Activity has impact under normal operating conditions Results in breach of legislation under abnormal conditions No previous breach of legislation
Results in breach of legislation under abnormal conditions History of past breaches of legislation
Results in breach of legislation under normal operating conditions History of past breaches of legislation
2 Low
3 Moderate
4 High
5 Very high
Note Stakeholder concerns are not included in the description criteria Each organisation shouId tailor these criteria to take account of the concerns of stakeholder the public or interestedparties
34
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
3 Environmental review Section 31 of the Standard
This is not a requirement of IS0 14001 Though the standard does state that ldquoan organisation with no existing EMS should initially establish its current position with regard to the environment by means of a preliminary environmental reviewrdquo The environmental review provides a useful snapshot of the impact which your organisation has on the environment
Scope of review
List what might be covered by the review For example
legal compliance
emergencylcontingency plans
management structure
activities of other organisational systems that can enable or impede performance
people awareness and training
procurement including relations with contractors
opportunities for cost savings
waste disposal
emissions and discharges to air water and land
water use (including check meters)
sewage drainage and if relevant trade effluent
storage
transport and deliveries
energy use and if relevant its generation
best available technologies and management practices
paper use
Use your Departmentrsquos own environmental policy statement to identify other areas Another useful source of ideas is DETRrsquos web site for greening government
Involving people
Involve key managers and people within the organisation Let them know what you are planning and encourage them to think about the part that they can play Use
journals newsletters and circulars
4
meetings briefings presentations and seminars
papers to management boards
green teams
guidance for staff and suppliers
notice boards and posters
staff suggestion schemes
e-mails intranets and the Internet
Review team
Set up a review team It should in large organisations draw its members from key areas eg operational areas such as facilities management finance personnel and contractors - if appropriate
The teamrsquos task is to evaluate existing activities procedures and systems to see how effective they are at managing existing environmental impacts eg managing and minimising waste streams This might for example involve team members interviewing a whole range of people using questionnaires to elicit information and visiting selected sites to validate the responses and to gather further information
Ensure that the review team
lets everyone know about the review
provides people (including contractors) with information
asks people to provide ideas (the people doing the job will often have ideas for improvement)
keeps senior managers informed and obtains their authority to get other people involved
sets a specific completion and reporting date
identifies those activities where savings can be made
emphasises the need for continuing improvement and a change in culture and habits
Gathering information
Gather information for each unit in turn noting any issues that concerns the whole organisation For example energy water and paper use and estate management will need to be examined for the organisation as a whole
5
4 Regulatory Requirements Section 431 of the Standard
Laws and regulations are becoming more stringent and compliance costs are increasing Non compliance - especially where it results in accidents such as spills or emissions - can cause significant losses in terms of money and management time and if a govemment department is the culprit potential embarrassment for Ministers and senior managers
Meeting legal requirements
The standard requires that a documented procedure is established to ensure that all legislation policies and other requirements to which your organisation subscribes are identified and maintained The procedure must identify the source of the information which should be accurate and from a reliable source eg the DETR web site
IS0 14001 does not require an organisation to produce a register of regulatory requirements But many bodies prefer to keep a register because it is convenient and provides proof to certification bodies that they are complying with this requirement of the standard DETRrsquos web site for greening govemment contains a copy of a register of regulatory requirements which if used will need to be tailored to suit the EMSrsquoS scope and circumstance
Maintaining a register helps you to ensure continual compliance with existing legislation take account of future relevant legislation and rapidly correct any non compliance Include in your register if applicable
0 operational permits
discharge consents
local authority consents
0 planning consents
0 other regulatory consents or authorisations
In addition to the legislative requirements the organisation must also record that it is aware of lsquoother requirementsrsquo to which it subscribes For example
0 the Departmentrsquos Policy Statement and improvement programme
0 UK EU and OECD commitments
0 decisions of Green Ministers
0 codes of practice or best practice advice
non regulatory guidelines eg ldquoGreen Guide for Buyersrdquo
Establish a procedure to ensure that the register is kept up to date either through a series of reviews or by notification of changes such as the service provided by Croners Environmental Management amendment services
6
You may also find it helpful to monitor compliance with the legislation identified by listing
Who is responsible for compliance
What procedures must be followed to ensure compliance
Results of checks against the procedures
Note an example of a legislation sheet is given at Annex B
5 Environmental aspects Section 431 of ihe Standard
There are two types of environmental aspects
direct which arise from every day activities such as consuming energy and water using transport purchasing goods and services and managing waste which deplete resources and cause emissions to air and water - all of which have a direct impact on the environment Others include new buildings which may affect natural habitats and open space visual appearance of Government buildings which may improve or reduce the quality of the built environment and activities which create noise
indirect which arise from the services provided by your organisation such as the development of policies and programmes These may be fairly immediate eg a rise in landfill tax Or they can be more indirect like the impact of a publicity campaign on environmental awareness
Some environmental aspects are negative - they cause damage to the environment Others may be positive - they benefit the environment Some are ldquoactualrdquo Le they are already happening Others are potential ie they could occur if the organisation took some action
Holisiic approach
Implementing an EMS which covers both direct and indirect impacts is more likely to change the culture of an organisation and promote all round improvements in its environmental performance This is the approach which is being adopted by the Govemment of Sweden where there are plans to implement EMSs in all of that countryrsquos 300 or so agencies based on IS0 14001 and the European Unionrsquos Eco-Management and Audit Scheme (EMAS)
The model framework for greening government covers direct environmental impacts DETRs Sustainable Development Unit has produced guidelines for environmentally appraising policies and programmes These cover indirect impacts
There are also a number of guides on DETRrsquos web site for greening Government which provide advice for reducing direct impacts For example
Conserving Water - Advice for Government Departments
Green Guide for Buyers
Green Guide to Construction and Refurbishment
7
Guide to Environmentally Preferable IT Equipment
Guide to Green Transport Plans
Waste Guide - Advice for Government Departments
Prepare a list of environmental impacts for each unit and discuss it with operational managers key people and other interested parties such as contractors and suppliers
6 Determining the organisationrsquos significant impacts Section 431 of the Standard
Concentrate on those impacts which can secure the biggest improvements in your organisationrsquos environmental performance A general rule of thumb is that 20 of your activities will account for 80 of the environmental impacts The process involves assessing the significance of each activity and then prioritising actions on those which have the biggest environmental impact
There are two major components of ldquosignificancerdquo The Local Government Management Board which developed LA-EMAS defined them as
Importance - the frequency with which the environment is affected by the activity balanced against the severity of the impact when it occurs The higher the frequency and severity the bigger the score and the higher the priority
Influence the balance between the influence which an organisation potentially could exert to control an impact against the degree to which this influence is being exerted The more influence an organisation has over a particular significant impact the easier it is to reduce it
Assessments of significance will depend on several factors eg potential regulatory exposure difficulties in changing the impact financial implications (costs and savings) concern of stakeholders and the effect on the public image of the organisation from complaints and a bad press
Determine the significance of each of the environmental impacts under
Normal Operating Conditions Le under routine operating procedures
Abnormal Operating Conditions ie where there are planned deviations from normal procedures eg starting boilers up following a prolonged shutdown
Incidents or Accidents Le unplanned events having effects beyond those normally encountered eg a burst water mains
Note Take account of the influence ofpast site activities which for example resulted in contamination of water and land and which could arise in thefiiture
Use a proven methodology such as the one at Annex C to evaluate the significance of each activity or process Other examples are given on the Department of the Environment Transport and the Region rsquo s web site h ftpw w w environment detrgo v uwgreeninglgghome h tm
8
7 Environmental Policy Statement Section A2 of the Standard
The Environmental Policy Statement is the comerstone of an EMS It should
state the aims and principles of action for tackling the significant impacts of your organisations activities on the environment and
e enable management to communicate its environmental priorities to employees contractors and other interested parties
Model framework
DETR with help from other Government departments has already produced a model policy statement for greening operations which Green Ministers are encouraging their Departments to adopt or adapt to meet their specific circumstances Use it to form the basis of your organisations environmental policy - a copy is on DETRs web site for greening government
Once compiled check that your policy statement
e clearly describes the area(s) and functions of the organisation to which it applies
is appropriate to the nature scale and significant environmental impacts of your organisations activities products and services
e includes a commitment to continual improvement
e includes a commitment to prevent pollution and to comply with relevant environmental legislation and regulations and other obligations on the organisation
Note Legal requirements include multi-lateral environmental agreements such as the Montreal Protocol on phasing out ozone depleting substances Other obligations may include Agenda 21 codes ofpractice and best practice guides
e provides a framework for setting and reviewing environmental objectives and targets
e contains views of stakeholders such as Green Ministers suppliers and contractors
covers risk reduction eg protection of water courses from spills
is compatible with health and safety policies
promotes sustainability by working with others to develop viable solutions to economic social and environmental problems
contains a commitment to train employees and promotes improvement to their environmental performance
is sufficiently clear to be understood by internal and external interested parties
9
8 is dated and signed by senior management communicated to all employees and made available to the public
Note It is not essential to make thepolicy statement available to the public but a decision must be recorded in the documentation to show that this was considered
8 Objectives and targets Section 433 of the Standard
Draw up objectives and measurable targets in consultation with key managers and their people and where relevant suppliers and contractors All should be involved in setting objectives and targets for their particular field or activity This is a good way of ensuring that they are
8 owned by stakeholders
0 appropriate to the areas of operation and
8 achievable
Check that the objectives and targets
0 address the most significant environmental impacts
0 comply with entries in the Register of Regulatory Requirements
meet the aims of your organisations environmental policies 8
8 provide for continuing improvement in overall environmental performance
8 are SMART Le specific measurable (wherever practicable) achievable realistic and time-limited
0 take preventative measures into account where appropriate
8 are practicable (taking account of economic constraints) and act as an incentive for action not as a source of demoralisation
Note IS0 14001 asks organisations when considering their technological options to consider the use of best available technology where economically viable cost effective and judged appropriate
8 refer to other relevant policies standards and codes of reference and
8 reflect the concerns of other stakeholders such as Green Ministers
NOTE The model framework (see section 7) contains a series of aims and objectives designed primarily for office based Government departments More detailed targets are given in the model improvement programme which is also on DETRs web site for greening Government andprovides the means of implementing the statement
Regularly review your objectives and targets and ensure that your policy statement is updated to reflect any changes in activities and priorities More information on objectives is given in Annex D
10
Draft I S 0 14031 Guidelines for Environmental Performance Evaluation (EPE) provides advice on how to identify suitable environmental indicators to enable performance to be measured or monitored against criteria set by management
9 Environmental Management Programme Section 434 of the Standard
The management programme is designed to implement the environmental management system It consists of a number of procedures such as
How the environmental policy will be implemented
How the objectives and targets will be achieved
Environmental review of new activities
How communication will be covered
For each of the above elements an action plan should be established and documented describing
who is responsible for managing the actions
who is responsible for undertaking the work including contractors
what action needs to be taken ie the procedure
what is the timescale and means
how will compliance with this programme be achieved
who will monitor compliance
DETRs model improvement programme for greening government operations provides a good starting point for developing an environmental management programme
11
EXAMPLE OF MANAGEMENT PROGRAMME SHEET
Management Representative
Miss Jones and Mr Bro wn
Mr Smith
Mrs Green
Objective To extend the amount of recycled paper bought in the Division in accordance with Departmental targcts
responsible for the management of the programme to achieve this target by holding meetings with Mrs Green on a 6 monthly basis
responsible for ordering the paper for the Division
responsible for setting up a call off contract for the purchase of recycled paper which will include the specification for management information regarding the type and quantity of paper purchased
responsible for training the stationery ordering staff 1998
October 1998 April 1999
as required
This contract will be set up by end April 1998
in the first week of May
Target To ensure all staff are aware of and act upon the Departmentrsquos policy to purchase only recycled paper containing at least 80 genuine post consumer waste (including agri-pulp) except where the Directorate of Communication authorises the use of special paper
responsible for obtaining the management information issued to Mr Smith and assessing compliance with the procedures
Name 1 Responsibility I Date
July 1998 October 1998 January 1999 April 1999
Mrs Green for issuing written instructions to stationery ordering staff
May 1998 (re-issue November 1998)
Mrs Green
10 Responsibilities and resources Section 441 of the Standard
IS0 14001 requires top management to provide staff time funds and other resources essential to the implementation and control of the EMS This means
a clearly defining and documenting the roles and responsibilities for all people whose work comes under the management programme
e appointing a senior manager to oversee the development of the EMS and to ensure that performance is evaluated against the requirements of the environmental policy and
providing the Management Representative (see step 2) with the necessary authority and support
12
Most parts of an organisation will already have management systems in place including management responsibilities and individual duties These should be adapted in consultation with line management For example to include
a environmental responsibilities in job descriptions where appropriate
a information on environmental responsibilities in management manual records
a clear instructions for people including contractors with specific responsibilities
11 Training and raising awareness Section 442 of the Standard
Training is crucial to the success of an EMS Attempting to introduce an EMS without firsf trying to make people aware of their responsibilities and equipping them with necessary skills leads to frustration and impotent action Training can also bring other benefits by
a stemming breaches in regulatory consents and authorisations (most of which result from human error rather than equipment failure)
a stimulating people into developing new ideas and
a improving the effectiveness of the EMS eg in terms of conserving resources reducing waste and saving money
Determining training levels
Determine the target audience and level of training required by asking such questions as
a Do people fully understand the content and implications of your organisationrsquos environmental policy
a Do managers fully understand how the EMS provides controls over your organisationrsquos significant environmental impacts
a Do operators understand the environmental impacts of their activities on the environment and have access to up to date information
a Is there a general awareness of the
relationship between energy use and the environment
need to minimise waste by maximising reduction reuse and recycling
Expanding competency
Training should expand the environmental competency and knowledge of people including contractors Ensure that it covers the
a importance of conformance with policy procedures and the EMS
13
~~ ~ ~ ~~ significant environmental impacts (actual and potential)
roles and responsibilities of people in achieving conformance
0 potential consequences of failure to follow operating procedures and
merits of improving environmental performance
Training options
Job specific training should cover people and contractors whose work is covered by environmental regulations or is concemed with achieving the environmental objectives and targets eg in procurement and estate and facilities management This might include
1 Formal courses for
0 developing environmental awareness for all
building an understanding of the EMS for managers and key people which explains what the organisation is seeking to achieve and why
explaining work instructions and developing technical skills for specialists operators and those who are responsible for significant environmental impacts
2 Informal on the job training for
helping an employee to do the job correctly safely and effectively
3 Informal training
distance leaming packages
news sheets
in-house newsletters etc
Other methods
Look at other methods of raising awareness such as
vocational training
continuously updated information on Intranet and Internet web sites
0 presentation of a policy statement and environmental reports to each employee
0 participation in Green Teams
0 internal seminars workshops talks and lectures
14
video presentations and
external seminars workshops and conferences
Evaluation
Regularly evaluate training to assess its value to the environmental performance of the organisation
Use compliance audits or audits of the EMS to identify deficiencies resulting from inadequate or lack of training
Training organisations
The UKs Institute of Environmental Managers have designed a Best Practice Programme to help managers put the theory of environmental management into practice
12 Communications Section 443 of the Standard
Check if suitable systems exist for communicatingbetween the various levels and functions of an organisation and with external interested parties
Where necessary establish and maintain procedures to make people and contractors aware of
(a) the importance of conforming to policy procedures and the EMS
(b) the significant environmental impacts (actual and potential)
(c) their roles and responsibilities in achieving conformance and
(d) the potential consequences of departing from specified procedures
Intemal reporting
Reporting on environmental performance is essential in determining improvement over time
Decide
what to communicate
how to communicate it
to whom to communicate i t (eg Management Board Green Ministers Parliamentary Environmental Audit Committee OECD)
Note You must documentyour decision on whom to communicate it to in the Management Manual
how to elicit positive feedback and response and thereby reap a positive reward (the 3 Rs Report-Response-Reward)
15
Note IS0 14031 Guidelines fo r Environmental Performance Evaluation (EPE) provides advice on reporting and communicating EPE information to management employees and interested parties
13 Management manual and related documents Section 444 of the Standard
Senior management should decide the format of the documentation which must demonstrate compliance with the requirements of the EMS and that objectives and targets are being met The documents must be readily identifiable and periodically reviewed and revised Normally they will consist of
Policy statement
Environmental management (or improvement) programme and procedures
Local action plans containing objectives and targets
Register of Significant Environmental Impacts
Register of Regulatory Requirements
Site emergency plans
Work instructions for managing a particular activity or issue
Health and safety instructions
Organisational charts
System Manual
IS0 14001 stipulates that the documentation may be integrated with documentation from other systems implemented by the organisation It does not have to be in the form of a single manual although this tends to be normal practice
The manual is a key document for third party assessment It should provide the principle source of reference for the EMS and as such be relevant to the organisations activities It can cover an entire operation a building Division Directorate or entire Department etc
Ensure that the manual
is concise and well structured (with sub divisions for key areas)
contains a brief introduction to your organisation and its activities
outlines your organisations environmental policies
summarises your significant environmental impacts objectives and targets and the management programme
16
~~ defines key roles and responsibilities
identifies the role of the management representative
indicates how the requirements of IS0 14001 will be met
cross references procedures eg work instructions and other relevant documentation
highlights any emergency plans (eg for spillages)
14 Document control Section 445 of the Standard
The primary purpose of document control is to ensure that the right people have the right information at the right time in the right place Avoid complex document control systems Create and maintain only those documents which are necessary to implement the EMS and achieve improvements in environmental performance
Ensure that
the documents are assigned to the appropriate unit or job title and can be easily found
the documents are periodically reviewed revised as necessary and approved as adequate by authorised people
0 current versions are available at all locations where operations essential to the effective functioning of the environmental management system are performed
obsolete documents are promptly removed from all points of use
any obsolete documents retained for legal or other purposes are suitably identified
all pages are numbered dated and fully referenced
15 Operational control Section 446 of the Standard
This provides the means of keeping control of the system Ensure good control of critical activities by making sure you
check whether requirements are met and where necessary making any necessary corrections
provide key people with work instructions which are identifiable current and available on location
make contractors and suppliers aware of your organisations EMS as i t relates to them
17
e provide contractors with details of relevant operational procedures and requirements
give details of verification methods employed in your manual and work instructions e
e identify the person or persons responsible for
overseeing or directly achieving the objectives and targets eg the officers appointed to develop Green Transport Plans
undertaking physical spot checks
initiating investigations into cases of non compJiance and
- taking the necessary permanent corrective actions
16 Emergencies and contingencies Section 447 of the Standard
IS0 14001 requires an organisation to maintain documented procedures to
e identify potential accidents and emergencies which may arise from hazardous processes and the handling or disposal of dangerous materials
e minimise any environmental impacts resulting from these incidents and
e periodically test such procedures if practicable
Such procedures may already be in place under the Control of Substances Hazardous to Health (COSHH) and Control of Industrial Major Accidents and Hazards (CIMAH) - see the Register of Regulatory Requirements These should if effective be formally adopted and recorded in the EMS documentation Inform directly involved people and contractors and provide additional trzining where the work requires
e complicated monitoring maintenance or inspection routines
e the co-ordination of several operations or
e business continuity plans
17 Monitoring and measuring Section 451 of the Standard
Monitoring and measuring are necessary to test whether the organisation is achieving its objectives and targets and whether the procedures for operational control are effective
Check if systems (with correct procedures) exist for regularly monitoring and measuring
performance against objectives and targets
implementation of operational controls
compliance with the law
Note Always try to build on existing systems to save time and eort
i a
18 Correcting for non-control or non compliance Section 452 of the Standard
IS0 14001 requires procedures for identifying and correcting non compliance In office based organisations this is most likely to result from a failure to meet performance levels or the malfunctioning of the EMS itself (eg ambiguous procedures) rather than through a major process failure which can cause environmental damage
Ensure that the procedures
0 identify the cause of non-conformance
0 identify and implement the necessary corrective action
0 implement or modify controls necessary to avoid future repetitions
0 record any changes in written procedures resulting from the corrective action
0 record any significant environmental impacts arising from the non compliance
0 are included in the manual and other documentation
19 Records Section 453 of the Standard
EMS records are kept to
0 demonstrate compliance with the requirements of your EMS and legislation
0 determine the extent to which targets and objectives have been met in line with your organisations overall environment policy and
0 provide evidence of the on-going operation of the system
Include in your record system
0 reports of audit and reviews
0 training
0 details of any failures to comply with policy and regulations and corrective actions
details of any complaints and the corrective actions taken 0
inspection and maintenance reports
0 information on emergency preparedness and response
quantities of materials collected for recycling or dispose as waste
19
0 meter data for gas electricity and water
licenses and other legal documents ~~~ ~ ~~ ~~~~~~ ~~~~~~ ~~
0
0 communications with suppliers contractors and general public
a notes or minutes of meetings
other relevant records
Establish and record retention times for the records kept and protect them against damage deterioration or loss They may be stored in paper or electronic form or both
Ensure that records kept by other parts of the organisation such as facilities managers and procurement officers are cross referenced with those held centrally
20 Environmental audit Section 454 of the Standard
The purpose of an EMS audit is to assess whether the system conforms to the requirements of the environmental policy and other criteria such as relevant legislation and regulations and if certification is sought IS0 14001
IS0 14001 requires you to
establish and maintain programmes and procedures for lsquo)eriodicaf[y rdquo auditing the EMS
0 base the audit programme on the environmental importance of the activity concerned and the results of previous audits
0 cover the audit scope frequency and methodologies as well as the responsibilities and requirements for conducting audits and reporting results
Intemal audits
Select an audit team of about 3 to 4 persons Ensure that the team members have
0 no direct management responsibility for the part of the organisation being audited
0 sufficient knowledge and expertise to carry it out especially in the areas of
management systems auditing
relevant EMS standards
offices facilities and plant
industry knowledge ( i f appropriate)
environmental legislation and issues
20
Preparation
Prepare ~~ ~
audit checklists which should list all the EMS procedures relevant to the area under review (procedures may vary between different operational areas)
documents for recording non compliance and
a timetable for the audit programme
Gather reference information about the area such as plans COSHH assessments lists of procedures and records Inform managers and people at the site of the timing of the audit its objectives and what is expected from them You will need their co-operation if the audit is to be conducted efficiently and effectively
Getting the most from the audit
Use the audit to
help your organisation develop a framework for conducting its own internal environmental audits and management reviews
maintain increased environmental awareness and a sense of responsibility among people and contractors
determine whether the EMS has been properly implemented and maintained Check that the EMS complies with
the requirements of IS0 14001
the manuals and work instructions of the EMS
your organisations environmental policy objectives and targets
evaluate the value of training to the environmental performance of the organisation and to the protection of the environment as a whole
Review and report
Review and assess the findings and recommendations of the audit and specify a programme for implementing any follow up actions Some actions must be taken immediately eg where a lapse in procedure has led to possible non compliance with legislative requirements
Produce the report and provide results to management Normally the report will consist of
a brief description of the audits objectives
the areas that have been audited
who was involved in auditing them
21
0 references to the source of information on which the audit findings were based
a review of the audit areas highlighting 0
non compliance Le lapses in either the content or implementation and records and
opportunities for improvement eg waste minimisation cleaner processes
Corrective action
Immediately the auditors report is approved draw up an action plan with deadlines to
correct any deficiencies (the major ones first)
0 deliver improvements
ensure everyone is aware of their commitments
0 reassure senior managers that the recommendations are being acted upon and
0 put in place any procedures which are necessary to prevent a repeat of the non compliance
Frequency of audits
Audit all parts of the EMS about every two to three years except in areas with particularly significant environmental impacts Audit these more frequently
Extemal audits
You might wish to pay for audits - see Section 22 on Certification
21 Management review Section 46 of the Standard
The review measures the effectiveness of the system It is an opportunity for the Management Representative and senior management to review the EMS structure and to evaluate the organisations environmental policies objectives targets and procedures to determine
0 whether they are being followed
0 whether they remain suitable adequate and effective
0 where changes are necessary to secure continual improvement and
0 if the EMS is achieving its overall objectives and helping the organisation meet its business goals
The scope of the review should be comprehensive though not all the elements of the EMS need to be reviewed at once The process may extend over a period of time
22
Frequency of reviews
Every one or two years is probably sufficient for most office based organisations However the frequency of reviews will depend on
0 how successfully the EMS is running (see Annex E)
e the significance of the environmental impacts
whether there have been any changes in activities or circumstances eg the contracting out of say facilities management
e whether any extemal issues of importance have arisen eg new or revised regulations changes in Government policies new initiatives from Green Ministers
Review team
Ensure that
0 a team is appointed comprising of individuals with either executive responsibility or specialist responsibility
e the team is provided with all the information necessary to effectively review the EMS such as
internal and extemal audits
environmental policy objectives and targets
operational controls
environmental manual
non compliance reports
concems expressed by relevant parties
0 the sites to be covered by the review are clearly defined
0 direct and indirect impacts are covered and both positive and negative impacts
0 time is provided for the team to look at broader issues relating to your EMS eg new legislation policies technologies and techniques
0 what has happened in the past is covered eg incidents of non compliance and corrective action taken
time is allowed for writing the report which should outline
the scope of the review
23
methods used
details of findings and
recommendations
the recommendations
highlight the areas of the EMS where improvements are required
name the individual who should implement them
the actions resulting from the review are monitored and recorded and
any improvements which can be made to the model framework for greening government operations bee section 6 above) are notified to DETRrsquos Energy and Environment Best Practice Division The address is given at the back of this guide
21 Certification
IS0 14001 allows organisations to make a self declaration of compliance to the requirements of the standard if they do not want to get the EMS formally registered
The certification process provides a mechanism through which organisations can demonstrate their commitment to environmental protection The need to demonstrate this commitment will depend upon stakeholder requirements eg Management Boards Ministers Parliament
Certification for compliance with the standard in the UK is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) The accredited certifiers must in turn have met certain pre-determined criteria to be accredited by UKAS
Certification to IS0 14001 is a two stage process involving
(1) an initial assessment
(2) main assessment
Initial assessment
The objective is to gain an understanding of
0 your EMS in the context of relevant environmental impacts and regulations
0 whether you are fully prepared for assessment
The certification body will
0 check that your EMS
has the commitment of senior management
is based on a proper evaluation of your environmental aspects and impacts
24
meets legislative and regulatory requirements
is intended to control and improve the organisations environmental performance and
is auditable
assess the reliability of your internal audit
plan and allocate resources for further document review (where required for the main assessment) and
provide you with a document explaining what further action you must take
Main assessment
The certifier will ask to see a copy of your organisations environmental manual and procedures to determine whether your organisation is ready for the main assessment The main assessment - involving a site visit from the auditor - is the final stage in the certification process Its main purpose is to
confirm what is written actually represents what is occurring in practice
e confirm that the EMS complies with all the elements of IS0 14001
determine whether the EMS is to achieve and is achieving improvements in environmental performance and regulatory compliance and
confirm that your organisation is complying with its own policies and procedures
This means that the certifier must focus on your organisations
identification and evaluation of its environmental impacts
consequent objectives and targets
performance monitoring measuring reporting and review against your objectives and targets and
auditing to ensure the EMSS effectiveness
Generally an organisation will only fail the certification process at this stage if the corrective actions demanded by the certifier were not completed during the permitted period
The award of an IS0 14001 certificate does not complete the process The certifier will maintain a cycle of continuing assessments to ensure that the EMS complies with the standard and that it can demonstrate continual improvement in its environmental performance The trick is to ensure that the certification process does not impose excessive documentation requirements on your organisation Your system is there to help your organisation - not to make the role of the certifier easier
Certification - because of differing performance objectives - is not sufficient to demonstrate performance improvements This is why the European Unions Eco-Management and Audit Scheme (EMAS) requires organisations to produce an environmental statement
25
22 Environmental Statement
IS0 14001 does not require an environmental statement Although i t does require reports on performance to be made to top management for review and as a basis for improving the EMS
The publication of an environmental statement provides evidence that an organisation is committed to improving its environmental performance What goes in it is a matter for the organisation
Decide
what to communicate
how to communicate it
to whom to communicate it (ie stakeholders eg MPs Ministers Audit bodies)
how to elicit positive feedback and thereby reap a positive reward
Ensure that the statement
is kept simple consistent relevant and balanced (with any necessary detailed information included in annexes)
briefly describes your organisationrsquos activities
contains reliable and accurate information
summarises objectives targets impacts and other relevant issues
highlights the progress you are making
covers good and bad news in a positive manner
gives the name of the accredited certifier
avoids jargon and
is bound and all the pages are numbered
Energy and Environment Best Practice Division (EEBP) November 1998
26
Annex A
I S 0 STANDARDS CLOSELY ASSOCIATED WITH IS0 14001
denotes publication
Environmental Management
IS0 14002 - General guidelines on special considerations for small and medium enterprises
IS0 14004 - General Guidance on Principles Systems and Supporting Techniques Gives practicable help on the design development and maintenance of an EMS
Environmental Auditing
ISO14010 - General Principles Defines the scope of the audit and provides a framework for the structure and format of the audit report
IS0 14011 - Audit Procedures Auditing of Environmental Management Systems Explains the planning and conduct of an EMS audit and gives advice for example on its objectives the roles and responsibilities of those involved and the preparation and documentation of the report
IS0 14012 - Qualifications Cnteria for Environmental Auditors Provides guidance on the minimum qualifications for auditors and how to evaluate their suitability
IS014015 - Guidelines of Environmental Site Assessments
Environmental labels and declarations
IS0 14020 - Environmental labels and declarations - general principles
IS0 14021 - Environmental labelling - self declaration environmental claims - terms and conditions
IS0 14022 - Environmental claims - self declaration environmental claims - symbols
IS0 14023 - Environmental labelling - self declaration environmental claims - testing and verification methodologies
IS0 14024 - Environmental labelling type I - general principles and procedures
IS0 14025 - Environmental labelling type 111 - general principles and procedures
27
Environmental PerjGonnance
IS0 14031 - Environmental Perfonnance Evaluation Explains how to identify suitable environmental indicators for measuring performance against policies objectives and targets
IS0 14032 - Technical report type 3 - Environmental Performance Evaluation - case studies illustrating the use of IS0 14031
Life CycZe Assessments
IS0 14040 - Life cycle assessment - principles and framework
IS014041 - Life Cycle Assessment - life cycle inventory analysis
IS014042 - Life Cycle Assessment - impact assessment
IS0 14043 - Life Cycle Assessment - interpretation
IS014049 - Technical report type 3 - life cycle assessment - examples of the application of IS0 14041
Terms Q Definitions
IS0 14050 - Environmental Management Vocabulary Summarises the terms and definitions used in the IS0 14000 series of standards
Sectors
IS014061 - Technical report type 3 - guidance to assist forestry organisations in the use of IS0 14001 and 14004
28
Annex B
EXAMPLE LEGISLATION SHEET
CATEGORY waste TYPE OF ACTIVITY Duty of Care
LEGISLATION Environmental Protection Act 1990 part 11 Environmental Protection (Duty of Care) Regulations 1991
DETAIL Persons concerned with controlled waste are under a DUTY OF CARE to 1) Prevent any other person committing the offence of depositing disposing or recovering controlled waste without a waste management licence or in a manner likely to cause harm to health or the environment 2) prevent the escape of waste 3) ensure that waste is transferred to an authorised person or to a person authorised to transport waste and 4) ensure the waste is accompanied by a written description (a TRANSFER NOTE) The note must include a description of the waste and details of the parties involved in the transfer It is not necessary if a consignment note is required Further information and a model transfer note can be found in ldquoWaste Management and the Duty of Care A Code of Practicerdquo Also DETRrsquos lsquoWaste Guide advice to Government Departmentsrsquo
PENALTY It is an offence to contravene the Duty of Care requirement Summary conviction - up to euro5000 Conviction on indictment - Unlimited fine Enforcement authority - Environment Agency has an interest in muring the Duty of Care is complied with Anyone may bring a prosecution
WHERE APPLICABLE Current Waste Carrier Licences must be obtained for all waste contractors eg hose that remove paper glass and cans for recycling general waste classified waste scrap metal waste citchen oil clinical waste Transfer notes to obtained for all of the above)
j MONTH REVIEW OF COMPLIANCE An audit of waste licences and transfer notes was carried out on 20598 All licences were found to be current - licence for Contractor X had expired on 31398 and a valid eplacement had been obtained from them Transfer notes had been issued on an individual basis for each ollection of paper for recycling scrap metal waste kitchen oil Annual transfer notes were current for Fenera1 waste classified waste and clinical waste Full compliance with legislation
ZOMPLETED BY REVIEWED BY (EMS team)
iame Name Jnit Date
)ate
29
Annex C
Methodology for determining significant aspects
Important This annex supports steps 5 and 6 of the guide and should be read in conjunction with it and not be used as a stand alone document Some terms such as ldquonormal operating conditions rsquorsquo are defined in the guide itsecf
This methodology was developed to help Government departments determine their significant aspects It supports the requirements of IS0 14001 and EMAS
The methodology is divided into
1) determining significant aspects and
2) maintaining a register of significant aspects
Nore IS0 14001 does not require an organisation to maintain a register of signijkant aspects But it helps to support the documentation of the EMS
Steps for determining significant aspects
Step I define activi9 product and services
Divide the Government Department or Unit into its organisational or management structure - if this has not already been done at the planning stage of the EMS
Identify activities products or services according to existing management structure or sections of the organisation Include in the list of activities operations of the section process unit or building identified
List the activities products and services
List all activities products and services including those initially identified as possibly not having much of an impact on the environment
Step 2 Identfy the environmental aspects associated with each activity prodirct or service
Note I S 0 14001 defines an environmental aspect as an element of an organisationrsquos activiv product or service which can have a beneficial or adverse impact on the environment
30
Inputs
Identify and list the environmental aspects for each activity in terms of inputs for example
energy use (electricity fuel renewable other) water consumption (mains grey other) use of fuels (petroleum diesel alternatives other) land use (natural habitats open space landscapes sensitive areas agriculture other) use of raw or secondary materials (chemicals oils aggregates metals plastic paper other) procured services from suppliers use of natural resources
outputs
Identify and list the environmental aspects for each activity in terms of its outputs for example
wastes and byproducts generated (handling storage and transportation) discharges to water courses sewers or drains (controlled or uncontrolled) impacts on land (contamination natural habitats open space agriculture sensitive areas) discharge of thermal energy generation of noise dust odour or vibration transport products (packaging transport use and disposal) impacts on natural resources and ecosystems including wildlife impacts on built environment visual impact public (influence education regulation enforcement other)
Important Identia both the Direct and Indirect (service) aspects for the organisation Direct aspects arise from every day operations such as water consumption Indirect aspects anie from the servicesprovided by the organisation such as regulatory inspections in the commercial sector
Step 3 IdentifL the associated environmental impact of the aspects
Note IS0 14001 defines an ldquoenvironmental impactrdquo as the change which takesplace in the environment as a result of the aspect
Identify the associated environmental impacts for each aspect of the activity Environmental impacts are the actual or potential change to the environment as a result of the aspect and can be local regional or global in scale For example
31
injury to wildlife destruction of natural habitat conservation of energy waste minimisation
contamination of soil or water release of carbon dioxide to the atmosphere
reduction in vehicle emissions and other pollutants
Notes 1 The Swedish approach on EMSs in Government cover (1) direct) of internal activities (eg conserving water and energy) direct impacts of external activities (eg road construction and defence) and indirect impacts of external activities (eg regulations permits funding system)
2 Canada s system of sustainable development encompasses policies programmes and operations with federal departments working to merge instruments such as Environmental Impact Assessments with EMSs
Table showing examples of activities products and services with their associated aspects and environmental impacts
Activity Product or Service
Activity River maintenance activities
~- Product Annual Environmental Report
Service Regulating Major Industries
Environmental Aspect
Potential for accidental pollution incident
Use of paper
Environmental improvement
Associated Environmental Impact
Deoxygenating of watercourse oil spills contaminating water silt discolouring watercourse fish kill
Misuses of natural resources Destruction of habitats Pollution from production processes
Reduction in emissions reduction in pollution
conserving resources reduction in waste
incidents
Important Environmental aspects can be positive or negative Actual andpotential future aspects must be evaluated
32
Step 4 Determine the significance of the environmental impacts
Use the scoring system in the assessment tool (at the end of this Annex) to calculate the significance of each aspect or impact identified The tool is based on ldquodescriptiverdquo as well as ldquorisk basedrdquo criteria
Each aspect or impact should receive a score for the following factors
1) description of impact 2) likelihood of occurrence 3) likelihood of detection 4) severity of consequence or nuisance
Once a score is determined for all four criteria add them altogether to obtain a ldquosignificance ldquofactor The higher the score the more significant the environmental aspect
Determine the threshold of what score warrants a ldquohighrdquo significance value based on the nature of your organisationrsquos operations and the concerns of its stakeholders
Register of significant aspects
Document the aspects in a ldquoRegister of Significant Aspectsrdquo which should include a summary of the methodology used to determine the ldquosignificancerdquo values The Register should include at least the following
activity identified environmental aspect environmental impact
ldquosignificancerdquo value assigned
cross reference to the register of legislative requirements description of the effect criteria chosen
cross reference to applicable EMS procedures
Completion of the Register
Once the Register is complete work can begin in setting specific objectives and targets for each significant aspect identified
Important Ensure that the register of legislative requirements is complete (or at least that the applicable legislative requirements are identijled for each activiy and aspect) before determining the signijkance of the
organisationrsquos aspects and impacts
33
Assessment tool for determining significance of environmental aspects and impacts (see step 4 of the guide)
Description of Effect
Negligible or no impact No breach of legislation Emergency situations would cause a breach of policy or procedures
Rank Likelihood of
occurrence
0 None
~ Verysmall impact Immediate action possible Emergency situations would cause a breach of legislation Results in breach of own policy or procedures under abnormal conditions
I 1 Very low
Small impact Results in breach of legislation under abnormal conditions Results in breach of own policy or procedures under normal conditions
Moderate impact
Severe impact
Extensive impact
Activity has impact under normal operating conditions Results in breach of legislation under abnormal conditions No previous breach of legislation
Results in breach of legislation under abnormal conditions History of past breaches of legislation
Results in breach of legislation under normal operating conditions History of past breaches of legislation
2 Low
3 Moderate
4 High
5 Very high
Note Stakeholder concerns are not included in the description criteria Each organisation shouId tailor these criteria to take account of the concerns of stakeholder the public or interestedparties
34
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
meetings briefings presentations and seminars
papers to management boards
green teams
guidance for staff and suppliers
notice boards and posters
staff suggestion schemes
e-mails intranets and the Internet
Review team
Set up a review team It should in large organisations draw its members from key areas eg operational areas such as facilities management finance personnel and contractors - if appropriate
The teamrsquos task is to evaluate existing activities procedures and systems to see how effective they are at managing existing environmental impacts eg managing and minimising waste streams This might for example involve team members interviewing a whole range of people using questionnaires to elicit information and visiting selected sites to validate the responses and to gather further information
Ensure that the review team
lets everyone know about the review
provides people (including contractors) with information
asks people to provide ideas (the people doing the job will often have ideas for improvement)
keeps senior managers informed and obtains their authority to get other people involved
sets a specific completion and reporting date
identifies those activities where savings can be made
emphasises the need for continuing improvement and a change in culture and habits
Gathering information
Gather information for each unit in turn noting any issues that concerns the whole organisation For example energy water and paper use and estate management will need to be examined for the organisation as a whole
5
4 Regulatory Requirements Section 431 of the Standard
Laws and regulations are becoming more stringent and compliance costs are increasing Non compliance - especially where it results in accidents such as spills or emissions - can cause significant losses in terms of money and management time and if a govemment department is the culprit potential embarrassment for Ministers and senior managers
Meeting legal requirements
The standard requires that a documented procedure is established to ensure that all legislation policies and other requirements to which your organisation subscribes are identified and maintained The procedure must identify the source of the information which should be accurate and from a reliable source eg the DETR web site
IS0 14001 does not require an organisation to produce a register of regulatory requirements But many bodies prefer to keep a register because it is convenient and provides proof to certification bodies that they are complying with this requirement of the standard DETRrsquos web site for greening govemment contains a copy of a register of regulatory requirements which if used will need to be tailored to suit the EMSrsquoS scope and circumstance
Maintaining a register helps you to ensure continual compliance with existing legislation take account of future relevant legislation and rapidly correct any non compliance Include in your register if applicable
0 operational permits
discharge consents
local authority consents
0 planning consents
0 other regulatory consents or authorisations
In addition to the legislative requirements the organisation must also record that it is aware of lsquoother requirementsrsquo to which it subscribes For example
0 the Departmentrsquos Policy Statement and improvement programme
0 UK EU and OECD commitments
0 decisions of Green Ministers
0 codes of practice or best practice advice
non regulatory guidelines eg ldquoGreen Guide for Buyersrdquo
Establish a procedure to ensure that the register is kept up to date either through a series of reviews or by notification of changes such as the service provided by Croners Environmental Management amendment services
6
You may also find it helpful to monitor compliance with the legislation identified by listing
Who is responsible for compliance
What procedures must be followed to ensure compliance
Results of checks against the procedures
Note an example of a legislation sheet is given at Annex B
5 Environmental aspects Section 431 of ihe Standard
There are two types of environmental aspects
direct which arise from every day activities such as consuming energy and water using transport purchasing goods and services and managing waste which deplete resources and cause emissions to air and water - all of which have a direct impact on the environment Others include new buildings which may affect natural habitats and open space visual appearance of Government buildings which may improve or reduce the quality of the built environment and activities which create noise
indirect which arise from the services provided by your organisation such as the development of policies and programmes These may be fairly immediate eg a rise in landfill tax Or they can be more indirect like the impact of a publicity campaign on environmental awareness
Some environmental aspects are negative - they cause damage to the environment Others may be positive - they benefit the environment Some are ldquoactualrdquo Le they are already happening Others are potential ie they could occur if the organisation took some action
Holisiic approach
Implementing an EMS which covers both direct and indirect impacts is more likely to change the culture of an organisation and promote all round improvements in its environmental performance This is the approach which is being adopted by the Govemment of Sweden where there are plans to implement EMSs in all of that countryrsquos 300 or so agencies based on IS0 14001 and the European Unionrsquos Eco-Management and Audit Scheme (EMAS)
The model framework for greening government covers direct environmental impacts DETRs Sustainable Development Unit has produced guidelines for environmentally appraising policies and programmes These cover indirect impacts
There are also a number of guides on DETRrsquos web site for greening Government which provide advice for reducing direct impacts For example
Conserving Water - Advice for Government Departments
Green Guide for Buyers
Green Guide to Construction and Refurbishment
7
Guide to Environmentally Preferable IT Equipment
Guide to Green Transport Plans
Waste Guide - Advice for Government Departments
Prepare a list of environmental impacts for each unit and discuss it with operational managers key people and other interested parties such as contractors and suppliers
6 Determining the organisationrsquos significant impacts Section 431 of the Standard
Concentrate on those impacts which can secure the biggest improvements in your organisationrsquos environmental performance A general rule of thumb is that 20 of your activities will account for 80 of the environmental impacts The process involves assessing the significance of each activity and then prioritising actions on those which have the biggest environmental impact
There are two major components of ldquosignificancerdquo The Local Government Management Board which developed LA-EMAS defined them as
Importance - the frequency with which the environment is affected by the activity balanced against the severity of the impact when it occurs The higher the frequency and severity the bigger the score and the higher the priority
Influence the balance between the influence which an organisation potentially could exert to control an impact against the degree to which this influence is being exerted The more influence an organisation has over a particular significant impact the easier it is to reduce it
Assessments of significance will depend on several factors eg potential regulatory exposure difficulties in changing the impact financial implications (costs and savings) concern of stakeholders and the effect on the public image of the organisation from complaints and a bad press
Determine the significance of each of the environmental impacts under
Normal Operating Conditions Le under routine operating procedures
Abnormal Operating Conditions ie where there are planned deviations from normal procedures eg starting boilers up following a prolonged shutdown
Incidents or Accidents Le unplanned events having effects beyond those normally encountered eg a burst water mains
Note Take account of the influence ofpast site activities which for example resulted in contamination of water and land and which could arise in thefiiture
Use a proven methodology such as the one at Annex C to evaluate the significance of each activity or process Other examples are given on the Department of the Environment Transport and the Region rsquo s web site h ftpw w w environment detrgo v uwgreeninglgghome h tm
8
7 Environmental Policy Statement Section A2 of the Standard
The Environmental Policy Statement is the comerstone of an EMS It should
state the aims and principles of action for tackling the significant impacts of your organisations activities on the environment and
e enable management to communicate its environmental priorities to employees contractors and other interested parties
Model framework
DETR with help from other Government departments has already produced a model policy statement for greening operations which Green Ministers are encouraging their Departments to adopt or adapt to meet their specific circumstances Use it to form the basis of your organisations environmental policy - a copy is on DETRs web site for greening government
Once compiled check that your policy statement
e clearly describes the area(s) and functions of the organisation to which it applies
is appropriate to the nature scale and significant environmental impacts of your organisations activities products and services
e includes a commitment to continual improvement
e includes a commitment to prevent pollution and to comply with relevant environmental legislation and regulations and other obligations on the organisation
Note Legal requirements include multi-lateral environmental agreements such as the Montreal Protocol on phasing out ozone depleting substances Other obligations may include Agenda 21 codes ofpractice and best practice guides
e provides a framework for setting and reviewing environmental objectives and targets
e contains views of stakeholders such as Green Ministers suppliers and contractors
covers risk reduction eg protection of water courses from spills
is compatible with health and safety policies
promotes sustainability by working with others to develop viable solutions to economic social and environmental problems
contains a commitment to train employees and promotes improvement to their environmental performance
is sufficiently clear to be understood by internal and external interested parties
9
8 is dated and signed by senior management communicated to all employees and made available to the public
Note It is not essential to make thepolicy statement available to the public but a decision must be recorded in the documentation to show that this was considered
8 Objectives and targets Section 433 of the Standard
Draw up objectives and measurable targets in consultation with key managers and their people and where relevant suppliers and contractors All should be involved in setting objectives and targets for their particular field or activity This is a good way of ensuring that they are
8 owned by stakeholders
0 appropriate to the areas of operation and
8 achievable
Check that the objectives and targets
0 address the most significant environmental impacts
0 comply with entries in the Register of Regulatory Requirements
meet the aims of your organisations environmental policies 8
8 provide for continuing improvement in overall environmental performance
8 are SMART Le specific measurable (wherever practicable) achievable realistic and time-limited
0 take preventative measures into account where appropriate
8 are practicable (taking account of economic constraints) and act as an incentive for action not as a source of demoralisation
Note IS0 14001 asks organisations when considering their technological options to consider the use of best available technology where economically viable cost effective and judged appropriate
8 refer to other relevant policies standards and codes of reference and
8 reflect the concerns of other stakeholders such as Green Ministers
NOTE The model framework (see section 7) contains a series of aims and objectives designed primarily for office based Government departments More detailed targets are given in the model improvement programme which is also on DETRs web site for greening Government andprovides the means of implementing the statement
Regularly review your objectives and targets and ensure that your policy statement is updated to reflect any changes in activities and priorities More information on objectives is given in Annex D
10
Draft I S 0 14031 Guidelines for Environmental Performance Evaluation (EPE) provides advice on how to identify suitable environmental indicators to enable performance to be measured or monitored against criteria set by management
9 Environmental Management Programme Section 434 of the Standard
The management programme is designed to implement the environmental management system It consists of a number of procedures such as
How the environmental policy will be implemented
How the objectives and targets will be achieved
Environmental review of new activities
How communication will be covered
For each of the above elements an action plan should be established and documented describing
who is responsible for managing the actions
who is responsible for undertaking the work including contractors
what action needs to be taken ie the procedure
what is the timescale and means
how will compliance with this programme be achieved
who will monitor compliance
DETRs model improvement programme for greening government operations provides a good starting point for developing an environmental management programme
11
EXAMPLE OF MANAGEMENT PROGRAMME SHEET
Management Representative
Miss Jones and Mr Bro wn
Mr Smith
Mrs Green
Objective To extend the amount of recycled paper bought in the Division in accordance with Departmental targcts
responsible for the management of the programme to achieve this target by holding meetings with Mrs Green on a 6 monthly basis
responsible for ordering the paper for the Division
responsible for setting up a call off contract for the purchase of recycled paper which will include the specification for management information regarding the type and quantity of paper purchased
responsible for training the stationery ordering staff 1998
October 1998 April 1999
as required
This contract will be set up by end April 1998
in the first week of May
Target To ensure all staff are aware of and act upon the Departmentrsquos policy to purchase only recycled paper containing at least 80 genuine post consumer waste (including agri-pulp) except where the Directorate of Communication authorises the use of special paper
responsible for obtaining the management information issued to Mr Smith and assessing compliance with the procedures
Name 1 Responsibility I Date
July 1998 October 1998 January 1999 April 1999
Mrs Green for issuing written instructions to stationery ordering staff
May 1998 (re-issue November 1998)
Mrs Green
10 Responsibilities and resources Section 441 of the Standard
IS0 14001 requires top management to provide staff time funds and other resources essential to the implementation and control of the EMS This means
a clearly defining and documenting the roles and responsibilities for all people whose work comes under the management programme
e appointing a senior manager to oversee the development of the EMS and to ensure that performance is evaluated against the requirements of the environmental policy and
providing the Management Representative (see step 2) with the necessary authority and support
12
Most parts of an organisation will already have management systems in place including management responsibilities and individual duties These should be adapted in consultation with line management For example to include
a environmental responsibilities in job descriptions where appropriate
a information on environmental responsibilities in management manual records
a clear instructions for people including contractors with specific responsibilities
11 Training and raising awareness Section 442 of the Standard
Training is crucial to the success of an EMS Attempting to introduce an EMS without firsf trying to make people aware of their responsibilities and equipping them with necessary skills leads to frustration and impotent action Training can also bring other benefits by
a stemming breaches in regulatory consents and authorisations (most of which result from human error rather than equipment failure)
a stimulating people into developing new ideas and
a improving the effectiveness of the EMS eg in terms of conserving resources reducing waste and saving money
Determining training levels
Determine the target audience and level of training required by asking such questions as
a Do people fully understand the content and implications of your organisationrsquos environmental policy
a Do managers fully understand how the EMS provides controls over your organisationrsquos significant environmental impacts
a Do operators understand the environmental impacts of their activities on the environment and have access to up to date information
a Is there a general awareness of the
relationship between energy use and the environment
need to minimise waste by maximising reduction reuse and recycling
Expanding competency
Training should expand the environmental competency and knowledge of people including contractors Ensure that it covers the
a importance of conformance with policy procedures and the EMS
13
~~ ~ ~ ~~ significant environmental impacts (actual and potential)
roles and responsibilities of people in achieving conformance
0 potential consequences of failure to follow operating procedures and
merits of improving environmental performance
Training options
Job specific training should cover people and contractors whose work is covered by environmental regulations or is concemed with achieving the environmental objectives and targets eg in procurement and estate and facilities management This might include
1 Formal courses for
0 developing environmental awareness for all
building an understanding of the EMS for managers and key people which explains what the organisation is seeking to achieve and why
explaining work instructions and developing technical skills for specialists operators and those who are responsible for significant environmental impacts
2 Informal on the job training for
helping an employee to do the job correctly safely and effectively
3 Informal training
distance leaming packages
news sheets
in-house newsletters etc
Other methods
Look at other methods of raising awareness such as
vocational training
continuously updated information on Intranet and Internet web sites
0 presentation of a policy statement and environmental reports to each employee
0 participation in Green Teams
0 internal seminars workshops talks and lectures
14
video presentations and
external seminars workshops and conferences
Evaluation
Regularly evaluate training to assess its value to the environmental performance of the organisation
Use compliance audits or audits of the EMS to identify deficiencies resulting from inadequate or lack of training
Training organisations
The UKs Institute of Environmental Managers have designed a Best Practice Programme to help managers put the theory of environmental management into practice
12 Communications Section 443 of the Standard
Check if suitable systems exist for communicatingbetween the various levels and functions of an organisation and with external interested parties
Where necessary establish and maintain procedures to make people and contractors aware of
(a) the importance of conforming to policy procedures and the EMS
(b) the significant environmental impacts (actual and potential)
(c) their roles and responsibilities in achieving conformance and
(d) the potential consequences of departing from specified procedures
Intemal reporting
Reporting on environmental performance is essential in determining improvement over time
Decide
what to communicate
how to communicate it
to whom to communicate i t (eg Management Board Green Ministers Parliamentary Environmental Audit Committee OECD)
Note You must documentyour decision on whom to communicate it to in the Management Manual
how to elicit positive feedback and response and thereby reap a positive reward (the 3 Rs Report-Response-Reward)
15
Note IS0 14031 Guidelines fo r Environmental Performance Evaluation (EPE) provides advice on reporting and communicating EPE information to management employees and interested parties
13 Management manual and related documents Section 444 of the Standard
Senior management should decide the format of the documentation which must demonstrate compliance with the requirements of the EMS and that objectives and targets are being met The documents must be readily identifiable and periodically reviewed and revised Normally they will consist of
Policy statement
Environmental management (or improvement) programme and procedures
Local action plans containing objectives and targets
Register of Significant Environmental Impacts
Register of Regulatory Requirements
Site emergency plans
Work instructions for managing a particular activity or issue
Health and safety instructions
Organisational charts
System Manual
IS0 14001 stipulates that the documentation may be integrated with documentation from other systems implemented by the organisation It does not have to be in the form of a single manual although this tends to be normal practice
The manual is a key document for third party assessment It should provide the principle source of reference for the EMS and as such be relevant to the organisations activities It can cover an entire operation a building Division Directorate or entire Department etc
Ensure that the manual
is concise and well structured (with sub divisions for key areas)
contains a brief introduction to your organisation and its activities
outlines your organisations environmental policies
summarises your significant environmental impacts objectives and targets and the management programme
16
~~ defines key roles and responsibilities
identifies the role of the management representative
indicates how the requirements of IS0 14001 will be met
cross references procedures eg work instructions and other relevant documentation
highlights any emergency plans (eg for spillages)
14 Document control Section 445 of the Standard
The primary purpose of document control is to ensure that the right people have the right information at the right time in the right place Avoid complex document control systems Create and maintain only those documents which are necessary to implement the EMS and achieve improvements in environmental performance
Ensure that
the documents are assigned to the appropriate unit or job title and can be easily found
the documents are periodically reviewed revised as necessary and approved as adequate by authorised people
0 current versions are available at all locations where operations essential to the effective functioning of the environmental management system are performed
obsolete documents are promptly removed from all points of use
any obsolete documents retained for legal or other purposes are suitably identified
all pages are numbered dated and fully referenced
15 Operational control Section 446 of the Standard
This provides the means of keeping control of the system Ensure good control of critical activities by making sure you
check whether requirements are met and where necessary making any necessary corrections
provide key people with work instructions which are identifiable current and available on location
make contractors and suppliers aware of your organisations EMS as i t relates to them
17
e provide contractors with details of relevant operational procedures and requirements
give details of verification methods employed in your manual and work instructions e
e identify the person or persons responsible for
overseeing or directly achieving the objectives and targets eg the officers appointed to develop Green Transport Plans
undertaking physical spot checks
initiating investigations into cases of non compJiance and
- taking the necessary permanent corrective actions
16 Emergencies and contingencies Section 447 of the Standard
IS0 14001 requires an organisation to maintain documented procedures to
e identify potential accidents and emergencies which may arise from hazardous processes and the handling or disposal of dangerous materials
e minimise any environmental impacts resulting from these incidents and
e periodically test such procedures if practicable
Such procedures may already be in place under the Control of Substances Hazardous to Health (COSHH) and Control of Industrial Major Accidents and Hazards (CIMAH) - see the Register of Regulatory Requirements These should if effective be formally adopted and recorded in the EMS documentation Inform directly involved people and contractors and provide additional trzining where the work requires
e complicated monitoring maintenance or inspection routines
e the co-ordination of several operations or
e business continuity plans
17 Monitoring and measuring Section 451 of the Standard
Monitoring and measuring are necessary to test whether the organisation is achieving its objectives and targets and whether the procedures for operational control are effective
Check if systems (with correct procedures) exist for regularly monitoring and measuring
performance against objectives and targets
implementation of operational controls
compliance with the law
Note Always try to build on existing systems to save time and eort
i a
18 Correcting for non-control or non compliance Section 452 of the Standard
IS0 14001 requires procedures for identifying and correcting non compliance In office based organisations this is most likely to result from a failure to meet performance levels or the malfunctioning of the EMS itself (eg ambiguous procedures) rather than through a major process failure which can cause environmental damage
Ensure that the procedures
0 identify the cause of non-conformance
0 identify and implement the necessary corrective action
0 implement or modify controls necessary to avoid future repetitions
0 record any changes in written procedures resulting from the corrective action
0 record any significant environmental impacts arising from the non compliance
0 are included in the manual and other documentation
19 Records Section 453 of the Standard
EMS records are kept to
0 demonstrate compliance with the requirements of your EMS and legislation
0 determine the extent to which targets and objectives have been met in line with your organisations overall environment policy and
0 provide evidence of the on-going operation of the system
Include in your record system
0 reports of audit and reviews
0 training
0 details of any failures to comply with policy and regulations and corrective actions
details of any complaints and the corrective actions taken 0
inspection and maintenance reports
0 information on emergency preparedness and response
quantities of materials collected for recycling or dispose as waste
19
0 meter data for gas electricity and water
licenses and other legal documents ~~~ ~ ~~ ~~~~~~ ~~~~~~ ~~
0
0 communications with suppliers contractors and general public
a notes or minutes of meetings
other relevant records
Establish and record retention times for the records kept and protect them against damage deterioration or loss They may be stored in paper or electronic form or both
Ensure that records kept by other parts of the organisation such as facilities managers and procurement officers are cross referenced with those held centrally
20 Environmental audit Section 454 of the Standard
The purpose of an EMS audit is to assess whether the system conforms to the requirements of the environmental policy and other criteria such as relevant legislation and regulations and if certification is sought IS0 14001
IS0 14001 requires you to
establish and maintain programmes and procedures for lsquo)eriodicaf[y rdquo auditing the EMS
0 base the audit programme on the environmental importance of the activity concerned and the results of previous audits
0 cover the audit scope frequency and methodologies as well as the responsibilities and requirements for conducting audits and reporting results
Intemal audits
Select an audit team of about 3 to 4 persons Ensure that the team members have
0 no direct management responsibility for the part of the organisation being audited
0 sufficient knowledge and expertise to carry it out especially in the areas of
management systems auditing
relevant EMS standards
offices facilities and plant
industry knowledge ( i f appropriate)
environmental legislation and issues
20
Preparation
Prepare ~~ ~
audit checklists which should list all the EMS procedures relevant to the area under review (procedures may vary between different operational areas)
documents for recording non compliance and
a timetable for the audit programme
Gather reference information about the area such as plans COSHH assessments lists of procedures and records Inform managers and people at the site of the timing of the audit its objectives and what is expected from them You will need their co-operation if the audit is to be conducted efficiently and effectively
Getting the most from the audit
Use the audit to
help your organisation develop a framework for conducting its own internal environmental audits and management reviews
maintain increased environmental awareness and a sense of responsibility among people and contractors
determine whether the EMS has been properly implemented and maintained Check that the EMS complies with
the requirements of IS0 14001
the manuals and work instructions of the EMS
your organisations environmental policy objectives and targets
evaluate the value of training to the environmental performance of the organisation and to the protection of the environment as a whole
Review and report
Review and assess the findings and recommendations of the audit and specify a programme for implementing any follow up actions Some actions must be taken immediately eg where a lapse in procedure has led to possible non compliance with legislative requirements
Produce the report and provide results to management Normally the report will consist of
a brief description of the audits objectives
the areas that have been audited
who was involved in auditing them
21
0 references to the source of information on which the audit findings were based
a review of the audit areas highlighting 0
non compliance Le lapses in either the content or implementation and records and
opportunities for improvement eg waste minimisation cleaner processes
Corrective action
Immediately the auditors report is approved draw up an action plan with deadlines to
correct any deficiencies (the major ones first)
0 deliver improvements
ensure everyone is aware of their commitments
0 reassure senior managers that the recommendations are being acted upon and
0 put in place any procedures which are necessary to prevent a repeat of the non compliance
Frequency of audits
Audit all parts of the EMS about every two to three years except in areas with particularly significant environmental impacts Audit these more frequently
Extemal audits
You might wish to pay for audits - see Section 22 on Certification
21 Management review Section 46 of the Standard
The review measures the effectiveness of the system It is an opportunity for the Management Representative and senior management to review the EMS structure and to evaluate the organisations environmental policies objectives targets and procedures to determine
0 whether they are being followed
0 whether they remain suitable adequate and effective
0 where changes are necessary to secure continual improvement and
0 if the EMS is achieving its overall objectives and helping the organisation meet its business goals
The scope of the review should be comprehensive though not all the elements of the EMS need to be reviewed at once The process may extend over a period of time
22
Frequency of reviews
Every one or two years is probably sufficient for most office based organisations However the frequency of reviews will depend on
0 how successfully the EMS is running (see Annex E)
e the significance of the environmental impacts
whether there have been any changes in activities or circumstances eg the contracting out of say facilities management
e whether any extemal issues of importance have arisen eg new or revised regulations changes in Government policies new initiatives from Green Ministers
Review team
Ensure that
0 a team is appointed comprising of individuals with either executive responsibility or specialist responsibility
e the team is provided with all the information necessary to effectively review the EMS such as
internal and extemal audits
environmental policy objectives and targets
operational controls
environmental manual
non compliance reports
concems expressed by relevant parties
0 the sites to be covered by the review are clearly defined
0 direct and indirect impacts are covered and both positive and negative impacts
0 time is provided for the team to look at broader issues relating to your EMS eg new legislation policies technologies and techniques
0 what has happened in the past is covered eg incidents of non compliance and corrective action taken
time is allowed for writing the report which should outline
the scope of the review
23
methods used
details of findings and
recommendations
the recommendations
highlight the areas of the EMS where improvements are required
name the individual who should implement them
the actions resulting from the review are monitored and recorded and
any improvements which can be made to the model framework for greening government operations bee section 6 above) are notified to DETRrsquos Energy and Environment Best Practice Division The address is given at the back of this guide
21 Certification
IS0 14001 allows organisations to make a self declaration of compliance to the requirements of the standard if they do not want to get the EMS formally registered
The certification process provides a mechanism through which organisations can demonstrate their commitment to environmental protection The need to demonstrate this commitment will depend upon stakeholder requirements eg Management Boards Ministers Parliament
Certification for compliance with the standard in the UK is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) The accredited certifiers must in turn have met certain pre-determined criteria to be accredited by UKAS
Certification to IS0 14001 is a two stage process involving
(1) an initial assessment
(2) main assessment
Initial assessment
The objective is to gain an understanding of
0 your EMS in the context of relevant environmental impacts and regulations
0 whether you are fully prepared for assessment
The certification body will
0 check that your EMS
has the commitment of senior management
is based on a proper evaluation of your environmental aspects and impacts
24
meets legislative and regulatory requirements
is intended to control and improve the organisations environmental performance and
is auditable
assess the reliability of your internal audit
plan and allocate resources for further document review (where required for the main assessment) and
provide you with a document explaining what further action you must take
Main assessment
The certifier will ask to see a copy of your organisations environmental manual and procedures to determine whether your organisation is ready for the main assessment The main assessment - involving a site visit from the auditor - is the final stage in the certification process Its main purpose is to
confirm what is written actually represents what is occurring in practice
e confirm that the EMS complies with all the elements of IS0 14001
determine whether the EMS is to achieve and is achieving improvements in environmental performance and regulatory compliance and
confirm that your organisation is complying with its own policies and procedures
This means that the certifier must focus on your organisations
identification and evaluation of its environmental impacts
consequent objectives and targets
performance monitoring measuring reporting and review against your objectives and targets and
auditing to ensure the EMSS effectiveness
Generally an organisation will only fail the certification process at this stage if the corrective actions demanded by the certifier were not completed during the permitted period
The award of an IS0 14001 certificate does not complete the process The certifier will maintain a cycle of continuing assessments to ensure that the EMS complies with the standard and that it can demonstrate continual improvement in its environmental performance The trick is to ensure that the certification process does not impose excessive documentation requirements on your organisation Your system is there to help your organisation - not to make the role of the certifier easier
Certification - because of differing performance objectives - is not sufficient to demonstrate performance improvements This is why the European Unions Eco-Management and Audit Scheme (EMAS) requires organisations to produce an environmental statement
25
22 Environmental Statement
IS0 14001 does not require an environmental statement Although i t does require reports on performance to be made to top management for review and as a basis for improving the EMS
The publication of an environmental statement provides evidence that an organisation is committed to improving its environmental performance What goes in it is a matter for the organisation
Decide
what to communicate
how to communicate it
to whom to communicate it (ie stakeholders eg MPs Ministers Audit bodies)
how to elicit positive feedback and thereby reap a positive reward
Ensure that the statement
is kept simple consistent relevant and balanced (with any necessary detailed information included in annexes)
briefly describes your organisationrsquos activities
contains reliable and accurate information
summarises objectives targets impacts and other relevant issues
highlights the progress you are making
covers good and bad news in a positive manner
gives the name of the accredited certifier
avoids jargon and
is bound and all the pages are numbered
Energy and Environment Best Practice Division (EEBP) November 1998
26
Annex A
I S 0 STANDARDS CLOSELY ASSOCIATED WITH IS0 14001
denotes publication
Environmental Management
IS0 14002 - General guidelines on special considerations for small and medium enterprises
IS0 14004 - General Guidance on Principles Systems and Supporting Techniques Gives practicable help on the design development and maintenance of an EMS
Environmental Auditing
ISO14010 - General Principles Defines the scope of the audit and provides a framework for the structure and format of the audit report
IS0 14011 - Audit Procedures Auditing of Environmental Management Systems Explains the planning and conduct of an EMS audit and gives advice for example on its objectives the roles and responsibilities of those involved and the preparation and documentation of the report
IS0 14012 - Qualifications Cnteria for Environmental Auditors Provides guidance on the minimum qualifications for auditors and how to evaluate their suitability
IS014015 - Guidelines of Environmental Site Assessments
Environmental labels and declarations
IS0 14020 - Environmental labels and declarations - general principles
IS0 14021 - Environmental labelling - self declaration environmental claims - terms and conditions
IS0 14022 - Environmental claims - self declaration environmental claims - symbols
IS0 14023 - Environmental labelling - self declaration environmental claims - testing and verification methodologies
IS0 14024 - Environmental labelling type I - general principles and procedures
IS0 14025 - Environmental labelling type 111 - general principles and procedures
27
Environmental PerjGonnance
IS0 14031 - Environmental Perfonnance Evaluation Explains how to identify suitable environmental indicators for measuring performance against policies objectives and targets
IS0 14032 - Technical report type 3 - Environmental Performance Evaluation - case studies illustrating the use of IS0 14031
Life CycZe Assessments
IS0 14040 - Life cycle assessment - principles and framework
IS014041 - Life Cycle Assessment - life cycle inventory analysis
IS014042 - Life Cycle Assessment - impact assessment
IS0 14043 - Life Cycle Assessment - interpretation
IS014049 - Technical report type 3 - life cycle assessment - examples of the application of IS0 14041
Terms Q Definitions
IS0 14050 - Environmental Management Vocabulary Summarises the terms and definitions used in the IS0 14000 series of standards
Sectors
IS014061 - Technical report type 3 - guidance to assist forestry organisations in the use of IS0 14001 and 14004
28
Annex B
EXAMPLE LEGISLATION SHEET
CATEGORY waste TYPE OF ACTIVITY Duty of Care
LEGISLATION Environmental Protection Act 1990 part 11 Environmental Protection (Duty of Care) Regulations 1991
DETAIL Persons concerned with controlled waste are under a DUTY OF CARE to 1) Prevent any other person committing the offence of depositing disposing or recovering controlled waste without a waste management licence or in a manner likely to cause harm to health or the environment 2) prevent the escape of waste 3) ensure that waste is transferred to an authorised person or to a person authorised to transport waste and 4) ensure the waste is accompanied by a written description (a TRANSFER NOTE) The note must include a description of the waste and details of the parties involved in the transfer It is not necessary if a consignment note is required Further information and a model transfer note can be found in ldquoWaste Management and the Duty of Care A Code of Practicerdquo Also DETRrsquos lsquoWaste Guide advice to Government Departmentsrsquo
PENALTY It is an offence to contravene the Duty of Care requirement Summary conviction - up to euro5000 Conviction on indictment - Unlimited fine Enforcement authority - Environment Agency has an interest in muring the Duty of Care is complied with Anyone may bring a prosecution
WHERE APPLICABLE Current Waste Carrier Licences must be obtained for all waste contractors eg hose that remove paper glass and cans for recycling general waste classified waste scrap metal waste citchen oil clinical waste Transfer notes to obtained for all of the above)
j MONTH REVIEW OF COMPLIANCE An audit of waste licences and transfer notes was carried out on 20598 All licences were found to be current - licence for Contractor X had expired on 31398 and a valid eplacement had been obtained from them Transfer notes had been issued on an individual basis for each ollection of paper for recycling scrap metal waste kitchen oil Annual transfer notes were current for Fenera1 waste classified waste and clinical waste Full compliance with legislation
ZOMPLETED BY REVIEWED BY (EMS team)
iame Name Jnit Date
)ate
29
Annex C
Methodology for determining significant aspects
Important This annex supports steps 5 and 6 of the guide and should be read in conjunction with it and not be used as a stand alone document Some terms such as ldquonormal operating conditions rsquorsquo are defined in the guide itsecf
This methodology was developed to help Government departments determine their significant aspects It supports the requirements of IS0 14001 and EMAS
The methodology is divided into
1) determining significant aspects and
2) maintaining a register of significant aspects
Nore IS0 14001 does not require an organisation to maintain a register of signijkant aspects But it helps to support the documentation of the EMS
Steps for determining significant aspects
Step I define activi9 product and services
Divide the Government Department or Unit into its organisational or management structure - if this has not already been done at the planning stage of the EMS
Identify activities products or services according to existing management structure or sections of the organisation Include in the list of activities operations of the section process unit or building identified
List the activities products and services
List all activities products and services including those initially identified as possibly not having much of an impact on the environment
Step 2 Identfy the environmental aspects associated with each activity prodirct or service
Note I S 0 14001 defines an environmental aspect as an element of an organisationrsquos activiv product or service which can have a beneficial or adverse impact on the environment
30
Inputs
Identify and list the environmental aspects for each activity in terms of inputs for example
energy use (electricity fuel renewable other) water consumption (mains grey other) use of fuels (petroleum diesel alternatives other) land use (natural habitats open space landscapes sensitive areas agriculture other) use of raw or secondary materials (chemicals oils aggregates metals plastic paper other) procured services from suppliers use of natural resources
outputs
Identify and list the environmental aspects for each activity in terms of its outputs for example
wastes and byproducts generated (handling storage and transportation) discharges to water courses sewers or drains (controlled or uncontrolled) impacts on land (contamination natural habitats open space agriculture sensitive areas) discharge of thermal energy generation of noise dust odour or vibration transport products (packaging transport use and disposal) impacts on natural resources and ecosystems including wildlife impacts on built environment visual impact public (influence education regulation enforcement other)
Important Identia both the Direct and Indirect (service) aspects for the organisation Direct aspects arise from every day operations such as water consumption Indirect aspects anie from the servicesprovided by the organisation such as regulatory inspections in the commercial sector
Step 3 IdentifL the associated environmental impact of the aspects
Note IS0 14001 defines an ldquoenvironmental impactrdquo as the change which takesplace in the environment as a result of the aspect
Identify the associated environmental impacts for each aspect of the activity Environmental impacts are the actual or potential change to the environment as a result of the aspect and can be local regional or global in scale For example
31
injury to wildlife destruction of natural habitat conservation of energy waste minimisation
contamination of soil or water release of carbon dioxide to the atmosphere
reduction in vehicle emissions and other pollutants
Notes 1 The Swedish approach on EMSs in Government cover (1) direct) of internal activities (eg conserving water and energy) direct impacts of external activities (eg road construction and defence) and indirect impacts of external activities (eg regulations permits funding system)
2 Canada s system of sustainable development encompasses policies programmes and operations with federal departments working to merge instruments such as Environmental Impact Assessments with EMSs
Table showing examples of activities products and services with their associated aspects and environmental impacts
Activity Product or Service
Activity River maintenance activities
~- Product Annual Environmental Report
Service Regulating Major Industries
Environmental Aspect
Potential for accidental pollution incident
Use of paper
Environmental improvement
Associated Environmental Impact
Deoxygenating of watercourse oil spills contaminating water silt discolouring watercourse fish kill
Misuses of natural resources Destruction of habitats Pollution from production processes
Reduction in emissions reduction in pollution
conserving resources reduction in waste
incidents
Important Environmental aspects can be positive or negative Actual andpotential future aspects must be evaluated
32
Step 4 Determine the significance of the environmental impacts
Use the scoring system in the assessment tool (at the end of this Annex) to calculate the significance of each aspect or impact identified The tool is based on ldquodescriptiverdquo as well as ldquorisk basedrdquo criteria
Each aspect or impact should receive a score for the following factors
1) description of impact 2) likelihood of occurrence 3) likelihood of detection 4) severity of consequence or nuisance
Once a score is determined for all four criteria add them altogether to obtain a ldquosignificance ldquofactor The higher the score the more significant the environmental aspect
Determine the threshold of what score warrants a ldquohighrdquo significance value based on the nature of your organisationrsquos operations and the concerns of its stakeholders
Register of significant aspects
Document the aspects in a ldquoRegister of Significant Aspectsrdquo which should include a summary of the methodology used to determine the ldquosignificancerdquo values The Register should include at least the following
activity identified environmental aspect environmental impact
ldquosignificancerdquo value assigned
cross reference to the register of legislative requirements description of the effect criteria chosen
cross reference to applicable EMS procedures
Completion of the Register
Once the Register is complete work can begin in setting specific objectives and targets for each significant aspect identified
Important Ensure that the register of legislative requirements is complete (or at least that the applicable legislative requirements are identijled for each activiy and aspect) before determining the signijkance of the
organisationrsquos aspects and impacts
33
Assessment tool for determining significance of environmental aspects and impacts (see step 4 of the guide)
Description of Effect
Negligible or no impact No breach of legislation Emergency situations would cause a breach of policy or procedures
Rank Likelihood of
occurrence
0 None
~ Verysmall impact Immediate action possible Emergency situations would cause a breach of legislation Results in breach of own policy or procedures under abnormal conditions
I 1 Very low
Small impact Results in breach of legislation under abnormal conditions Results in breach of own policy or procedures under normal conditions
Moderate impact
Severe impact
Extensive impact
Activity has impact under normal operating conditions Results in breach of legislation under abnormal conditions No previous breach of legislation
Results in breach of legislation under abnormal conditions History of past breaches of legislation
Results in breach of legislation under normal operating conditions History of past breaches of legislation
2 Low
3 Moderate
4 High
5 Very high
Note Stakeholder concerns are not included in the description criteria Each organisation shouId tailor these criteria to take account of the concerns of stakeholder the public or interestedparties
34
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
4 Regulatory Requirements Section 431 of the Standard
Laws and regulations are becoming more stringent and compliance costs are increasing Non compliance - especially where it results in accidents such as spills or emissions - can cause significant losses in terms of money and management time and if a govemment department is the culprit potential embarrassment for Ministers and senior managers
Meeting legal requirements
The standard requires that a documented procedure is established to ensure that all legislation policies and other requirements to which your organisation subscribes are identified and maintained The procedure must identify the source of the information which should be accurate and from a reliable source eg the DETR web site
IS0 14001 does not require an organisation to produce a register of regulatory requirements But many bodies prefer to keep a register because it is convenient and provides proof to certification bodies that they are complying with this requirement of the standard DETRrsquos web site for greening govemment contains a copy of a register of regulatory requirements which if used will need to be tailored to suit the EMSrsquoS scope and circumstance
Maintaining a register helps you to ensure continual compliance with existing legislation take account of future relevant legislation and rapidly correct any non compliance Include in your register if applicable
0 operational permits
discharge consents
local authority consents
0 planning consents
0 other regulatory consents or authorisations
In addition to the legislative requirements the organisation must also record that it is aware of lsquoother requirementsrsquo to which it subscribes For example
0 the Departmentrsquos Policy Statement and improvement programme
0 UK EU and OECD commitments
0 decisions of Green Ministers
0 codes of practice or best practice advice
non regulatory guidelines eg ldquoGreen Guide for Buyersrdquo
Establish a procedure to ensure that the register is kept up to date either through a series of reviews or by notification of changes such as the service provided by Croners Environmental Management amendment services
6
You may also find it helpful to monitor compliance with the legislation identified by listing
Who is responsible for compliance
What procedures must be followed to ensure compliance
Results of checks against the procedures
Note an example of a legislation sheet is given at Annex B
5 Environmental aspects Section 431 of ihe Standard
There are two types of environmental aspects
direct which arise from every day activities such as consuming energy and water using transport purchasing goods and services and managing waste which deplete resources and cause emissions to air and water - all of which have a direct impact on the environment Others include new buildings which may affect natural habitats and open space visual appearance of Government buildings which may improve or reduce the quality of the built environment and activities which create noise
indirect which arise from the services provided by your organisation such as the development of policies and programmes These may be fairly immediate eg a rise in landfill tax Or they can be more indirect like the impact of a publicity campaign on environmental awareness
Some environmental aspects are negative - they cause damage to the environment Others may be positive - they benefit the environment Some are ldquoactualrdquo Le they are already happening Others are potential ie they could occur if the organisation took some action
Holisiic approach
Implementing an EMS which covers both direct and indirect impacts is more likely to change the culture of an organisation and promote all round improvements in its environmental performance This is the approach which is being adopted by the Govemment of Sweden where there are plans to implement EMSs in all of that countryrsquos 300 or so agencies based on IS0 14001 and the European Unionrsquos Eco-Management and Audit Scheme (EMAS)
The model framework for greening government covers direct environmental impacts DETRs Sustainable Development Unit has produced guidelines for environmentally appraising policies and programmes These cover indirect impacts
There are also a number of guides on DETRrsquos web site for greening Government which provide advice for reducing direct impacts For example
Conserving Water - Advice for Government Departments
Green Guide for Buyers
Green Guide to Construction and Refurbishment
7
Guide to Environmentally Preferable IT Equipment
Guide to Green Transport Plans
Waste Guide - Advice for Government Departments
Prepare a list of environmental impacts for each unit and discuss it with operational managers key people and other interested parties such as contractors and suppliers
6 Determining the organisationrsquos significant impacts Section 431 of the Standard
Concentrate on those impacts which can secure the biggest improvements in your organisationrsquos environmental performance A general rule of thumb is that 20 of your activities will account for 80 of the environmental impacts The process involves assessing the significance of each activity and then prioritising actions on those which have the biggest environmental impact
There are two major components of ldquosignificancerdquo The Local Government Management Board which developed LA-EMAS defined them as
Importance - the frequency with which the environment is affected by the activity balanced against the severity of the impact when it occurs The higher the frequency and severity the bigger the score and the higher the priority
Influence the balance between the influence which an organisation potentially could exert to control an impact against the degree to which this influence is being exerted The more influence an organisation has over a particular significant impact the easier it is to reduce it
Assessments of significance will depend on several factors eg potential regulatory exposure difficulties in changing the impact financial implications (costs and savings) concern of stakeholders and the effect on the public image of the organisation from complaints and a bad press
Determine the significance of each of the environmental impacts under
Normal Operating Conditions Le under routine operating procedures
Abnormal Operating Conditions ie where there are planned deviations from normal procedures eg starting boilers up following a prolonged shutdown
Incidents or Accidents Le unplanned events having effects beyond those normally encountered eg a burst water mains
Note Take account of the influence ofpast site activities which for example resulted in contamination of water and land and which could arise in thefiiture
Use a proven methodology such as the one at Annex C to evaluate the significance of each activity or process Other examples are given on the Department of the Environment Transport and the Region rsquo s web site h ftpw w w environment detrgo v uwgreeninglgghome h tm
8
7 Environmental Policy Statement Section A2 of the Standard
The Environmental Policy Statement is the comerstone of an EMS It should
state the aims and principles of action for tackling the significant impacts of your organisations activities on the environment and
e enable management to communicate its environmental priorities to employees contractors and other interested parties
Model framework
DETR with help from other Government departments has already produced a model policy statement for greening operations which Green Ministers are encouraging their Departments to adopt or adapt to meet their specific circumstances Use it to form the basis of your organisations environmental policy - a copy is on DETRs web site for greening government
Once compiled check that your policy statement
e clearly describes the area(s) and functions of the organisation to which it applies
is appropriate to the nature scale and significant environmental impacts of your organisations activities products and services
e includes a commitment to continual improvement
e includes a commitment to prevent pollution and to comply with relevant environmental legislation and regulations and other obligations on the organisation
Note Legal requirements include multi-lateral environmental agreements such as the Montreal Protocol on phasing out ozone depleting substances Other obligations may include Agenda 21 codes ofpractice and best practice guides
e provides a framework for setting and reviewing environmental objectives and targets
e contains views of stakeholders such as Green Ministers suppliers and contractors
covers risk reduction eg protection of water courses from spills
is compatible with health and safety policies
promotes sustainability by working with others to develop viable solutions to economic social and environmental problems
contains a commitment to train employees and promotes improvement to their environmental performance
is sufficiently clear to be understood by internal and external interested parties
9
8 is dated and signed by senior management communicated to all employees and made available to the public
Note It is not essential to make thepolicy statement available to the public but a decision must be recorded in the documentation to show that this was considered
8 Objectives and targets Section 433 of the Standard
Draw up objectives and measurable targets in consultation with key managers and their people and where relevant suppliers and contractors All should be involved in setting objectives and targets for their particular field or activity This is a good way of ensuring that they are
8 owned by stakeholders
0 appropriate to the areas of operation and
8 achievable
Check that the objectives and targets
0 address the most significant environmental impacts
0 comply with entries in the Register of Regulatory Requirements
meet the aims of your organisations environmental policies 8
8 provide for continuing improvement in overall environmental performance
8 are SMART Le specific measurable (wherever practicable) achievable realistic and time-limited
0 take preventative measures into account where appropriate
8 are practicable (taking account of economic constraints) and act as an incentive for action not as a source of demoralisation
Note IS0 14001 asks organisations when considering their technological options to consider the use of best available technology where economically viable cost effective and judged appropriate
8 refer to other relevant policies standards and codes of reference and
8 reflect the concerns of other stakeholders such as Green Ministers
NOTE The model framework (see section 7) contains a series of aims and objectives designed primarily for office based Government departments More detailed targets are given in the model improvement programme which is also on DETRs web site for greening Government andprovides the means of implementing the statement
Regularly review your objectives and targets and ensure that your policy statement is updated to reflect any changes in activities and priorities More information on objectives is given in Annex D
10
Draft I S 0 14031 Guidelines for Environmental Performance Evaluation (EPE) provides advice on how to identify suitable environmental indicators to enable performance to be measured or monitored against criteria set by management
9 Environmental Management Programme Section 434 of the Standard
The management programme is designed to implement the environmental management system It consists of a number of procedures such as
How the environmental policy will be implemented
How the objectives and targets will be achieved
Environmental review of new activities
How communication will be covered
For each of the above elements an action plan should be established and documented describing
who is responsible for managing the actions
who is responsible for undertaking the work including contractors
what action needs to be taken ie the procedure
what is the timescale and means
how will compliance with this programme be achieved
who will monitor compliance
DETRs model improvement programme for greening government operations provides a good starting point for developing an environmental management programme
11
EXAMPLE OF MANAGEMENT PROGRAMME SHEET
Management Representative
Miss Jones and Mr Bro wn
Mr Smith
Mrs Green
Objective To extend the amount of recycled paper bought in the Division in accordance with Departmental targcts
responsible for the management of the programme to achieve this target by holding meetings with Mrs Green on a 6 monthly basis
responsible for ordering the paper for the Division
responsible for setting up a call off contract for the purchase of recycled paper which will include the specification for management information regarding the type and quantity of paper purchased
responsible for training the stationery ordering staff 1998
October 1998 April 1999
as required
This contract will be set up by end April 1998
in the first week of May
Target To ensure all staff are aware of and act upon the Departmentrsquos policy to purchase only recycled paper containing at least 80 genuine post consumer waste (including agri-pulp) except where the Directorate of Communication authorises the use of special paper
responsible for obtaining the management information issued to Mr Smith and assessing compliance with the procedures
Name 1 Responsibility I Date
July 1998 October 1998 January 1999 April 1999
Mrs Green for issuing written instructions to stationery ordering staff
May 1998 (re-issue November 1998)
Mrs Green
10 Responsibilities and resources Section 441 of the Standard
IS0 14001 requires top management to provide staff time funds and other resources essential to the implementation and control of the EMS This means
a clearly defining and documenting the roles and responsibilities for all people whose work comes under the management programme
e appointing a senior manager to oversee the development of the EMS and to ensure that performance is evaluated against the requirements of the environmental policy and
providing the Management Representative (see step 2) with the necessary authority and support
12
Most parts of an organisation will already have management systems in place including management responsibilities and individual duties These should be adapted in consultation with line management For example to include
a environmental responsibilities in job descriptions where appropriate
a information on environmental responsibilities in management manual records
a clear instructions for people including contractors with specific responsibilities
11 Training and raising awareness Section 442 of the Standard
Training is crucial to the success of an EMS Attempting to introduce an EMS without firsf trying to make people aware of their responsibilities and equipping them with necessary skills leads to frustration and impotent action Training can also bring other benefits by
a stemming breaches in regulatory consents and authorisations (most of which result from human error rather than equipment failure)
a stimulating people into developing new ideas and
a improving the effectiveness of the EMS eg in terms of conserving resources reducing waste and saving money
Determining training levels
Determine the target audience and level of training required by asking such questions as
a Do people fully understand the content and implications of your organisationrsquos environmental policy
a Do managers fully understand how the EMS provides controls over your organisationrsquos significant environmental impacts
a Do operators understand the environmental impacts of their activities on the environment and have access to up to date information
a Is there a general awareness of the
relationship between energy use and the environment
need to minimise waste by maximising reduction reuse and recycling
Expanding competency
Training should expand the environmental competency and knowledge of people including contractors Ensure that it covers the
a importance of conformance with policy procedures and the EMS
13
~~ ~ ~ ~~ significant environmental impacts (actual and potential)
roles and responsibilities of people in achieving conformance
0 potential consequences of failure to follow operating procedures and
merits of improving environmental performance
Training options
Job specific training should cover people and contractors whose work is covered by environmental regulations or is concemed with achieving the environmental objectives and targets eg in procurement and estate and facilities management This might include
1 Formal courses for
0 developing environmental awareness for all
building an understanding of the EMS for managers and key people which explains what the organisation is seeking to achieve and why
explaining work instructions and developing technical skills for specialists operators and those who are responsible for significant environmental impacts
2 Informal on the job training for
helping an employee to do the job correctly safely and effectively
3 Informal training
distance leaming packages
news sheets
in-house newsletters etc
Other methods
Look at other methods of raising awareness such as
vocational training
continuously updated information on Intranet and Internet web sites
0 presentation of a policy statement and environmental reports to each employee
0 participation in Green Teams
0 internal seminars workshops talks and lectures
14
video presentations and
external seminars workshops and conferences
Evaluation
Regularly evaluate training to assess its value to the environmental performance of the organisation
Use compliance audits or audits of the EMS to identify deficiencies resulting from inadequate or lack of training
Training organisations
The UKs Institute of Environmental Managers have designed a Best Practice Programme to help managers put the theory of environmental management into practice
12 Communications Section 443 of the Standard
Check if suitable systems exist for communicatingbetween the various levels and functions of an organisation and with external interested parties
Where necessary establish and maintain procedures to make people and contractors aware of
(a) the importance of conforming to policy procedures and the EMS
(b) the significant environmental impacts (actual and potential)
(c) their roles and responsibilities in achieving conformance and
(d) the potential consequences of departing from specified procedures
Intemal reporting
Reporting on environmental performance is essential in determining improvement over time
Decide
what to communicate
how to communicate it
to whom to communicate i t (eg Management Board Green Ministers Parliamentary Environmental Audit Committee OECD)
Note You must documentyour decision on whom to communicate it to in the Management Manual
how to elicit positive feedback and response and thereby reap a positive reward (the 3 Rs Report-Response-Reward)
15
Note IS0 14031 Guidelines fo r Environmental Performance Evaluation (EPE) provides advice on reporting and communicating EPE information to management employees and interested parties
13 Management manual and related documents Section 444 of the Standard
Senior management should decide the format of the documentation which must demonstrate compliance with the requirements of the EMS and that objectives and targets are being met The documents must be readily identifiable and periodically reviewed and revised Normally they will consist of
Policy statement
Environmental management (or improvement) programme and procedures
Local action plans containing objectives and targets
Register of Significant Environmental Impacts
Register of Regulatory Requirements
Site emergency plans
Work instructions for managing a particular activity or issue
Health and safety instructions
Organisational charts
System Manual
IS0 14001 stipulates that the documentation may be integrated with documentation from other systems implemented by the organisation It does not have to be in the form of a single manual although this tends to be normal practice
The manual is a key document for third party assessment It should provide the principle source of reference for the EMS and as such be relevant to the organisations activities It can cover an entire operation a building Division Directorate or entire Department etc
Ensure that the manual
is concise and well structured (with sub divisions for key areas)
contains a brief introduction to your organisation and its activities
outlines your organisations environmental policies
summarises your significant environmental impacts objectives and targets and the management programme
16
~~ defines key roles and responsibilities
identifies the role of the management representative
indicates how the requirements of IS0 14001 will be met
cross references procedures eg work instructions and other relevant documentation
highlights any emergency plans (eg for spillages)
14 Document control Section 445 of the Standard
The primary purpose of document control is to ensure that the right people have the right information at the right time in the right place Avoid complex document control systems Create and maintain only those documents which are necessary to implement the EMS and achieve improvements in environmental performance
Ensure that
the documents are assigned to the appropriate unit or job title and can be easily found
the documents are periodically reviewed revised as necessary and approved as adequate by authorised people
0 current versions are available at all locations where operations essential to the effective functioning of the environmental management system are performed
obsolete documents are promptly removed from all points of use
any obsolete documents retained for legal or other purposes are suitably identified
all pages are numbered dated and fully referenced
15 Operational control Section 446 of the Standard
This provides the means of keeping control of the system Ensure good control of critical activities by making sure you
check whether requirements are met and where necessary making any necessary corrections
provide key people with work instructions which are identifiable current and available on location
make contractors and suppliers aware of your organisations EMS as i t relates to them
17
e provide contractors with details of relevant operational procedures and requirements
give details of verification methods employed in your manual and work instructions e
e identify the person or persons responsible for
overseeing or directly achieving the objectives and targets eg the officers appointed to develop Green Transport Plans
undertaking physical spot checks
initiating investigations into cases of non compJiance and
- taking the necessary permanent corrective actions
16 Emergencies and contingencies Section 447 of the Standard
IS0 14001 requires an organisation to maintain documented procedures to
e identify potential accidents and emergencies which may arise from hazardous processes and the handling or disposal of dangerous materials
e minimise any environmental impacts resulting from these incidents and
e periodically test such procedures if practicable
Such procedures may already be in place under the Control of Substances Hazardous to Health (COSHH) and Control of Industrial Major Accidents and Hazards (CIMAH) - see the Register of Regulatory Requirements These should if effective be formally adopted and recorded in the EMS documentation Inform directly involved people and contractors and provide additional trzining where the work requires
e complicated monitoring maintenance or inspection routines
e the co-ordination of several operations or
e business continuity plans
17 Monitoring and measuring Section 451 of the Standard
Monitoring and measuring are necessary to test whether the organisation is achieving its objectives and targets and whether the procedures for operational control are effective
Check if systems (with correct procedures) exist for regularly monitoring and measuring
performance against objectives and targets
implementation of operational controls
compliance with the law
Note Always try to build on existing systems to save time and eort
i a
18 Correcting for non-control or non compliance Section 452 of the Standard
IS0 14001 requires procedures for identifying and correcting non compliance In office based organisations this is most likely to result from a failure to meet performance levels or the malfunctioning of the EMS itself (eg ambiguous procedures) rather than through a major process failure which can cause environmental damage
Ensure that the procedures
0 identify the cause of non-conformance
0 identify and implement the necessary corrective action
0 implement or modify controls necessary to avoid future repetitions
0 record any changes in written procedures resulting from the corrective action
0 record any significant environmental impacts arising from the non compliance
0 are included in the manual and other documentation
19 Records Section 453 of the Standard
EMS records are kept to
0 demonstrate compliance with the requirements of your EMS and legislation
0 determine the extent to which targets and objectives have been met in line with your organisations overall environment policy and
0 provide evidence of the on-going operation of the system
Include in your record system
0 reports of audit and reviews
0 training
0 details of any failures to comply with policy and regulations and corrective actions
details of any complaints and the corrective actions taken 0
inspection and maintenance reports
0 information on emergency preparedness and response
quantities of materials collected for recycling or dispose as waste
19
0 meter data for gas electricity and water
licenses and other legal documents ~~~ ~ ~~ ~~~~~~ ~~~~~~ ~~
0
0 communications with suppliers contractors and general public
a notes or minutes of meetings
other relevant records
Establish and record retention times for the records kept and protect them against damage deterioration or loss They may be stored in paper or electronic form or both
Ensure that records kept by other parts of the organisation such as facilities managers and procurement officers are cross referenced with those held centrally
20 Environmental audit Section 454 of the Standard
The purpose of an EMS audit is to assess whether the system conforms to the requirements of the environmental policy and other criteria such as relevant legislation and regulations and if certification is sought IS0 14001
IS0 14001 requires you to
establish and maintain programmes and procedures for lsquo)eriodicaf[y rdquo auditing the EMS
0 base the audit programme on the environmental importance of the activity concerned and the results of previous audits
0 cover the audit scope frequency and methodologies as well as the responsibilities and requirements for conducting audits and reporting results
Intemal audits
Select an audit team of about 3 to 4 persons Ensure that the team members have
0 no direct management responsibility for the part of the organisation being audited
0 sufficient knowledge and expertise to carry it out especially in the areas of
management systems auditing
relevant EMS standards
offices facilities and plant
industry knowledge ( i f appropriate)
environmental legislation and issues
20
Preparation
Prepare ~~ ~
audit checklists which should list all the EMS procedures relevant to the area under review (procedures may vary between different operational areas)
documents for recording non compliance and
a timetable for the audit programme
Gather reference information about the area such as plans COSHH assessments lists of procedures and records Inform managers and people at the site of the timing of the audit its objectives and what is expected from them You will need their co-operation if the audit is to be conducted efficiently and effectively
Getting the most from the audit
Use the audit to
help your organisation develop a framework for conducting its own internal environmental audits and management reviews
maintain increased environmental awareness and a sense of responsibility among people and contractors
determine whether the EMS has been properly implemented and maintained Check that the EMS complies with
the requirements of IS0 14001
the manuals and work instructions of the EMS
your organisations environmental policy objectives and targets
evaluate the value of training to the environmental performance of the organisation and to the protection of the environment as a whole
Review and report
Review and assess the findings and recommendations of the audit and specify a programme for implementing any follow up actions Some actions must be taken immediately eg where a lapse in procedure has led to possible non compliance with legislative requirements
Produce the report and provide results to management Normally the report will consist of
a brief description of the audits objectives
the areas that have been audited
who was involved in auditing them
21
0 references to the source of information on which the audit findings were based
a review of the audit areas highlighting 0
non compliance Le lapses in either the content or implementation and records and
opportunities for improvement eg waste minimisation cleaner processes
Corrective action
Immediately the auditors report is approved draw up an action plan with deadlines to
correct any deficiencies (the major ones first)
0 deliver improvements
ensure everyone is aware of their commitments
0 reassure senior managers that the recommendations are being acted upon and
0 put in place any procedures which are necessary to prevent a repeat of the non compliance
Frequency of audits
Audit all parts of the EMS about every two to three years except in areas with particularly significant environmental impacts Audit these more frequently
Extemal audits
You might wish to pay for audits - see Section 22 on Certification
21 Management review Section 46 of the Standard
The review measures the effectiveness of the system It is an opportunity for the Management Representative and senior management to review the EMS structure and to evaluate the organisations environmental policies objectives targets and procedures to determine
0 whether they are being followed
0 whether they remain suitable adequate and effective
0 where changes are necessary to secure continual improvement and
0 if the EMS is achieving its overall objectives and helping the organisation meet its business goals
The scope of the review should be comprehensive though not all the elements of the EMS need to be reviewed at once The process may extend over a period of time
22
Frequency of reviews
Every one or two years is probably sufficient for most office based organisations However the frequency of reviews will depend on
0 how successfully the EMS is running (see Annex E)
e the significance of the environmental impacts
whether there have been any changes in activities or circumstances eg the contracting out of say facilities management
e whether any extemal issues of importance have arisen eg new or revised regulations changes in Government policies new initiatives from Green Ministers
Review team
Ensure that
0 a team is appointed comprising of individuals with either executive responsibility or specialist responsibility
e the team is provided with all the information necessary to effectively review the EMS such as
internal and extemal audits
environmental policy objectives and targets
operational controls
environmental manual
non compliance reports
concems expressed by relevant parties
0 the sites to be covered by the review are clearly defined
0 direct and indirect impacts are covered and both positive and negative impacts
0 time is provided for the team to look at broader issues relating to your EMS eg new legislation policies technologies and techniques
0 what has happened in the past is covered eg incidents of non compliance and corrective action taken
time is allowed for writing the report which should outline
the scope of the review
23
methods used
details of findings and
recommendations
the recommendations
highlight the areas of the EMS where improvements are required
name the individual who should implement them
the actions resulting from the review are monitored and recorded and
any improvements which can be made to the model framework for greening government operations bee section 6 above) are notified to DETRrsquos Energy and Environment Best Practice Division The address is given at the back of this guide
21 Certification
IS0 14001 allows organisations to make a self declaration of compliance to the requirements of the standard if they do not want to get the EMS formally registered
The certification process provides a mechanism through which organisations can demonstrate their commitment to environmental protection The need to demonstrate this commitment will depend upon stakeholder requirements eg Management Boards Ministers Parliament
Certification for compliance with the standard in the UK is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) The accredited certifiers must in turn have met certain pre-determined criteria to be accredited by UKAS
Certification to IS0 14001 is a two stage process involving
(1) an initial assessment
(2) main assessment
Initial assessment
The objective is to gain an understanding of
0 your EMS in the context of relevant environmental impacts and regulations
0 whether you are fully prepared for assessment
The certification body will
0 check that your EMS
has the commitment of senior management
is based on a proper evaluation of your environmental aspects and impacts
24
meets legislative and regulatory requirements
is intended to control and improve the organisations environmental performance and
is auditable
assess the reliability of your internal audit
plan and allocate resources for further document review (where required for the main assessment) and
provide you with a document explaining what further action you must take
Main assessment
The certifier will ask to see a copy of your organisations environmental manual and procedures to determine whether your organisation is ready for the main assessment The main assessment - involving a site visit from the auditor - is the final stage in the certification process Its main purpose is to
confirm what is written actually represents what is occurring in practice
e confirm that the EMS complies with all the elements of IS0 14001
determine whether the EMS is to achieve and is achieving improvements in environmental performance and regulatory compliance and
confirm that your organisation is complying with its own policies and procedures
This means that the certifier must focus on your organisations
identification and evaluation of its environmental impacts
consequent objectives and targets
performance monitoring measuring reporting and review against your objectives and targets and
auditing to ensure the EMSS effectiveness
Generally an organisation will only fail the certification process at this stage if the corrective actions demanded by the certifier were not completed during the permitted period
The award of an IS0 14001 certificate does not complete the process The certifier will maintain a cycle of continuing assessments to ensure that the EMS complies with the standard and that it can demonstrate continual improvement in its environmental performance The trick is to ensure that the certification process does not impose excessive documentation requirements on your organisation Your system is there to help your organisation - not to make the role of the certifier easier
Certification - because of differing performance objectives - is not sufficient to demonstrate performance improvements This is why the European Unions Eco-Management and Audit Scheme (EMAS) requires organisations to produce an environmental statement
25
22 Environmental Statement
IS0 14001 does not require an environmental statement Although i t does require reports on performance to be made to top management for review and as a basis for improving the EMS
The publication of an environmental statement provides evidence that an organisation is committed to improving its environmental performance What goes in it is a matter for the organisation
Decide
what to communicate
how to communicate it
to whom to communicate it (ie stakeholders eg MPs Ministers Audit bodies)
how to elicit positive feedback and thereby reap a positive reward
Ensure that the statement
is kept simple consistent relevant and balanced (with any necessary detailed information included in annexes)
briefly describes your organisationrsquos activities
contains reliable and accurate information
summarises objectives targets impacts and other relevant issues
highlights the progress you are making
covers good and bad news in a positive manner
gives the name of the accredited certifier
avoids jargon and
is bound and all the pages are numbered
Energy and Environment Best Practice Division (EEBP) November 1998
26
Annex A
I S 0 STANDARDS CLOSELY ASSOCIATED WITH IS0 14001
denotes publication
Environmental Management
IS0 14002 - General guidelines on special considerations for small and medium enterprises
IS0 14004 - General Guidance on Principles Systems and Supporting Techniques Gives practicable help on the design development and maintenance of an EMS
Environmental Auditing
ISO14010 - General Principles Defines the scope of the audit and provides a framework for the structure and format of the audit report
IS0 14011 - Audit Procedures Auditing of Environmental Management Systems Explains the planning and conduct of an EMS audit and gives advice for example on its objectives the roles and responsibilities of those involved and the preparation and documentation of the report
IS0 14012 - Qualifications Cnteria for Environmental Auditors Provides guidance on the minimum qualifications for auditors and how to evaluate their suitability
IS014015 - Guidelines of Environmental Site Assessments
Environmental labels and declarations
IS0 14020 - Environmental labels and declarations - general principles
IS0 14021 - Environmental labelling - self declaration environmental claims - terms and conditions
IS0 14022 - Environmental claims - self declaration environmental claims - symbols
IS0 14023 - Environmental labelling - self declaration environmental claims - testing and verification methodologies
IS0 14024 - Environmental labelling type I - general principles and procedures
IS0 14025 - Environmental labelling type 111 - general principles and procedures
27
Environmental PerjGonnance
IS0 14031 - Environmental Perfonnance Evaluation Explains how to identify suitable environmental indicators for measuring performance against policies objectives and targets
IS0 14032 - Technical report type 3 - Environmental Performance Evaluation - case studies illustrating the use of IS0 14031
Life CycZe Assessments
IS0 14040 - Life cycle assessment - principles and framework
IS014041 - Life Cycle Assessment - life cycle inventory analysis
IS014042 - Life Cycle Assessment - impact assessment
IS0 14043 - Life Cycle Assessment - interpretation
IS014049 - Technical report type 3 - life cycle assessment - examples of the application of IS0 14041
Terms Q Definitions
IS0 14050 - Environmental Management Vocabulary Summarises the terms and definitions used in the IS0 14000 series of standards
Sectors
IS014061 - Technical report type 3 - guidance to assist forestry organisations in the use of IS0 14001 and 14004
28
Annex B
EXAMPLE LEGISLATION SHEET
CATEGORY waste TYPE OF ACTIVITY Duty of Care
LEGISLATION Environmental Protection Act 1990 part 11 Environmental Protection (Duty of Care) Regulations 1991
DETAIL Persons concerned with controlled waste are under a DUTY OF CARE to 1) Prevent any other person committing the offence of depositing disposing or recovering controlled waste without a waste management licence or in a manner likely to cause harm to health or the environment 2) prevent the escape of waste 3) ensure that waste is transferred to an authorised person or to a person authorised to transport waste and 4) ensure the waste is accompanied by a written description (a TRANSFER NOTE) The note must include a description of the waste and details of the parties involved in the transfer It is not necessary if a consignment note is required Further information and a model transfer note can be found in ldquoWaste Management and the Duty of Care A Code of Practicerdquo Also DETRrsquos lsquoWaste Guide advice to Government Departmentsrsquo
PENALTY It is an offence to contravene the Duty of Care requirement Summary conviction - up to euro5000 Conviction on indictment - Unlimited fine Enforcement authority - Environment Agency has an interest in muring the Duty of Care is complied with Anyone may bring a prosecution
WHERE APPLICABLE Current Waste Carrier Licences must be obtained for all waste contractors eg hose that remove paper glass and cans for recycling general waste classified waste scrap metal waste citchen oil clinical waste Transfer notes to obtained for all of the above)
j MONTH REVIEW OF COMPLIANCE An audit of waste licences and transfer notes was carried out on 20598 All licences were found to be current - licence for Contractor X had expired on 31398 and a valid eplacement had been obtained from them Transfer notes had been issued on an individual basis for each ollection of paper for recycling scrap metal waste kitchen oil Annual transfer notes were current for Fenera1 waste classified waste and clinical waste Full compliance with legislation
ZOMPLETED BY REVIEWED BY (EMS team)
iame Name Jnit Date
)ate
29
Annex C
Methodology for determining significant aspects
Important This annex supports steps 5 and 6 of the guide and should be read in conjunction with it and not be used as a stand alone document Some terms such as ldquonormal operating conditions rsquorsquo are defined in the guide itsecf
This methodology was developed to help Government departments determine their significant aspects It supports the requirements of IS0 14001 and EMAS
The methodology is divided into
1) determining significant aspects and
2) maintaining a register of significant aspects
Nore IS0 14001 does not require an organisation to maintain a register of signijkant aspects But it helps to support the documentation of the EMS
Steps for determining significant aspects
Step I define activi9 product and services
Divide the Government Department or Unit into its organisational or management structure - if this has not already been done at the planning stage of the EMS
Identify activities products or services according to existing management structure or sections of the organisation Include in the list of activities operations of the section process unit or building identified
List the activities products and services
List all activities products and services including those initially identified as possibly not having much of an impact on the environment
Step 2 Identfy the environmental aspects associated with each activity prodirct or service
Note I S 0 14001 defines an environmental aspect as an element of an organisationrsquos activiv product or service which can have a beneficial or adverse impact on the environment
30
Inputs
Identify and list the environmental aspects for each activity in terms of inputs for example
energy use (electricity fuel renewable other) water consumption (mains grey other) use of fuels (petroleum diesel alternatives other) land use (natural habitats open space landscapes sensitive areas agriculture other) use of raw or secondary materials (chemicals oils aggregates metals plastic paper other) procured services from suppliers use of natural resources
outputs
Identify and list the environmental aspects for each activity in terms of its outputs for example
wastes and byproducts generated (handling storage and transportation) discharges to water courses sewers or drains (controlled or uncontrolled) impacts on land (contamination natural habitats open space agriculture sensitive areas) discharge of thermal energy generation of noise dust odour or vibration transport products (packaging transport use and disposal) impacts on natural resources and ecosystems including wildlife impacts on built environment visual impact public (influence education regulation enforcement other)
Important Identia both the Direct and Indirect (service) aspects for the organisation Direct aspects arise from every day operations such as water consumption Indirect aspects anie from the servicesprovided by the organisation such as regulatory inspections in the commercial sector
Step 3 IdentifL the associated environmental impact of the aspects
Note IS0 14001 defines an ldquoenvironmental impactrdquo as the change which takesplace in the environment as a result of the aspect
Identify the associated environmental impacts for each aspect of the activity Environmental impacts are the actual or potential change to the environment as a result of the aspect and can be local regional or global in scale For example
31
injury to wildlife destruction of natural habitat conservation of energy waste minimisation
contamination of soil or water release of carbon dioxide to the atmosphere
reduction in vehicle emissions and other pollutants
Notes 1 The Swedish approach on EMSs in Government cover (1) direct) of internal activities (eg conserving water and energy) direct impacts of external activities (eg road construction and defence) and indirect impacts of external activities (eg regulations permits funding system)
2 Canada s system of sustainable development encompasses policies programmes and operations with federal departments working to merge instruments such as Environmental Impact Assessments with EMSs
Table showing examples of activities products and services with their associated aspects and environmental impacts
Activity Product or Service
Activity River maintenance activities
~- Product Annual Environmental Report
Service Regulating Major Industries
Environmental Aspect
Potential for accidental pollution incident
Use of paper
Environmental improvement
Associated Environmental Impact
Deoxygenating of watercourse oil spills contaminating water silt discolouring watercourse fish kill
Misuses of natural resources Destruction of habitats Pollution from production processes
Reduction in emissions reduction in pollution
conserving resources reduction in waste
incidents
Important Environmental aspects can be positive or negative Actual andpotential future aspects must be evaluated
32
Step 4 Determine the significance of the environmental impacts
Use the scoring system in the assessment tool (at the end of this Annex) to calculate the significance of each aspect or impact identified The tool is based on ldquodescriptiverdquo as well as ldquorisk basedrdquo criteria
Each aspect or impact should receive a score for the following factors
1) description of impact 2) likelihood of occurrence 3) likelihood of detection 4) severity of consequence or nuisance
Once a score is determined for all four criteria add them altogether to obtain a ldquosignificance ldquofactor The higher the score the more significant the environmental aspect
Determine the threshold of what score warrants a ldquohighrdquo significance value based on the nature of your organisationrsquos operations and the concerns of its stakeholders
Register of significant aspects
Document the aspects in a ldquoRegister of Significant Aspectsrdquo which should include a summary of the methodology used to determine the ldquosignificancerdquo values The Register should include at least the following
activity identified environmental aspect environmental impact
ldquosignificancerdquo value assigned
cross reference to the register of legislative requirements description of the effect criteria chosen
cross reference to applicable EMS procedures
Completion of the Register
Once the Register is complete work can begin in setting specific objectives and targets for each significant aspect identified
Important Ensure that the register of legislative requirements is complete (or at least that the applicable legislative requirements are identijled for each activiy and aspect) before determining the signijkance of the
organisationrsquos aspects and impacts
33
Assessment tool for determining significance of environmental aspects and impacts (see step 4 of the guide)
Description of Effect
Negligible or no impact No breach of legislation Emergency situations would cause a breach of policy or procedures
Rank Likelihood of
occurrence
0 None
~ Verysmall impact Immediate action possible Emergency situations would cause a breach of legislation Results in breach of own policy or procedures under abnormal conditions
I 1 Very low
Small impact Results in breach of legislation under abnormal conditions Results in breach of own policy or procedures under normal conditions
Moderate impact
Severe impact
Extensive impact
Activity has impact under normal operating conditions Results in breach of legislation under abnormal conditions No previous breach of legislation
Results in breach of legislation under abnormal conditions History of past breaches of legislation
Results in breach of legislation under normal operating conditions History of past breaches of legislation
2 Low
3 Moderate
4 High
5 Very high
Note Stakeholder concerns are not included in the description criteria Each organisation shouId tailor these criteria to take account of the concerns of stakeholder the public or interestedparties
34
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
You may also find it helpful to monitor compliance with the legislation identified by listing
Who is responsible for compliance
What procedures must be followed to ensure compliance
Results of checks against the procedures
Note an example of a legislation sheet is given at Annex B
5 Environmental aspects Section 431 of ihe Standard
There are two types of environmental aspects
direct which arise from every day activities such as consuming energy and water using transport purchasing goods and services and managing waste which deplete resources and cause emissions to air and water - all of which have a direct impact on the environment Others include new buildings which may affect natural habitats and open space visual appearance of Government buildings which may improve or reduce the quality of the built environment and activities which create noise
indirect which arise from the services provided by your organisation such as the development of policies and programmes These may be fairly immediate eg a rise in landfill tax Or they can be more indirect like the impact of a publicity campaign on environmental awareness
Some environmental aspects are negative - they cause damage to the environment Others may be positive - they benefit the environment Some are ldquoactualrdquo Le they are already happening Others are potential ie they could occur if the organisation took some action
Holisiic approach
Implementing an EMS which covers both direct and indirect impacts is more likely to change the culture of an organisation and promote all round improvements in its environmental performance This is the approach which is being adopted by the Govemment of Sweden where there are plans to implement EMSs in all of that countryrsquos 300 or so agencies based on IS0 14001 and the European Unionrsquos Eco-Management and Audit Scheme (EMAS)
The model framework for greening government covers direct environmental impacts DETRs Sustainable Development Unit has produced guidelines for environmentally appraising policies and programmes These cover indirect impacts
There are also a number of guides on DETRrsquos web site for greening Government which provide advice for reducing direct impacts For example
Conserving Water - Advice for Government Departments
Green Guide for Buyers
Green Guide to Construction and Refurbishment
7
Guide to Environmentally Preferable IT Equipment
Guide to Green Transport Plans
Waste Guide - Advice for Government Departments
Prepare a list of environmental impacts for each unit and discuss it with operational managers key people and other interested parties such as contractors and suppliers
6 Determining the organisationrsquos significant impacts Section 431 of the Standard
Concentrate on those impacts which can secure the biggest improvements in your organisationrsquos environmental performance A general rule of thumb is that 20 of your activities will account for 80 of the environmental impacts The process involves assessing the significance of each activity and then prioritising actions on those which have the biggest environmental impact
There are two major components of ldquosignificancerdquo The Local Government Management Board which developed LA-EMAS defined them as
Importance - the frequency with which the environment is affected by the activity balanced against the severity of the impact when it occurs The higher the frequency and severity the bigger the score and the higher the priority
Influence the balance between the influence which an organisation potentially could exert to control an impact against the degree to which this influence is being exerted The more influence an organisation has over a particular significant impact the easier it is to reduce it
Assessments of significance will depend on several factors eg potential regulatory exposure difficulties in changing the impact financial implications (costs and savings) concern of stakeholders and the effect on the public image of the organisation from complaints and a bad press
Determine the significance of each of the environmental impacts under
Normal Operating Conditions Le under routine operating procedures
Abnormal Operating Conditions ie where there are planned deviations from normal procedures eg starting boilers up following a prolonged shutdown
Incidents or Accidents Le unplanned events having effects beyond those normally encountered eg a burst water mains
Note Take account of the influence ofpast site activities which for example resulted in contamination of water and land and which could arise in thefiiture
Use a proven methodology such as the one at Annex C to evaluate the significance of each activity or process Other examples are given on the Department of the Environment Transport and the Region rsquo s web site h ftpw w w environment detrgo v uwgreeninglgghome h tm
8
7 Environmental Policy Statement Section A2 of the Standard
The Environmental Policy Statement is the comerstone of an EMS It should
state the aims and principles of action for tackling the significant impacts of your organisations activities on the environment and
e enable management to communicate its environmental priorities to employees contractors and other interested parties
Model framework
DETR with help from other Government departments has already produced a model policy statement for greening operations which Green Ministers are encouraging their Departments to adopt or adapt to meet their specific circumstances Use it to form the basis of your organisations environmental policy - a copy is on DETRs web site for greening government
Once compiled check that your policy statement
e clearly describes the area(s) and functions of the organisation to which it applies
is appropriate to the nature scale and significant environmental impacts of your organisations activities products and services
e includes a commitment to continual improvement
e includes a commitment to prevent pollution and to comply with relevant environmental legislation and regulations and other obligations on the organisation
Note Legal requirements include multi-lateral environmental agreements such as the Montreal Protocol on phasing out ozone depleting substances Other obligations may include Agenda 21 codes ofpractice and best practice guides
e provides a framework for setting and reviewing environmental objectives and targets
e contains views of stakeholders such as Green Ministers suppliers and contractors
covers risk reduction eg protection of water courses from spills
is compatible with health and safety policies
promotes sustainability by working with others to develop viable solutions to economic social and environmental problems
contains a commitment to train employees and promotes improvement to their environmental performance
is sufficiently clear to be understood by internal and external interested parties
9
8 is dated and signed by senior management communicated to all employees and made available to the public
Note It is not essential to make thepolicy statement available to the public but a decision must be recorded in the documentation to show that this was considered
8 Objectives and targets Section 433 of the Standard
Draw up objectives and measurable targets in consultation with key managers and their people and where relevant suppliers and contractors All should be involved in setting objectives and targets for their particular field or activity This is a good way of ensuring that they are
8 owned by stakeholders
0 appropriate to the areas of operation and
8 achievable
Check that the objectives and targets
0 address the most significant environmental impacts
0 comply with entries in the Register of Regulatory Requirements
meet the aims of your organisations environmental policies 8
8 provide for continuing improvement in overall environmental performance
8 are SMART Le specific measurable (wherever practicable) achievable realistic and time-limited
0 take preventative measures into account where appropriate
8 are practicable (taking account of economic constraints) and act as an incentive for action not as a source of demoralisation
Note IS0 14001 asks organisations when considering their technological options to consider the use of best available technology where economically viable cost effective and judged appropriate
8 refer to other relevant policies standards and codes of reference and
8 reflect the concerns of other stakeholders such as Green Ministers
NOTE The model framework (see section 7) contains a series of aims and objectives designed primarily for office based Government departments More detailed targets are given in the model improvement programme which is also on DETRs web site for greening Government andprovides the means of implementing the statement
Regularly review your objectives and targets and ensure that your policy statement is updated to reflect any changes in activities and priorities More information on objectives is given in Annex D
10
Draft I S 0 14031 Guidelines for Environmental Performance Evaluation (EPE) provides advice on how to identify suitable environmental indicators to enable performance to be measured or monitored against criteria set by management
9 Environmental Management Programme Section 434 of the Standard
The management programme is designed to implement the environmental management system It consists of a number of procedures such as
How the environmental policy will be implemented
How the objectives and targets will be achieved
Environmental review of new activities
How communication will be covered
For each of the above elements an action plan should be established and documented describing
who is responsible for managing the actions
who is responsible for undertaking the work including contractors
what action needs to be taken ie the procedure
what is the timescale and means
how will compliance with this programme be achieved
who will monitor compliance
DETRs model improvement programme for greening government operations provides a good starting point for developing an environmental management programme
11
EXAMPLE OF MANAGEMENT PROGRAMME SHEET
Management Representative
Miss Jones and Mr Bro wn
Mr Smith
Mrs Green
Objective To extend the amount of recycled paper bought in the Division in accordance with Departmental targcts
responsible for the management of the programme to achieve this target by holding meetings with Mrs Green on a 6 monthly basis
responsible for ordering the paper for the Division
responsible for setting up a call off contract for the purchase of recycled paper which will include the specification for management information regarding the type and quantity of paper purchased
responsible for training the stationery ordering staff 1998
October 1998 April 1999
as required
This contract will be set up by end April 1998
in the first week of May
Target To ensure all staff are aware of and act upon the Departmentrsquos policy to purchase only recycled paper containing at least 80 genuine post consumer waste (including agri-pulp) except where the Directorate of Communication authorises the use of special paper
responsible for obtaining the management information issued to Mr Smith and assessing compliance with the procedures
Name 1 Responsibility I Date
July 1998 October 1998 January 1999 April 1999
Mrs Green for issuing written instructions to stationery ordering staff
May 1998 (re-issue November 1998)
Mrs Green
10 Responsibilities and resources Section 441 of the Standard
IS0 14001 requires top management to provide staff time funds and other resources essential to the implementation and control of the EMS This means
a clearly defining and documenting the roles and responsibilities for all people whose work comes under the management programme
e appointing a senior manager to oversee the development of the EMS and to ensure that performance is evaluated against the requirements of the environmental policy and
providing the Management Representative (see step 2) with the necessary authority and support
12
Most parts of an organisation will already have management systems in place including management responsibilities and individual duties These should be adapted in consultation with line management For example to include
a environmental responsibilities in job descriptions where appropriate
a information on environmental responsibilities in management manual records
a clear instructions for people including contractors with specific responsibilities
11 Training and raising awareness Section 442 of the Standard
Training is crucial to the success of an EMS Attempting to introduce an EMS without firsf trying to make people aware of their responsibilities and equipping them with necessary skills leads to frustration and impotent action Training can also bring other benefits by
a stemming breaches in regulatory consents and authorisations (most of which result from human error rather than equipment failure)
a stimulating people into developing new ideas and
a improving the effectiveness of the EMS eg in terms of conserving resources reducing waste and saving money
Determining training levels
Determine the target audience and level of training required by asking such questions as
a Do people fully understand the content and implications of your organisationrsquos environmental policy
a Do managers fully understand how the EMS provides controls over your organisationrsquos significant environmental impacts
a Do operators understand the environmental impacts of their activities on the environment and have access to up to date information
a Is there a general awareness of the
relationship between energy use and the environment
need to minimise waste by maximising reduction reuse and recycling
Expanding competency
Training should expand the environmental competency and knowledge of people including contractors Ensure that it covers the
a importance of conformance with policy procedures and the EMS
13
~~ ~ ~ ~~ significant environmental impacts (actual and potential)
roles and responsibilities of people in achieving conformance
0 potential consequences of failure to follow operating procedures and
merits of improving environmental performance
Training options
Job specific training should cover people and contractors whose work is covered by environmental regulations or is concemed with achieving the environmental objectives and targets eg in procurement and estate and facilities management This might include
1 Formal courses for
0 developing environmental awareness for all
building an understanding of the EMS for managers and key people which explains what the organisation is seeking to achieve and why
explaining work instructions and developing technical skills for specialists operators and those who are responsible for significant environmental impacts
2 Informal on the job training for
helping an employee to do the job correctly safely and effectively
3 Informal training
distance leaming packages
news sheets
in-house newsletters etc
Other methods
Look at other methods of raising awareness such as
vocational training
continuously updated information on Intranet and Internet web sites
0 presentation of a policy statement and environmental reports to each employee
0 participation in Green Teams
0 internal seminars workshops talks and lectures
14
video presentations and
external seminars workshops and conferences
Evaluation
Regularly evaluate training to assess its value to the environmental performance of the organisation
Use compliance audits or audits of the EMS to identify deficiencies resulting from inadequate or lack of training
Training organisations
The UKs Institute of Environmental Managers have designed a Best Practice Programme to help managers put the theory of environmental management into practice
12 Communications Section 443 of the Standard
Check if suitable systems exist for communicatingbetween the various levels and functions of an organisation and with external interested parties
Where necessary establish and maintain procedures to make people and contractors aware of
(a) the importance of conforming to policy procedures and the EMS
(b) the significant environmental impacts (actual and potential)
(c) their roles and responsibilities in achieving conformance and
(d) the potential consequences of departing from specified procedures
Intemal reporting
Reporting on environmental performance is essential in determining improvement over time
Decide
what to communicate
how to communicate it
to whom to communicate i t (eg Management Board Green Ministers Parliamentary Environmental Audit Committee OECD)
Note You must documentyour decision on whom to communicate it to in the Management Manual
how to elicit positive feedback and response and thereby reap a positive reward (the 3 Rs Report-Response-Reward)
15
Note IS0 14031 Guidelines fo r Environmental Performance Evaluation (EPE) provides advice on reporting and communicating EPE information to management employees and interested parties
13 Management manual and related documents Section 444 of the Standard
Senior management should decide the format of the documentation which must demonstrate compliance with the requirements of the EMS and that objectives and targets are being met The documents must be readily identifiable and periodically reviewed and revised Normally they will consist of
Policy statement
Environmental management (or improvement) programme and procedures
Local action plans containing objectives and targets
Register of Significant Environmental Impacts
Register of Regulatory Requirements
Site emergency plans
Work instructions for managing a particular activity or issue
Health and safety instructions
Organisational charts
System Manual
IS0 14001 stipulates that the documentation may be integrated with documentation from other systems implemented by the organisation It does not have to be in the form of a single manual although this tends to be normal practice
The manual is a key document for third party assessment It should provide the principle source of reference for the EMS and as such be relevant to the organisations activities It can cover an entire operation a building Division Directorate or entire Department etc
Ensure that the manual
is concise and well structured (with sub divisions for key areas)
contains a brief introduction to your organisation and its activities
outlines your organisations environmental policies
summarises your significant environmental impacts objectives and targets and the management programme
16
~~ defines key roles and responsibilities
identifies the role of the management representative
indicates how the requirements of IS0 14001 will be met
cross references procedures eg work instructions and other relevant documentation
highlights any emergency plans (eg for spillages)
14 Document control Section 445 of the Standard
The primary purpose of document control is to ensure that the right people have the right information at the right time in the right place Avoid complex document control systems Create and maintain only those documents which are necessary to implement the EMS and achieve improvements in environmental performance
Ensure that
the documents are assigned to the appropriate unit or job title and can be easily found
the documents are periodically reviewed revised as necessary and approved as adequate by authorised people
0 current versions are available at all locations where operations essential to the effective functioning of the environmental management system are performed
obsolete documents are promptly removed from all points of use
any obsolete documents retained for legal or other purposes are suitably identified
all pages are numbered dated and fully referenced
15 Operational control Section 446 of the Standard
This provides the means of keeping control of the system Ensure good control of critical activities by making sure you
check whether requirements are met and where necessary making any necessary corrections
provide key people with work instructions which are identifiable current and available on location
make contractors and suppliers aware of your organisations EMS as i t relates to them
17
e provide contractors with details of relevant operational procedures and requirements
give details of verification methods employed in your manual and work instructions e
e identify the person or persons responsible for
overseeing or directly achieving the objectives and targets eg the officers appointed to develop Green Transport Plans
undertaking physical spot checks
initiating investigations into cases of non compJiance and
- taking the necessary permanent corrective actions
16 Emergencies and contingencies Section 447 of the Standard
IS0 14001 requires an organisation to maintain documented procedures to
e identify potential accidents and emergencies which may arise from hazardous processes and the handling or disposal of dangerous materials
e minimise any environmental impacts resulting from these incidents and
e periodically test such procedures if practicable
Such procedures may already be in place under the Control of Substances Hazardous to Health (COSHH) and Control of Industrial Major Accidents and Hazards (CIMAH) - see the Register of Regulatory Requirements These should if effective be formally adopted and recorded in the EMS documentation Inform directly involved people and contractors and provide additional trzining where the work requires
e complicated monitoring maintenance or inspection routines
e the co-ordination of several operations or
e business continuity plans
17 Monitoring and measuring Section 451 of the Standard
Monitoring and measuring are necessary to test whether the organisation is achieving its objectives and targets and whether the procedures for operational control are effective
Check if systems (with correct procedures) exist for regularly monitoring and measuring
performance against objectives and targets
implementation of operational controls
compliance with the law
Note Always try to build on existing systems to save time and eort
i a
18 Correcting for non-control or non compliance Section 452 of the Standard
IS0 14001 requires procedures for identifying and correcting non compliance In office based organisations this is most likely to result from a failure to meet performance levels or the malfunctioning of the EMS itself (eg ambiguous procedures) rather than through a major process failure which can cause environmental damage
Ensure that the procedures
0 identify the cause of non-conformance
0 identify and implement the necessary corrective action
0 implement or modify controls necessary to avoid future repetitions
0 record any changes in written procedures resulting from the corrective action
0 record any significant environmental impacts arising from the non compliance
0 are included in the manual and other documentation
19 Records Section 453 of the Standard
EMS records are kept to
0 demonstrate compliance with the requirements of your EMS and legislation
0 determine the extent to which targets and objectives have been met in line with your organisations overall environment policy and
0 provide evidence of the on-going operation of the system
Include in your record system
0 reports of audit and reviews
0 training
0 details of any failures to comply with policy and regulations and corrective actions
details of any complaints and the corrective actions taken 0
inspection and maintenance reports
0 information on emergency preparedness and response
quantities of materials collected for recycling or dispose as waste
19
0 meter data for gas electricity and water
licenses and other legal documents ~~~ ~ ~~ ~~~~~~ ~~~~~~ ~~
0
0 communications with suppliers contractors and general public
a notes or minutes of meetings
other relevant records
Establish and record retention times for the records kept and protect them against damage deterioration or loss They may be stored in paper or electronic form or both
Ensure that records kept by other parts of the organisation such as facilities managers and procurement officers are cross referenced with those held centrally
20 Environmental audit Section 454 of the Standard
The purpose of an EMS audit is to assess whether the system conforms to the requirements of the environmental policy and other criteria such as relevant legislation and regulations and if certification is sought IS0 14001
IS0 14001 requires you to
establish and maintain programmes and procedures for lsquo)eriodicaf[y rdquo auditing the EMS
0 base the audit programme on the environmental importance of the activity concerned and the results of previous audits
0 cover the audit scope frequency and methodologies as well as the responsibilities and requirements for conducting audits and reporting results
Intemal audits
Select an audit team of about 3 to 4 persons Ensure that the team members have
0 no direct management responsibility for the part of the organisation being audited
0 sufficient knowledge and expertise to carry it out especially in the areas of
management systems auditing
relevant EMS standards
offices facilities and plant
industry knowledge ( i f appropriate)
environmental legislation and issues
20
Preparation
Prepare ~~ ~
audit checklists which should list all the EMS procedures relevant to the area under review (procedures may vary between different operational areas)
documents for recording non compliance and
a timetable for the audit programme
Gather reference information about the area such as plans COSHH assessments lists of procedures and records Inform managers and people at the site of the timing of the audit its objectives and what is expected from them You will need their co-operation if the audit is to be conducted efficiently and effectively
Getting the most from the audit
Use the audit to
help your organisation develop a framework for conducting its own internal environmental audits and management reviews
maintain increased environmental awareness and a sense of responsibility among people and contractors
determine whether the EMS has been properly implemented and maintained Check that the EMS complies with
the requirements of IS0 14001
the manuals and work instructions of the EMS
your organisations environmental policy objectives and targets
evaluate the value of training to the environmental performance of the organisation and to the protection of the environment as a whole
Review and report
Review and assess the findings and recommendations of the audit and specify a programme for implementing any follow up actions Some actions must be taken immediately eg where a lapse in procedure has led to possible non compliance with legislative requirements
Produce the report and provide results to management Normally the report will consist of
a brief description of the audits objectives
the areas that have been audited
who was involved in auditing them
21
0 references to the source of information on which the audit findings were based
a review of the audit areas highlighting 0
non compliance Le lapses in either the content or implementation and records and
opportunities for improvement eg waste minimisation cleaner processes
Corrective action
Immediately the auditors report is approved draw up an action plan with deadlines to
correct any deficiencies (the major ones first)
0 deliver improvements
ensure everyone is aware of their commitments
0 reassure senior managers that the recommendations are being acted upon and
0 put in place any procedures which are necessary to prevent a repeat of the non compliance
Frequency of audits
Audit all parts of the EMS about every two to three years except in areas with particularly significant environmental impacts Audit these more frequently
Extemal audits
You might wish to pay for audits - see Section 22 on Certification
21 Management review Section 46 of the Standard
The review measures the effectiveness of the system It is an opportunity for the Management Representative and senior management to review the EMS structure and to evaluate the organisations environmental policies objectives targets and procedures to determine
0 whether they are being followed
0 whether they remain suitable adequate and effective
0 where changes are necessary to secure continual improvement and
0 if the EMS is achieving its overall objectives and helping the organisation meet its business goals
The scope of the review should be comprehensive though not all the elements of the EMS need to be reviewed at once The process may extend over a period of time
22
Frequency of reviews
Every one or two years is probably sufficient for most office based organisations However the frequency of reviews will depend on
0 how successfully the EMS is running (see Annex E)
e the significance of the environmental impacts
whether there have been any changes in activities or circumstances eg the contracting out of say facilities management
e whether any extemal issues of importance have arisen eg new or revised regulations changes in Government policies new initiatives from Green Ministers
Review team
Ensure that
0 a team is appointed comprising of individuals with either executive responsibility or specialist responsibility
e the team is provided with all the information necessary to effectively review the EMS such as
internal and extemal audits
environmental policy objectives and targets
operational controls
environmental manual
non compliance reports
concems expressed by relevant parties
0 the sites to be covered by the review are clearly defined
0 direct and indirect impacts are covered and both positive and negative impacts
0 time is provided for the team to look at broader issues relating to your EMS eg new legislation policies technologies and techniques
0 what has happened in the past is covered eg incidents of non compliance and corrective action taken
time is allowed for writing the report which should outline
the scope of the review
23
methods used
details of findings and
recommendations
the recommendations
highlight the areas of the EMS where improvements are required
name the individual who should implement them
the actions resulting from the review are monitored and recorded and
any improvements which can be made to the model framework for greening government operations bee section 6 above) are notified to DETRrsquos Energy and Environment Best Practice Division The address is given at the back of this guide
21 Certification
IS0 14001 allows organisations to make a self declaration of compliance to the requirements of the standard if they do not want to get the EMS formally registered
The certification process provides a mechanism through which organisations can demonstrate their commitment to environmental protection The need to demonstrate this commitment will depend upon stakeholder requirements eg Management Boards Ministers Parliament
Certification for compliance with the standard in the UK is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) The accredited certifiers must in turn have met certain pre-determined criteria to be accredited by UKAS
Certification to IS0 14001 is a two stage process involving
(1) an initial assessment
(2) main assessment
Initial assessment
The objective is to gain an understanding of
0 your EMS in the context of relevant environmental impacts and regulations
0 whether you are fully prepared for assessment
The certification body will
0 check that your EMS
has the commitment of senior management
is based on a proper evaluation of your environmental aspects and impacts
24
meets legislative and regulatory requirements
is intended to control and improve the organisations environmental performance and
is auditable
assess the reliability of your internal audit
plan and allocate resources for further document review (where required for the main assessment) and
provide you with a document explaining what further action you must take
Main assessment
The certifier will ask to see a copy of your organisations environmental manual and procedures to determine whether your organisation is ready for the main assessment The main assessment - involving a site visit from the auditor - is the final stage in the certification process Its main purpose is to
confirm what is written actually represents what is occurring in practice
e confirm that the EMS complies with all the elements of IS0 14001
determine whether the EMS is to achieve and is achieving improvements in environmental performance and regulatory compliance and
confirm that your organisation is complying with its own policies and procedures
This means that the certifier must focus on your organisations
identification and evaluation of its environmental impacts
consequent objectives and targets
performance monitoring measuring reporting and review against your objectives and targets and
auditing to ensure the EMSS effectiveness
Generally an organisation will only fail the certification process at this stage if the corrective actions demanded by the certifier were not completed during the permitted period
The award of an IS0 14001 certificate does not complete the process The certifier will maintain a cycle of continuing assessments to ensure that the EMS complies with the standard and that it can demonstrate continual improvement in its environmental performance The trick is to ensure that the certification process does not impose excessive documentation requirements on your organisation Your system is there to help your organisation - not to make the role of the certifier easier
Certification - because of differing performance objectives - is not sufficient to demonstrate performance improvements This is why the European Unions Eco-Management and Audit Scheme (EMAS) requires organisations to produce an environmental statement
25
22 Environmental Statement
IS0 14001 does not require an environmental statement Although i t does require reports on performance to be made to top management for review and as a basis for improving the EMS
The publication of an environmental statement provides evidence that an organisation is committed to improving its environmental performance What goes in it is a matter for the organisation
Decide
what to communicate
how to communicate it
to whom to communicate it (ie stakeholders eg MPs Ministers Audit bodies)
how to elicit positive feedback and thereby reap a positive reward
Ensure that the statement
is kept simple consistent relevant and balanced (with any necessary detailed information included in annexes)
briefly describes your organisationrsquos activities
contains reliable and accurate information
summarises objectives targets impacts and other relevant issues
highlights the progress you are making
covers good and bad news in a positive manner
gives the name of the accredited certifier
avoids jargon and
is bound and all the pages are numbered
Energy and Environment Best Practice Division (EEBP) November 1998
26
Annex A
I S 0 STANDARDS CLOSELY ASSOCIATED WITH IS0 14001
denotes publication
Environmental Management
IS0 14002 - General guidelines on special considerations for small and medium enterprises
IS0 14004 - General Guidance on Principles Systems and Supporting Techniques Gives practicable help on the design development and maintenance of an EMS
Environmental Auditing
ISO14010 - General Principles Defines the scope of the audit and provides a framework for the structure and format of the audit report
IS0 14011 - Audit Procedures Auditing of Environmental Management Systems Explains the planning and conduct of an EMS audit and gives advice for example on its objectives the roles and responsibilities of those involved and the preparation and documentation of the report
IS0 14012 - Qualifications Cnteria for Environmental Auditors Provides guidance on the minimum qualifications for auditors and how to evaluate their suitability
IS014015 - Guidelines of Environmental Site Assessments
Environmental labels and declarations
IS0 14020 - Environmental labels and declarations - general principles
IS0 14021 - Environmental labelling - self declaration environmental claims - terms and conditions
IS0 14022 - Environmental claims - self declaration environmental claims - symbols
IS0 14023 - Environmental labelling - self declaration environmental claims - testing and verification methodologies
IS0 14024 - Environmental labelling type I - general principles and procedures
IS0 14025 - Environmental labelling type 111 - general principles and procedures
27
Environmental PerjGonnance
IS0 14031 - Environmental Perfonnance Evaluation Explains how to identify suitable environmental indicators for measuring performance against policies objectives and targets
IS0 14032 - Technical report type 3 - Environmental Performance Evaluation - case studies illustrating the use of IS0 14031
Life CycZe Assessments
IS0 14040 - Life cycle assessment - principles and framework
IS014041 - Life Cycle Assessment - life cycle inventory analysis
IS014042 - Life Cycle Assessment - impact assessment
IS0 14043 - Life Cycle Assessment - interpretation
IS014049 - Technical report type 3 - life cycle assessment - examples of the application of IS0 14041
Terms Q Definitions
IS0 14050 - Environmental Management Vocabulary Summarises the terms and definitions used in the IS0 14000 series of standards
Sectors
IS014061 - Technical report type 3 - guidance to assist forestry organisations in the use of IS0 14001 and 14004
28
Annex B
EXAMPLE LEGISLATION SHEET
CATEGORY waste TYPE OF ACTIVITY Duty of Care
LEGISLATION Environmental Protection Act 1990 part 11 Environmental Protection (Duty of Care) Regulations 1991
DETAIL Persons concerned with controlled waste are under a DUTY OF CARE to 1) Prevent any other person committing the offence of depositing disposing or recovering controlled waste without a waste management licence or in a manner likely to cause harm to health or the environment 2) prevent the escape of waste 3) ensure that waste is transferred to an authorised person or to a person authorised to transport waste and 4) ensure the waste is accompanied by a written description (a TRANSFER NOTE) The note must include a description of the waste and details of the parties involved in the transfer It is not necessary if a consignment note is required Further information and a model transfer note can be found in ldquoWaste Management and the Duty of Care A Code of Practicerdquo Also DETRrsquos lsquoWaste Guide advice to Government Departmentsrsquo
PENALTY It is an offence to contravene the Duty of Care requirement Summary conviction - up to euro5000 Conviction on indictment - Unlimited fine Enforcement authority - Environment Agency has an interest in muring the Duty of Care is complied with Anyone may bring a prosecution
WHERE APPLICABLE Current Waste Carrier Licences must be obtained for all waste contractors eg hose that remove paper glass and cans for recycling general waste classified waste scrap metal waste citchen oil clinical waste Transfer notes to obtained for all of the above)
j MONTH REVIEW OF COMPLIANCE An audit of waste licences and transfer notes was carried out on 20598 All licences were found to be current - licence for Contractor X had expired on 31398 and a valid eplacement had been obtained from them Transfer notes had been issued on an individual basis for each ollection of paper for recycling scrap metal waste kitchen oil Annual transfer notes were current for Fenera1 waste classified waste and clinical waste Full compliance with legislation
ZOMPLETED BY REVIEWED BY (EMS team)
iame Name Jnit Date
)ate
29
Annex C
Methodology for determining significant aspects
Important This annex supports steps 5 and 6 of the guide and should be read in conjunction with it and not be used as a stand alone document Some terms such as ldquonormal operating conditions rsquorsquo are defined in the guide itsecf
This methodology was developed to help Government departments determine their significant aspects It supports the requirements of IS0 14001 and EMAS
The methodology is divided into
1) determining significant aspects and
2) maintaining a register of significant aspects
Nore IS0 14001 does not require an organisation to maintain a register of signijkant aspects But it helps to support the documentation of the EMS
Steps for determining significant aspects
Step I define activi9 product and services
Divide the Government Department or Unit into its organisational or management structure - if this has not already been done at the planning stage of the EMS
Identify activities products or services according to existing management structure or sections of the organisation Include in the list of activities operations of the section process unit or building identified
List the activities products and services
List all activities products and services including those initially identified as possibly not having much of an impact on the environment
Step 2 Identfy the environmental aspects associated with each activity prodirct or service
Note I S 0 14001 defines an environmental aspect as an element of an organisationrsquos activiv product or service which can have a beneficial or adverse impact on the environment
30
Inputs
Identify and list the environmental aspects for each activity in terms of inputs for example
energy use (electricity fuel renewable other) water consumption (mains grey other) use of fuels (petroleum diesel alternatives other) land use (natural habitats open space landscapes sensitive areas agriculture other) use of raw or secondary materials (chemicals oils aggregates metals plastic paper other) procured services from suppliers use of natural resources
outputs
Identify and list the environmental aspects for each activity in terms of its outputs for example
wastes and byproducts generated (handling storage and transportation) discharges to water courses sewers or drains (controlled or uncontrolled) impacts on land (contamination natural habitats open space agriculture sensitive areas) discharge of thermal energy generation of noise dust odour or vibration transport products (packaging transport use and disposal) impacts on natural resources and ecosystems including wildlife impacts on built environment visual impact public (influence education regulation enforcement other)
Important Identia both the Direct and Indirect (service) aspects for the organisation Direct aspects arise from every day operations such as water consumption Indirect aspects anie from the servicesprovided by the organisation such as regulatory inspections in the commercial sector
Step 3 IdentifL the associated environmental impact of the aspects
Note IS0 14001 defines an ldquoenvironmental impactrdquo as the change which takesplace in the environment as a result of the aspect
Identify the associated environmental impacts for each aspect of the activity Environmental impacts are the actual or potential change to the environment as a result of the aspect and can be local regional or global in scale For example
31
injury to wildlife destruction of natural habitat conservation of energy waste minimisation
contamination of soil or water release of carbon dioxide to the atmosphere
reduction in vehicle emissions and other pollutants
Notes 1 The Swedish approach on EMSs in Government cover (1) direct) of internal activities (eg conserving water and energy) direct impacts of external activities (eg road construction and defence) and indirect impacts of external activities (eg regulations permits funding system)
2 Canada s system of sustainable development encompasses policies programmes and operations with federal departments working to merge instruments such as Environmental Impact Assessments with EMSs
Table showing examples of activities products and services with their associated aspects and environmental impacts
Activity Product or Service
Activity River maintenance activities
~- Product Annual Environmental Report
Service Regulating Major Industries
Environmental Aspect
Potential for accidental pollution incident
Use of paper
Environmental improvement
Associated Environmental Impact
Deoxygenating of watercourse oil spills contaminating water silt discolouring watercourse fish kill
Misuses of natural resources Destruction of habitats Pollution from production processes
Reduction in emissions reduction in pollution
conserving resources reduction in waste
incidents
Important Environmental aspects can be positive or negative Actual andpotential future aspects must be evaluated
32
Step 4 Determine the significance of the environmental impacts
Use the scoring system in the assessment tool (at the end of this Annex) to calculate the significance of each aspect or impact identified The tool is based on ldquodescriptiverdquo as well as ldquorisk basedrdquo criteria
Each aspect or impact should receive a score for the following factors
1) description of impact 2) likelihood of occurrence 3) likelihood of detection 4) severity of consequence or nuisance
Once a score is determined for all four criteria add them altogether to obtain a ldquosignificance ldquofactor The higher the score the more significant the environmental aspect
Determine the threshold of what score warrants a ldquohighrdquo significance value based on the nature of your organisationrsquos operations and the concerns of its stakeholders
Register of significant aspects
Document the aspects in a ldquoRegister of Significant Aspectsrdquo which should include a summary of the methodology used to determine the ldquosignificancerdquo values The Register should include at least the following
activity identified environmental aspect environmental impact
ldquosignificancerdquo value assigned
cross reference to the register of legislative requirements description of the effect criteria chosen
cross reference to applicable EMS procedures
Completion of the Register
Once the Register is complete work can begin in setting specific objectives and targets for each significant aspect identified
Important Ensure that the register of legislative requirements is complete (or at least that the applicable legislative requirements are identijled for each activiy and aspect) before determining the signijkance of the
organisationrsquos aspects and impacts
33
Assessment tool for determining significance of environmental aspects and impacts (see step 4 of the guide)
Description of Effect
Negligible or no impact No breach of legislation Emergency situations would cause a breach of policy or procedures
Rank Likelihood of
occurrence
0 None
~ Verysmall impact Immediate action possible Emergency situations would cause a breach of legislation Results in breach of own policy or procedures under abnormal conditions
I 1 Very low
Small impact Results in breach of legislation under abnormal conditions Results in breach of own policy or procedures under normal conditions
Moderate impact
Severe impact
Extensive impact
Activity has impact under normal operating conditions Results in breach of legislation under abnormal conditions No previous breach of legislation
Results in breach of legislation under abnormal conditions History of past breaches of legislation
Results in breach of legislation under normal operating conditions History of past breaches of legislation
2 Low
3 Moderate
4 High
5 Very high
Note Stakeholder concerns are not included in the description criteria Each organisation shouId tailor these criteria to take account of the concerns of stakeholder the public or interestedparties
34
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
Guide to Environmentally Preferable IT Equipment
Guide to Green Transport Plans
Waste Guide - Advice for Government Departments
Prepare a list of environmental impacts for each unit and discuss it with operational managers key people and other interested parties such as contractors and suppliers
6 Determining the organisationrsquos significant impacts Section 431 of the Standard
Concentrate on those impacts which can secure the biggest improvements in your organisationrsquos environmental performance A general rule of thumb is that 20 of your activities will account for 80 of the environmental impacts The process involves assessing the significance of each activity and then prioritising actions on those which have the biggest environmental impact
There are two major components of ldquosignificancerdquo The Local Government Management Board which developed LA-EMAS defined them as
Importance - the frequency with which the environment is affected by the activity balanced against the severity of the impact when it occurs The higher the frequency and severity the bigger the score and the higher the priority
Influence the balance between the influence which an organisation potentially could exert to control an impact against the degree to which this influence is being exerted The more influence an organisation has over a particular significant impact the easier it is to reduce it
Assessments of significance will depend on several factors eg potential regulatory exposure difficulties in changing the impact financial implications (costs and savings) concern of stakeholders and the effect on the public image of the organisation from complaints and a bad press
Determine the significance of each of the environmental impacts under
Normal Operating Conditions Le under routine operating procedures
Abnormal Operating Conditions ie where there are planned deviations from normal procedures eg starting boilers up following a prolonged shutdown
Incidents or Accidents Le unplanned events having effects beyond those normally encountered eg a burst water mains
Note Take account of the influence ofpast site activities which for example resulted in contamination of water and land and which could arise in thefiiture
Use a proven methodology such as the one at Annex C to evaluate the significance of each activity or process Other examples are given on the Department of the Environment Transport and the Region rsquo s web site h ftpw w w environment detrgo v uwgreeninglgghome h tm
8
7 Environmental Policy Statement Section A2 of the Standard
The Environmental Policy Statement is the comerstone of an EMS It should
state the aims and principles of action for tackling the significant impacts of your organisations activities on the environment and
e enable management to communicate its environmental priorities to employees contractors and other interested parties
Model framework
DETR with help from other Government departments has already produced a model policy statement for greening operations which Green Ministers are encouraging their Departments to adopt or adapt to meet their specific circumstances Use it to form the basis of your organisations environmental policy - a copy is on DETRs web site for greening government
Once compiled check that your policy statement
e clearly describes the area(s) and functions of the organisation to which it applies
is appropriate to the nature scale and significant environmental impacts of your organisations activities products and services
e includes a commitment to continual improvement
e includes a commitment to prevent pollution and to comply with relevant environmental legislation and regulations and other obligations on the organisation
Note Legal requirements include multi-lateral environmental agreements such as the Montreal Protocol on phasing out ozone depleting substances Other obligations may include Agenda 21 codes ofpractice and best practice guides
e provides a framework for setting and reviewing environmental objectives and targets
e contains views of stakeholders such as Green Ministers suppliers and contractors
covers risk reduction eg protection of water courses from spills
is compatible with health and safety policies
promotes sustainability by working with others to develop viable solutions to economic social and environmental problems
contains a commitment to train employees and promotes improvement to their environmental performance
is sufficiently clear to be understood by internal and external interested parties
9
8 is dated and signed by senior management communicated to all employees and made available to the public
Note It is not essential to make thepolicy statement available to the public but a decision must be recorded in the documentation to show that this was considered
8 Objectives and targets Section 433 of the Standard
Draw up objectives and measurable targets in consultation with key managers and their people and where relevant suppliers and contractors All should be involved in setting objectives and targets for their particular field or activity This is a good way of ensuring that they are
8 owned by stakeholders
0 appropriate to the areas of operation and
8 achievable
Check that the objectives and targets
0 address the most significant environmental impacts
0 comply with entries in the Register of Regulatory Requirements
meet the aims of your organisations environmental policies 8
8 provide for continuing improvement in overall environmental performance
8 are SMART Le specific measurable (wherever practicable) achievable realistic and time-limited
0 take preventative measures into account where appropriate
8 are practicable (taking account of economic constraints) and act as an incentive for action not as a source of demoralisation
Note IS0 14001 asks organisations when considering their technological options to consider the use of best available technology where economically viable cost effective and judged appropriate
8 refer to other relevant policies standards and codes of reference and
8 reflect the concerns of other stakeholders such as Green Ministers
NOTE The model framework (see section 7) contains a series of aims and objectives designed primarily for office based Government departments More detailed targets are given in the model improvement programme which is also on DETRs web site for greening Government andprovides the means of implementing the statement
Regularly review your objectives and targets and ensure that your policy statement is updated to reflect any changes in activities and priorities More information on objectives is given in Annex D
10
Draft I S 0 14031 Guidelines for Environmental Performance Evaluation (EPE) provides advice on how to identify suitable environmental indicators to enable performance to be measured or monitored against criteria set by management
9 Environmental Management Programme Section 434 of the Standard
The management programme is designed to implement the environmental management system It consists of a number of procedures such as
How the environmental policy will be implemented
How the objectives and targets will be achieved
Environmental review of new activities
How communication will be covered
For each of the above elements an action plan should be established and documented describing
who is responsible for managing the actions
who is responsible for undertaking the work including contractors
what action needs to be taken ie the procedure
what is the timescale and means
how will compliance with this programme be achieved
who will monitor compliance
DETRs model improvement programme for greening government operations provides a good starting point for developing an environmental management programme
11
EXAMPLE OF MANAGEMENT PROGRAMME SHEET
Management Representative
Miss Jones and Mr Bro wn
Mr Smith
Mrs Green
Objective To extend the amount of recycled paper bought in the Division in accordance with Departmental targcts
responsible for the management of the programme to achieve this target by holding meetings with Mrs Green on a 6 monthly basis
responsible for ordering the paper for the Division
responsible for setting up a call off contract for the purchase of recycled paper which will include the specification for management information regarding the type and quantity of paper purchased
responsible for training the stationery ordering staff 1998
October 1998 April 1999
as required
This contract will be set up by end April 1998
in the first week of May
Target To ensure all staff are aware of and act upon the Departmentrsquos policy to purchase only recycled paper containing at least 80 genuine post consumer waste (including agri-pulp) except where the Directorate of Communication authorises the use of special paper
responsible for obtaining the management information issued to Mr Smith and assessing compliance with the procedures
Name 1 Responsibility I Date
July 1998 October 1998 January 1999 April 1999
Mrs Green for issuing written instructions to stationery ordering staff
May 1998 (re-issue November 1998)
Mrs Green
10 Responsibilities and resources Section 441 of the Standard
IS0 14001 requires top management to provide staff time funds and other resources essential to the implementation and control of the EMS This means
a clearly defining and documenting the roles and responsibilities for all people whose work comes under the management programme
e appointing a senior manager to oversee the development of the EMS and to ensure that performance is evaluated against the requirements of the environmental policy and
providing the Management Representative (see step 2) with the necessary authority and support
12
Most parts of an organisation will already have management systems in place including management responsibilities and individual duties These should be adapted in consultation with line management For example to include
a environmental responsibilities in job descriptions where appropriate
a information on environmental responsibilities in management manual records
a clear instructions for people including contractors with specific responsibilities
11 Training and raising awareness Section 442 of the Standard
Training is crucial to the success of an EMS Attempting to introduce an EMS without firsf trying to make people aware of their responsibilities and equipping them with necessary skills leads to frustration and impotent action Training can also bring other benefits by
a stemming breaches in regulatory consents and authorisations (most of which result from human error rather than equipment failure)
a stimulating people into developing new ideas and
a improving the effectiveness of the EMS eg in terms of conserving resources reducing waste and saving money
Determining training levels
Determine the target audience and level of training required by asking such questions as
a Do people fully understand the content and implications of your organisationrsquos environmental policy
a Do managers fully understand how the EMS provides controls over your organisationrsquos significant environmental impacts
a Do operators understand the environmental impacts of their activities on the environment and have access to up to date information
a Is there a general awareness of the
relationship between energy use and the environment
need to minimise waste by maximising reduction reuse and recycling
Expanding competency
Training should expand the environmental competency and knowledge of people including contractors Ensure that it covers the
a importance of conformance with policy procedures and the EMS
13
~~ ~ ~ ~~ significant environmental impacts (actual and potential)
roles and responsibilities of people in achieving conformance
0 potential consequences of failure to follow operating procedures and
merits of improving environmental performance
Training options
Job specific training should cover people and contractors whose work is covered by environmental regulations or is concemed with achieving the environmental objectives and targets eg in procurement and estate and facilities management This might include
1 Formal courses for
0 developing environmental awareness for all
building an understanding of the EMS for managers and key people which explains what the organisation is seeking to achieve and why
explaining work instructions and developing technical skills for specialists operators and those who are responsible for significant environmental impacts
2 Informal on the job training for
helping an employee to do the job correctly safely and effectively
3 Informal training
distance leaming packages
news sheets
in-house newsletters etc
Other methods
Look at other methods of raising awareness such as
vocational training
continuously updated information on Intranet and Internet web sites
0 presentation of a policy statement and environmental reports to each employee
0 participation in Green Teams
0 internal seminars workshops talks and lectures
14
video presentations and
external seminars workshops and conferences
Evaluation
Regularly evaluate training to assess its value to the environmental performance of the organisation
Use compliance audits or audits of the EMS to identify deficiencies resulting from inadequate or lack of training
Training organisations
The UKs Institute of Environmental Managers have designed a Best Practice Programme to help managers put the theory of environmental management into practice
12 Communications Section 443 of the Standard
Check if suitable systems exist for communicatingbetween the various levels and functions of an organisation and with external interested parties
Where necessary establish and maintain procedures to make people and contractors aware of
(a) the importance of conforming to policy procedures and the EMS
(b) the significant environmental impacts (actual and potential)
(c) their roles and responsibilities in achieving conformance and
(d) the potential consequences of departing from specified procedures
Intemal reporting
Reporting on environmental performance is essential in determining improvement over time
Decide
what to communicate
how to communicate it
to whom to communicate i t (eg Management Board Green Ministers Parliamentary Environmental Audit Committee OECD)
Note You must documentyour decision on whom to communicate it to in the Management Manual
how to elicit positive feedback and response and thereby reap a positive reward (the 3 Rs Report-Response-Reward)
15
Note IS0 14031 Guidelines fo r Environmental Performance Evaluation (EPE) provides advice on reporting and communicating EPE information to management employees and interested parties
13 Management manual and related documents Section 444 of the Standard
Senior management should decide the format of the documentation which must demonstrate compliance with the requirements of the EMS and that objectives and targets are being met The documents must be readily identifiable and periodically reviewed and revised Normally they will consist of
Policy statement
Environmental management (or improvement) programme and procedures
Local action plans containing objectives and targets
Register of Significant Environmental Impacts
Register of Regulatory Requirements
Site emergency plans
Work instructions for managing a particular activity or issue
Health and safety instructions
Organisational charts
System Manual
IS0 14001 stipulates that the documentation may be integrated with documentation from other systems implemented by the organisation It does not have to be in the form of a single manual although this tends to be normal practice
The manual is a key document for third party assessment It should provide the principle source of reference for the EMS and as such be relevant to the organisations activities It can cover an entire operation a building Division Directorate or entire Department etc
Ensure that the manual
is concise and well structured (with sub divisions for key areas)
contains a brief introduction to your organisation and its activities
outlines your organisations environmental policies
summarises your significant environmental impacts objectives and targets and the management programme
16
~~ defines key roles and responsibilities
identifies the role of the management representative
indicates how the requirements of IS0 14001 will be met
cross references procedures eg work instructions and other relevant documentation
highlights any emergency plans (eg for spillages)
14 Document control Section 445 of the Standard
The primary purpose of document control is to ensure that the right people have the right information at the right time in the right place Avoid complex document control systems Create and maintain only those documents which are necessary to implement the EMS and achieve improvements in environmental performance
Ensure that
the documents are assigned to the appropriate unit or job title and can be easily found
the documents are periodically reviewed revised as necessary and approved as adequate by authorised people
0 current versions are available at all locations where operations essential to the effective functioning of the environmental management system are performed
obsolete documents are promptly removed from all points of use
any obsolete documents retained for legal or other purposes are suitably identified
all pages are numbered dated and fully referenced
15 Operational control Section 446 of the Standard
This provides the means of keeping control of the system Ensure good control of critical activities by making sure you
check whether requirements are met and where necessary making any necessary corrections
provide key people with work instructions which are identifiable current and available on location
make contractors and suppliers aware of your organisations EMS as i t relates to them
17
e provide contractors with details of relevant operational procedures and requirements
give details of verification methods employed in your manual and work instructions e
e identify the person or persons responsible for
overseeing or directly achieving the objectives and targets eg the officers appointed to develop Green Transport Plans
undertaking physical spot checks
initiating investigations into cases of non compJiance and
- taking the necessary permanent corrective actions
16 Emergencies and contingencies Section 447 of the Standard
IS0 14001 requires an organisation to maintain documented procedures to
e identify potential accidents and emergencies which may arise from hazardous processes and the handling or disposal of dangerous materials
e minimise any environmental impacts resulting from these incidents and
e periodically test such procedures if practicable
Such procedures may already be in place under the Control of Substances Hazardous to Health (COSHH) and Control of Industrial Major Accidents and Hazards (CIMAH) - see the Register of Regulatory Requirements These should if effective be formally adopted and recorded in the EMS documentation Inform directly involved people and contractors and provide additional trzining where the work requires
e complicated monitoring maintenance or inspection routines
e the co-ordination of several operations or
e business continuity plans
17 Monitoring and measuring Section 451 of the Standard
Monitoring and measuring are necessary to test whether the organisation is achieving its objectives and targets and whether the procedures for operational control are effective
Check if systems (with correct procedures) exist for regularly monitoring and measuring
performance against objectives and targets
implementation of operational controls
compliance with the law
Note Always try to build on existing systems to save time and eort
i a
18 Correcting for non-control or non compliance Section 452 of the Standard
IS0 14001 requires procedures for identifying and correcting non compliance In office based organisations this is most likely to result from a failure to meet performance levels or the malfunctioning of the EMS itself (eg ambiguous procedures) rather than through a major process failure which can cause environmental damage
Ensure that the procedures
0 identify the cause of non-conformance
0 identify and implement the necessary corrective action
0 implement or modify controls necessary to avoid future repetitions
0 record any changes in written procedures resulting from the corrective action
0 record any significant environmental impacts arising from the non compliance
0 are included in the manual and other documentation
19 Records Section 453 of the Standard
EMS records are kept to
0 demonstrate compliance with the requirements of your EMS and legislation
0 determine the extent to which targets and objectives have been met in line with your organisations overall environment policy and
0 provide evidence of the on-going operation of the system
Include in your record system
0 reports of audit and reviews
0 training
0 details of any failures to comply with policy and regulations and corrective actions
details of any complaints and the corrective actions taken 0
inspection and maintenance reports
0 information on emergency preparedness and response
quantities of materials collected for recycling or dispose as waste
19
0 meter data for gas electricity and water
licenses and other legal documents ~~~ ~ ~~ ~~~~~~ ~~~~~~ ~~
0
0 communications with suppliers contractors and general public
a notes or minutes of meetings
other relevant records
Establish and record retention times for the records kept and protect them against damage deterioration or loss They may be stored in paper or electronic form or both
Ensure that records kept by other parts of the organisation such as facilities managers and procurement officers are cross referenced with those held centrally
20 Environmental audit Section 454 of the Standard
The purpose of an EMS audit is to assess whether the system conforms to the requirements of the environmental policy and other criteria such as relevant legislation and regulations and if certification is sought IS0 14001
IS0 14001 requires you to
establish and maintain programmes and procedures for lsquo)eriodicaf[y rdquo auditing the EMS
0 base the audit programme on the environmental importance of the activity concerned and the results of previous audits
0 cover the audit scope frequency and methodologies as well as the responsibilities and requirements for conducting audits and reporting results
Intemal audits
Select an audit team of about 3 to 4 persons Ensure that the team members have
0 no direct management responsibility for the part of the organisation being audited
0 sufficient knowledge and expertise to carry it out especially in the areas of
management systems auditing
relevant EMS standards
offices facilities and plant
industry knowledge ( i f appropriate)
environmental legislation and issues
20
Preparation
Prepare ~~ ~
audit checklists which should list all the EMS procedures relevant to the area under review (procedures may vary between different operational areas)
documents for recording non compliance and
a timetable for the audit programme
Gather reference information about the area such as plans COSHH assessments lists of procedures and records Inform managers and people at the site of the timing of the audit its objectives and what is expected from them You will need their co-operation if the audit is to be conducted efficiently and effectively
Getting the most from the audit
Use the audit to
help your organisation develop a framework for conducting its own internal environmental audits and management reviews
maintain increased environmental awareness and a sense of responsibility among people and contractors
determine whether the EMS has been properly implemented and maintained Check that the EMS complies with
the requirements of IS0 14001
the manuals and work instructions of the EMS
your organisations environmental policy objectives and targets
evaluate the value of training to the environmental performance of the organisation and to the protection of the environment as a whole
Review and report
Review and assess the findings and recommendations of the audit and specify a programme for implementing any follow up actions Some actions must be taken immediately eg where a lapse in procedure has led to possible non compliance with legislative requirements
Produce the report and provide results to management Normally the report will consist of
a brief description of the audits objectives
the areas that have been audited
who was involved in auditing them
21
0 references to the source of information on which the audit findings were based
a review of the audit areas highlighting 0
non compliance Le lapses in either the content or implementation and records and
opportunities for improvement eg waste minimisation cleaner processes
Corrective action
Immediately the auditors report is approved draw up an action plan with deadlines to
correct any deficiencies (the major ones first)
0 deliver improvements
ensure everyone is aware of their commitments
0 reassure senior managers that the recommendations are being acted upon and
0 put in place any procedures which are necessary to prevent a repeat of the non compliance
Frequency of audits
Audit all parts of the EMS about every two to three years except in areas with particularly significant environmental impacts Audit these more frequently
Extemal audits
You might wish to pay for audits - see Section 22 on Certification
21 Management review Section 46 of the Standard
The review measures the effectiveness of the system It is an opportunity for the Management Representative and senior management to review the EMS structure and to evaluate the organisations environmental policies objectives targets and procedures to determine
0 whether they are being followed
0 whether they remain suitable adequate and effective
0 where changes are necessary to secure continual improvement and
0 if the EMS is achieving its overall objectives and helping the organisation meet its business goals
The scope of the review should be comprehensive though not all the elements of the EMS need to be reviewed at once The process may extend over a period of time
22
Frequency of reviews
Every one or two years is probably sufficient for most office based organisations However the frequency of reviews will depend on
0 how successfully the EMS is running (see Annex E)
e the significance of the environmental impacts
whether there have been any changes in activities or circumstances eg the contracting out of say facilities management
e whether any extemal issues of importance have arisen eg new or revised regulations changes in Government policies new initiatives from Green Ministers
Review team
Ensure that
0 a team is appointed comprising of individuals with either executive responsibility or specialist responsibility
e the team is provided with all the information necessary to effectively review the EMS such as
internal and extemal audits
environmental policy objectives and targets
operational controls
environmental manual
non compliance reports
concems expressed by relevant parties
0 the sites to be covered by the review are clearly defined
0 direct and indirect impacts are covered and both positive and negative impacts
0 time is provided for the team to look at broader issues relating to your EMS eg new legislation policies technologies and techniques
0 what has happened in the past is covered eg incidents of non compliance and corrective action taken
time is allowed for writing the report which should outline
the scope of the review
23
methods used
details of findings and
recommendations
the recommendations
highlight the areas of the EMS where improvements are required
name the individual who should implement them
the actions resulting from the review are monitored and recorded and
any improvements which can be made to the model framework for greening government operations bee section 6 above) are notified to DETRrsquos Energy and Environment Best Practice Division The address is given at the back of this guide
21 Certification
IS0 14001 allows organisations to make a self declaration of compliance to the requirements of the standard if they do not want to get the EMS formally registered
The certification process provides a mechanism through which organisations can demonstrate their commitment to environmental protection The need to demonstrate this commitment will depend upon stakeholder requirements eg Management Boards Ministers Parliament
Certification for compliance with the standard in the UK is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) The accredited certifiers must in turn have met certain pre-determined criteria to be accredited by UKAS
Certification to IS0 14001 is a two stage process involving
(1) an initial assessment
(2) main assessment
Initial assessment
The objective is to gain an understanding of
0 your EMS in the context of relevant environmental impacts and regulations
0 whether you are fully prepared for assessment
The certification body will
0 check that your EMS
has the commitment of senior management
is based on a proper evaluation of your environmental aspects and impacts
24
meets legislative and regulatory requirements
is intended to control and improve the organisations environmental performance and
is auditable
assess the reliability of your internal audit
plan and allocate resources for further document review (where required for the main assessment) and
provide you with a document explaining what further action you must take
Main assessment
The certifier will ask to see a copy of your organisations environmental manual and procedures to determine whether your organisation is ready for the main assessment The main assessment - involving a site visit from the auditor - is the final stage in the certification process Its main purpose is to
confirm what is written actually represents what is occurring in practice
e confirm that the EMS complies with all the elements of IS0 14001
determine whether the EMS is to achieve and is achieving improvements in environmental performance and regulatory compliance and
confirm that your organisation is complying with its own policies and procedures
This means that the certifier must focus on your organisations
identification and evaluation of its environmental impacts
consequent objectives and targets
performance monitoring measuring reporting and review against your objectives and targets and
auditing to ensure the EMSS effectiveness
Generally an organisation will only fail the certification process at this stage if the corrective actions demanded by the certifier were not completed during the permitted period
The award of an IS0 14001 certificate does not complete the process The certifier will maintain a cycle of continuing assessments to ensure that the EMS complies with the standard and that it can demonstrate continual improvement in its environmental performance The trick is to ensure that the certification process does not impose excessive documentation requirements on your organisation Your system is there to help your organisation - not to make the role of the certifier easier
Certification - because of differing performance objectives - is not sufficient to demonstrate performance improvements This is why the European Unions Eco-Management and Audit Scheme (EMAS) requires organisations to produce an environmental statement
25
22 Environmental Statement
IS0 14001 does not require an environmental statement Although i t does require reports on performance to be made to top management for review and as a basis for improving the EMS
The publication of an environmental statement provides evidence that an organisation is committed to improving its environmental performance What goes in it is a matter for the organisation
Decide
what to communicate
how to communicate it
to whom to communicate it (ie stakeholders eg MPs Ministers Audit bodies)
how to elicit positive feedback and thereby reap a positive reward
Ensure that the statement
is kept simple consistent relevant and balanced (with any necessary detailed information included in annexes)
briefly describes your organisationrsquos activities
contains reliable and accurate information
summarises objectives targets impacts and other relevant issues
highlights the progress you are making
covers good and bad news in a positive manner
gives the name of the accredited certifier
avoids jargon and
is bound and all the pages are numbered
Energy and Environment Best Practice Division (EEBP) November 1998
26
Annex A
I S 0 STANDARDS CLOSELY ASSOCIATED WITH IS0 14001
denotes publication
Environmental Management
IS0 14002 - General guidelines on special considerations for small and medium enterprises
IS0 14004 - General Guidance on Principles Systems and Supporting Techniques Gives practicable help on the design development and maintenance of an EMS
Environmental Auditing
ISO14010 - General Principles Defines the scope of the audit and provides a framework for the structure and format of the audit report
IS0 14011 - Audit Procedures Auditing of Environmental Management Systems Explains the planning and conduct of an EMS audit and gives advice for example on its objectives the roles and responsibilities of those involved and the preparation and documentation of the report
IS0 14012 - Qualifications Cnteria for Environmental Auditors Provides guidance on the minimum qualifications for auditors and how to evaluate their suitability
IS014015 - Guidelines of Environmental Site Assessments
Environmental labels and declarations
IS0 14020 - Environmental labels and declarations - general principles
IS0 14021 - Environmental labelling - self declaration environmental claims - terms and conditions
IS0 14022 - Environmental claims - self declaration environmental claims - symbols
IS0 14023 - Environmental labelling - self declaration environmental claims - testing and verification methodologies
IS0 14024 - Environmental labelling type I - general principles and procedures
IS0 14025 - Environmental labelling type 111 - general principles and procedures
27
Environmental PerjGonnance
IS0 14031 - Environmental Perfonnance Evaluation Explains how to identify suitable environmental indicators for measuring performance against policies objectives and targets
IS0 14032 - Technical report type 3 - Environmental Performance Evaluation - case studies illustrating the use of IS0 14031
Life CycZe Assessments
IS0 14040 - Life cycle assessment - principles and framework
IS014041 - Life Cycle Assessment - life cycle inventory analysis
IS014042 - Life Cycle Assessment - impact assessment
IS0 14043 - Life Cycle Assessment - interpretation
IS014049 - Technical report type 3 - life cycle assessment - examples of the application of IS0 14041
Terms Q Definitions
IS0 14050 - Environmental Management Vocabulary Summarises the terms and definitions used in the IS0 14000 series of standards
Sectors
IS014061 - Technical report type 3 - guidance to assist forestry organisations in the use of IS0 14001 and 14004
28
Annex B
EXAMPLE LEGISLATION SHEET
CATEGORY waste TYPE OF ACTIVITY Duty of Care
LEGISLATION Environmental Protection Act 1990 part 11 Environmental Protection (Duty of Care) Regulations 1991
DETAIL Persons concerned with controlled waste are under a DUTY OF CARE to 1) Prevent any other person committing the offence of depositing disposing or recovering controlled waste without a waste management licence or in a manner likely to cause harm to health or the environment 2) prevent the escape of waste 3) ensure that waste is transferred to an authorised person or to a person authorised to transport waste and 4) ensure the waste is accompanied by a written description (a TRANSFER NOTE) The note must include a description of the waste and details of the parties involved in the transfer It is not necessary if a consignment note is required Further information and a model transfer note can be found in ldquoWaste Management and the Duty of Care A Code of Practicerdquo Also DETRrsquos lsquoWaste Guide advice to Government Departmentsrsquo
PENALTY It is an offence to contravene the Duty of Care requirement Summary conviction - up to euro5000 Conviction on indictment - Unlimited fine Enforcement authority - Environment Agency has an interest in muring the Duty of Care is complied with Anyone may bring a prosecution
WHERE APPLICABLE Current Waste Carrier Licences must be obtained for all waste contractors eg hose that remove paper glass and cans for recycling general waste classified waste scrap metal waste citchen oil clinical waste Transfer notes to obtained for all of the above)
j MONTH REVIEW OF COMPLIANCE An audit of waste licences and transfer notes was carried out on 20598 All licences were found to be current - licence for Contractor X had expired on 31398 and a valid eplacement had been obtained from them Transfer notes had been issued on an individual basis for each ollection of paper for recycling scrap metal waste kitchen oil Annual transfer notes were current for Fenera1 waste classified waste and clinical waste Full compliance with legislation
ZOMPLETED BY REVIEWED BY (EMS team)
iame Name Jnit Date
)ate
29
Annex C
Methodology for determining significant aspects
Important This annex supports steps 5 and 6 of the guide and should be read in conjunction with it and not be used as a stand alone document Some terms such as ldquonormal operating conditions rsquorsquo are defined in the guide itsecf
This methodology was developed to help Government departments determine their significant aspects It supports the requirements of IS0 14001 and EMAS
The methodology is divided into
1) determining significant aspects and
2) maintaining a register of significant aspects
Nore IS0 14001 does not require an organisation to maintain a register of signijkant aspects But it helps to support the documentation of the EMS
Steps for determining significant aspects
Step I define activi9 product and services
Divide the Government Department or Unit into its organisational or management structure - if this has not already been done at the planning stage of the EMS
Identify activities products or services according to existing management structure or sections of the organisation Include in the list of activities operations of the section process unit or building identified
List the activities products and services
List all activities products and services including those initially identified as possibly not having much of an impact on the environment
Step 2 Identfy the environmental aspects associated with each activity prodirct or service
Note I S 0 14001 defines an environmental aspect as an element of an organisationrsquos activiv product or service which can have a beneficial or adverse impact on the environment
30
Inputs
Identify and list the environmental aspects for each activity in terms of inputs for example
energy use (electricity fuel renewable other) water consumption (mains grey other) use of fuels (petroleum diesel alternatives other) land use (natural habitats open space landscapes sensitive areas agriculture other) use of raw or secondary materials (chemicals oils aggregates metals plastic paper other) procured services from suppliers use of natural resources
outputs
Identify and list the environmental aspects for each activity in terms of its outputs for example
wastes and byproducts generated (handling storage and transportation) discharges to water courses sewers or drains (controlled or uncontrolled) impacts on land (contamination natural habitats open space agriculture sensitive areas) discharge of thermal energy generation of noise dust odour or vibration transport products (packaging transport use and disposal) impacts on natural resources and ecosystems including wildlife impacts on built environment visual impact public (influence education regulation enforcement other)
Important Identia both the Direct and Indirect (service) aspects for the organisation Direct aspects arise from every day operations such as water consumption Indirect aspects anie from the servicesprovided by the organisation such as regulatory inspections in the commercial sector
Step 3 IdentifL the associated environmental impact of the aspects
Note IS0 14001 defines an ldquoenvironmental impactrdquo as the change which takesplace in the environment as a result of the aspect
Identify the associated environmental impacts for each aspect of the activity Environmental impacts are the actual or potential change to the environment as a result of the aspect and can be local regional or global in scale For example
31
injury to wildlife destruction of natural habitat conservation of energy waste minimisation
contamination of soil or water release of carbon dioxide to the atmosphere
reduction in vehicle emissions and other pollutants
Notes 1 The Swedish approach on EMSs in Government cover (1) direct) of internal activities (eg conserving water and energy) direct impacts of external activities (eg road construction and defence) and indirect impacts of external activities (eg regulations permits funding system)
2 Canada s system of sustainable development encompasses policies programmes and operations with federal departments working to merge instruments such as Environmental Impact Assessments with EMSs
Table showing examples of activities products and services with their associated aspects and environmental impacts
Activity Product or Service
Activity River maintenance activities
~- Product Annual Environmental Report
Service Regulating Major Industries
Environmental Aspect
Potential for accidental pollution incident
Use of paper
Environmental improvement
Associated Environmental Impact
Deoxygenating of watercourse oil spills contaminating water silt discolouring watercourse fish kill
Misuses of natural resources Destruction of habitats Pollution from production processes
Reduction in emissions reduction in pollution
conserving resources reduction in waste
incidents
Important Environmental aspects can be positive or negative Actual andpotential future aspects must be evaluated
32
Step 4 Determine the significance of the environmental impacts
Use the scoring system in the assessment tool (at the end of this Annex) to calculate the significance of each aspect or impact identified The tool is based on ldquodescriptiverdquo as well as ldquorisk basedrdquo criteria
Each aspect or impact should receive a score for the following factors
1) description of impact 2) likelihood of occurrence 3) likelihood of detection 4) severity of consequence or nuisance
Once a score is determined for all four criteria add them altogether to obtain a ldquosignificance ldquofactor The higher the score the more significant the environmental aspect
Determine the threshold of what score warrants a ldquohighrdquo significance value based on the nature of your organisationrsquos operations and the concerns of its stakeholders
Register of significant aspects
Document the aspects in a ldquoRegister of Significant Aspectsrdquo which should include a summary of the methodology used to determine the ldquosignificancerdquo values The Register should include at least the following
activity identified environmental aspect environmental impact
ldquosignificancerdquo value assigned
cross reference to the register of legislative requirements description of the effect criteria chosen
cross reference to applicable EMS procedures
Completion of the Register
Once the Register is complete work can begin in setting specific objectives and targets for each significant aspect identified
Important Ensure that the register of legislative requirements is complete (or at least that the applicable legislative requirements are identijled for each activiy and aspect) before determining the signijkance of the
organisationrsquos aspects and impacts
33
Assessment tool for determining significance of environmental aspects and impacts (see step 4 of the guide)
Description of Effect
Negligible or no impact No breach of legislation Emergency situations would cause a breach of policy or procedures
Rank Likelihood of
occurrence
0 None
~ Verysmall impact Immediate action possible Emergency situations would cause a breach of legislation Results in breach of own policy or procedures under abnormal conditions
I 1 Very low
Small impact Results in breach of legislation under abnormal conditions Results in breach of own policy or procedures under normal conditions
Moderate impact
Severe impact
Extensive impact
Activity has impact under normal operating conditions Results in breach of legislation under abnormal conditions No previous breach of legislation
Results in breach of legislation under abnormal conditions History of past breaches of legislation
Results in breach of legislation under normal operating conditions History of past breaches of legislation
2 Low
3 Moderate
4 High
5 Very high
Note Stakeholder concerns are not included in the description criteria Each organisation shouId tailor these criteria to take account of the concerns of stakeholder the public or interestedparties
34
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
7 Environmental Policy Statement Section A2 of the Standard
The Environmental Policy Statement is the comerstone of an EMS It should
state the aims and principles of action for tackling the significant impacts of your organisations activities on the environment and
e enable management to communicate its environmental priorities to employees contractors and other interested parties
Model framework
DETR with help from other Government departments has already produced a model policy statement for greening operations which Green Ministers are encouraging their Departments to adopt or adapt to meet their specific circumstances Use it to form the basis of your organisations environmental policy - a copy is on DETRs web site for greening government
Once compiled check that your policy statement
e clearly describes the area(s) and functions of the organisation to which it applies
is appropriate to the nature scale and significant environmental impacts of your organisations activities products and services
e includes a commitment to continual improvement
e includes a commitment to prevent pollution and to comply with relevant environmental legislation and regulations and other obligations on the organisation
Note Legal requirements include multi-lateral environmental agreements such as the Montreal Protocol on phasing out ozone depleting substances Other obligations may include Agenda 21 codes ofpractice and best practice guides
e provides a framework for setting and reviewing environmental objectives and targets
e contains views of stakeholders such as Green Ministers suppliers and contractors
covers risk reduction eg protection of water courses from spills
is compatible with health and safety policies
promotes sustainability by working with others to develop viable solutions to economic social and environmental problems
contains a commitment to train employees and promotes improvement to their environmental performance
is sufficiently clear to be understood by internal and external interested parties
9
8 is dated and signed by senior management communicated to all employees and made available to the public
Note It is not essential to make thepolicy statement available to the public but a decision must be recorded in the documentation to show that this was considered
8 Objectives and targets Section 433 of the Standard
Draw up objectives and measurable targets in consultation with key managers and their people and where relevant suppliers and contractors All should be involved in setting objectives and targets for their particular field or activity This is a good way of ensuring that they are
8 owned by stakeholders
0 appropriate to the areas of operation and
8 achievable
Check that the objectives and targets
0 address the most significant environmental impacts
0 comply with entries in the Register of Regulatory Requirements
meet the aims of your organisations environmental policies 8
8 provide for continuing improvement in overall environmental performance
8 are SMART Le specific measurable (wherever practicable) achievable realistic and time-limited
0 take preventative measures into account where appropriate
8 are practicable (taking account of economic constraints) and act as an incentive for action not as a source of demoralisation
Note IS0 14001 asks organisations when considering their technological options to consider the use of best available technology where economically viable cost effective and judged appropriate
8 refer to other relevant policies standards and codes of reference and
8 reflect the concerns of other stakeholders such as Green Ministers
NOTE The model framework (see section 7) contains a series of aims and objectives designed primarily for office based Government departments More detailed targets are given in the model improvement programme which is also on DETRs web site for greening Government andprovides the means of implementing the statement
Regularly review your objectives and targets and ensure that your policy statement is updated to reflect any changes in activities and priorities More information on objectives is given in Annex D
10
Draft I S 0 14031 Guidelines for Environmental Performance Evaluation (EPE) provides advice on how to identify suitable environmental indicators to enable performance to be measured or monitored against criteria set by management
9 Environmental Management Programme Section 434 of the Standard
The management programme is designed to implement the environmental management system It consists of a number of procedures such as
How the environmental policy will be implemented
How the objectives and targets will be achieved
Environmental review of new activities
How communication will be covered
For each of the above elements an action plan should be established and documented describing
who is responsible for managing the actions
who is responsible for undertaking the work including contractors
what action needs to be taken ie the procedure
what is the timescale and means
how will compliance with this programme be achieved
who will monitor compliance
DETRs model improvement programme for greening government operations provides a good starting point for developing an environmental management programme
11
EXAMPLE OF MANAGEMENT PROGRAMME SHEET
Management Representative
Miss Jones and Mr Bro wn
Mr Smith
Mrs Green
Objective To extend the amount of recycled paper bought in the Division in accordance with Departmental targcts
responsible for the management of the programme to achieve this target by holding meetings with Mrs Green on a 6 monthly basis
responsible for ordering the paper for the Division
responsible for setting up a call off contract for the purchase of recycled paper which will include the specification for management information regarding the type and quantity of paper purchased
responsible for training the stationery ordering staff 1998
October 1998 April 1999
as required
This contract will be set up by end April 1998
in the first week of May
Target To ensure all staff are aware of and act upon the Departmentrsquos policy to purchase only recycled paper containing at least 80 genuine post consumer waste (including agri-pulp) except where the Directorate of Communication authorises the use of special paper
responsible for obtaining the management information issued to Mr Smith and assessing compliance with the procedures
Name 1 Responsibility I Date
July 1998 October 1998 January 1999 April 1999
Mrs Green for issuing written instructions to stationery ordering staff
May 1998 (re-issue November 1998)
Mrs Green
10 Responsibilities and resources Section 441 of the Standard
IS0 14001 requires top management to provide staff time funds and other resources essential to the implementation and control of the EMS This means
a clearly defining and documenting the roles and responsibilities for all people whose work comes under the management programme
e appointing a senior manager to oversee the development of the EMS and to ensure that performance is evaluated against the requirements of the environmental policy and
providing the Management Representative (see step 2) with the necessary authority and support
12
Most parts of an organisation will already have management systems in place including management responsibilities and individual duties These should be adapted in consultation with line management For example to include
a environmental responsibilities in job descriptions where appropriate
a information on environmental responsibilities in management manual records
a clear instructions for people including contractors with specific responsibilities
11 Training and raising awareness Section 442 of the Standard
Training is crucial to the success of an EMS Attempting to introduce an EMS without firsf trying to make people aware of their responsibilities and equipping them with necessary skills leads to frustration and impotent action Training can also bring other benefits by
a stemming breaches in regulatory consents and authorisations (most of which result from human error rather than equipment failure)
a stimulating people into developing new ideas and
a improving the effectiveness of the EMS eg in terms of conserving resources reducing waste and saving money
Determining training levels
Determine the target audience and level of training required by asking such questions as
a Do people fully understand the content and implications of your organisationrsquos environmental policy
a Do managers fully understand how the EMS provides controls over your organisationrsquos significant environmental impacts
a Do operators understand the environmental impacts of their activities on the environment and have access to up to date information
a Is there a general awareness of the
relationship between energy use and the environment
need to minimise waste by maximising reduction reuse and recycling
Expanding competency
Training should expand the environmental competency and knowledge of people including contractors Ensure that it covers the
a importance of conformance with policy procedures and the EMS
13
~~ ~ ~ ~~ significant environmental impacts (actual and potential)
roles and responsibilities of people in achieving conformance
0 potential consequences of failure to follow operating procedures and
merits of improving environmental performance
Training options
Job specific training should cover people and contractors whose work is covered by environmental regulations or is concemed with achieving the environmental objectives and targets eg in procurement and estate and facilities management This might include
1 Formal courses for
0 developing environmental awareness for all
building an understanding of the EMS for managers and key people which explains what the organisation is seeking to achieve and why
explaining work instructions and developing technical skills for specialists operators and those who are responsible for significant environmental impacts
2 Informal on the job training for
helping an employee to do the job correctly safely and effectively
3 Informal training
distance leaming packages
news sheets
in-house newsletters etc
Other methods
Look at other methods of raising awareness such as
vocational training
continuously updated information on Intranet and Internet web sites
0 presentation of a policy statement and environmental reports to each employee
0 participation in Green Teams
0 internal seminars workshops talks and lectures
14
video presentations and
external seminars workshops and conferences
Evaluation
Regularly evaluate training to assess its value to the environmental performance of the organisation
Use compliance audits or audits of the EMS to identify deficiencies resulting from inadequate or lack of training
Training organisations
The UKs Institute of Environmental Managers have designed a Best Practice Programme to help managers put the theory of environmental management into practice
12 Communications Section 443 of the Standard
Check if suitable systems exist for communicatingbetween the various levels and functions of an organisation and with external interested parties
Where necessary establish and maintain procedures to make people and contractors aware of
(a) the importance of conforming to policy procedures and the EMS
(b) the significant environmental impacts (actual and potential)
(c) their roles and responsibilities in achieving conformance and
(d) the potential consequences of departing from specified procedures
Intemal reporting
Reporting on environmental performance is essential in determining improvement over time
Decide
what to communicate
how to communicate it
to whom to communicate i t (eg Management Board Green Ministers Parliamentary Environmental Audit Committee OECD)
Note You must documentyour decision on whom to communicate it to in the Management Manual
how to elicit positive feedback and response and thereby reap a positive reward (the 3 Rs Report-Response-Reward)
15
Note IS0 14031 Guidelines fo r Environmental Performance Evaluation (EPE) provides advice on reporting and communicating EPE information to management employees and interested parties
13 Management manual and related documents Section 444 of the Standard
Senior management should decide the format of the documentation which must demonstrate compliance with the requirements of the EMS and that objectives and targets are being met The documents must be readily identifiable and periodically reviewed and revised Normally they will consist of
Policy statement
Environmental management (or improvement) programme and procedures
Local action plans containing objectives and targets
Register of Significant Environmental Impacts
Register of Regulatory Requirements
Site emergency plans
Work instructions for managing a particular activity or issue
Health and safety instructions
Organisational charts
System Manual
IS0 14001 stipulates that the documentation may be integrated with documentation from other systems implemented by the organisation It does not have to be in the form of a single manual although this tends to be normal practice
The manual is a key document for third party assessment It should provide the principle source of reference for the EMS and as such be relevant to the organisations activities It can cover an entire operation a building Division Directorate or entire Department etc
Ensure that the manual
is concise and well structured (with sub divisions for key areas)
contains a brief introduction to your organisation and its activities
outlines your organisations environmental policies
summarises your significant environmental impacts objectives and targets and the management programme
16
~~ defines key roles and responsibilities
identifies the role of the management representative
indicates how the requirements of IS0 14001 will be met
cross references procedures eg work instructions and other relevant documentation
highlights any emergency plans (eg for spillages)
14 Document control Section 445 of the Standard
The primary purpose of document control is to ensure that the right people have the right information at the right time in the right place Avoid complex document control systems Create and maintain only those documents which are necessary to implement the EMS and achieve improvements in environmental performance
Ensure that
the documents are assigned to the appropriate unit or job title and can be easily found
the documents are periodically reviewed revised as necessary and approved as adequate by authorised people
0 current versions are available at all locations where operations essential to the effective functioning of the environmental management system are performed
obsolete documents are promptly removed from all points of use
any obsolete documents retained for legal or other purposes are suitably identified
all pages are numbered dated and fully referenced
15 Operational control Section 446 of the Standard
This provides the means of keeping control of the system Ensure good control of critical activities by making sure you
check whether requirements are met and where necessary making any necessary corrections
provide key people with work instructions which are identifiable current and available on location
make contractors and suppliers aware of your organisations EMS as i t relates to them
17
e provide contractors with details of relevant operational procedures and requirements
give details of verification methods employed in your manual and work instructions e
e identify the person or persons responsible for
overseeing or directly achieving the objectives and targets eg the officers appointed to develop Green Transport Plans
undertaking physical spot checks
initiating investigations into cases of non compJiance and
- taking the necessary permanent corrective actions
16 Emergencies and contingencies Section 447 of the Standard
IS0 14001 requires an organisation to maintain documented procedures to
e identify potential accidents and emergencies which may arise from hazardous processes and the handling or disposal of dangerous materials
e minimise any environmental impacts resulting from these incidents and
e periodically test such procedures if practicable
Such procedures may already be in place under the Control of Substances Hazardous to Health (COSHH) and Control of Industrial Major Accidents and Hazards (CIMAH) - see the Register of Regulatory Requirements These should if effective be formally adopted and recorded in the EMS documentation Inform directly involved people and contractors and provide additional trzining where the work requires
e complicated monitoring maintenance or inspection routines
e the co-ordination of several operations or
e business continuity plans
17 Monitoring and measuring Section 451 of the Standard
Monitoring and measuring are necessary to test whether the organisation is achieving its objectives and targets and whether the procedures for operational control are effective
Check if systems (with correct procedures) exist for regularly monitoring and measuring
performance against objectives and targets
implementation of operational controls
compliance with the law
Note Always try to build on existing systems to save time and eort
i a
18 Correcting for non-control or non compliance Section 452 of the Standard
IS0 14001 requires procedures for identifying and correcting non compliance In office based organisations this is most likely to result from a failure to meet performance levels or the malfunctioning of the EMS itself (eg ambiguous procedures) rather than through a major process failure which can cause environmental damage
Ensure that the procedures
0 identify the cause of non-conformance
0 identify and implement the necessary corrective action
0 implement or modify controls necessary to avoid future repetitions
0 record any changes in written procedures resulting from the corrective action
0 record any significant environmental impacts arising from the non compliance
0 are included in the manual and other documentation
19 Records Section 453 of the Standard
EMS records are kept to
0 demonstrate compliance with the requirements of your EMS and legislation
0 determine the extent to which targets and objectives have been met in line with your organisations overall environment policy and
0 provide evidence of the on-going operation of the system
Include in your record system
0 reports of audit and reviews
0 training
0 details of any failures to comply with policy and regulations and corrective actions
details of any complaints and the corrective actions taken 0
inspection and maintenance reports
0 information on emergency preparedness and response
quantities of materials collected for recycling or dispose as waste
19
0 meter data for gas electricity and water
licenses and other legal documents ~~~ ~ ~~ ~~~~~~ ~~~~~~ ~~
0
0 communications with suppliers contractors and general public
a notes or minutes of meetings
other relevant records
Establish and record retention times for the records kept and protect them against damage deterioration or loss They may be stored in paper or electronic form or both
Ensure that records kept by other parts of the organisation such as facilities managers and procurement officers are cross referenced with those held centrally
20 Environmental audit Section 454 of the Standard
The purpose of an EMS audit is to assess whether the system conforms to the requirements of the environmental policy and other criteria such as relevant legislation and regulations and if certification is sought IS0 14001
IS0 14001 requires you to
establish and maintain programmes and procedures for lsquo)eriodicaf[y rdquo auditing the EMS
0 base the audit programme on the environmental importance of the activity concerned and the results of previous audits
0 cover the audit scope frequency and methodologies as well as the responsibilities and requirements for conducting audits and reporting results
Intemal audits
Select an audit team of about 3 to 4 persons Ensure that the team members have
0 no direct management responsibility for the part of the organisation being audited
0 sufficient knowledge and expertise to carry it out especially in the areas of
management systems auditing
relevant EMS standards
offices facilities and plant
industry knowledge ( i f appropriate)
environmental legislation and issues
20
Preparation
Prepare ~~ ~
audit checklists which should list all the EMS procedures relevant to the area under review (procedures may vary between different operational areas)
documents for recording non compliance and
a timetable for the audit programme
Gather reference information about the area such as plans COSHH assessments lists of procedures and records Inform managers and people at the site of the timing of the audit its objectives and what is expected from them You will need their co-operation if the audit is to be conducted efficiently and effectively
Getting the most from the audit
Use the audit to
help your organisation develop a framework for conducting its own internal environmental audits and management reviews
maintain increased environmental awareness and a sense of responsibility among people and contractors
determine whether the EMS has been properly implemented and maintained Check that the EMS complies with
the requirements of IS0 14001
the manuals and work instructions of the EMS
your organisations environmental policy objectives and targets
evaluate the value of training to the environmental performance of the organisation and to the protection of the environment as a whole
Review and report
Review and assess the findings and recommendations of the audit and specify a programme for implementing any follow up actions Some actions must be taken immediately eg where a lapse in procedure has led to possible non compliance with legislative requirements
Produce the report and provide results to management Normally the report will consist of
a brief description of the audits objectives
the areas that have been audited
who was involved in auditing them
21
0 references to the source of information on which the audit findings were based
a review of the audit areas highlighting 0
non compliance Le lapses in either the content or implementation and records and
opportunities for improvement eg waste minimisation cleaner processes
Corrective action
Immediately the auditors report is approved draw up an action plan with deadlines to
correct any deficiencies (the major ones first)
0 deliver improvements
ensure everyone is aware of their commitments
0 reassure senior managers that the recommendations are being acted upon and
0 put in place any procedures which are necessary to prevent a repeat of the non compliance
Frequency of audits
Audit all parts of the EMS about every two to three years except in areas with particularly significant environmental impacts Audit these more frequently
Extemal audits
You might wish to pay for audits - see Section 22 on Certification
21 Management review Section 46 of the Standard
The review measures the effectiveness of the system It is an opportunity for the Management Representative and senior management to review the EMS structure and to evaluate the organisations environmental policies objectives targets and procedures to determine
0 whether they are being followed
0 whether they remain suitable adequate and effective
0 where changes are necessary to secure continual improvement and
0 if the EMS is achieving its overall objectives and helping the organisation meet its business goals
The scope of the review should be comprehensive though not all the elements of the EMS need to be reviewed at once The process may extend over a period of time
22
Frequency of reviews
Every one or two years is probably sufficient for most office based organisations However the frequency of reviews will depend on
0 how successfully the EMS is running (see Annex E)
e the significance of the environmental impacts
whether there have been any changes in activities or circumstances eg the contracting out of say facilities management
e whether any extemal issues of importance have arisen eg new or revised regulations changes in Government policies new initiatives from Green Ministers
Review team
Ensure that
0 a team is appointed comprising of individuals with either executive responsibility or specialist responsibility
e the team is provided with all the information necessary to effectively review the EMS such as
internal and extemal audits
environmental policy objectives and targets
operational controls
environmental manual
non compliance reports
concems expressed by relevant parties
0 the sites to be covered by the review are clearly defined
0 direct and indirect impacts are covered and both positive and negative impacts
0 time is provided for the team to look at broader issues relating to your EMS eg new legislation policies technologies and techniques
0 what has happened in the past is covered eg incidents of non compliance and corrective action taken
time is allowed for writing the report which should outline
the scope of the review
23
methods used
details of findings and
recommendations
the recommendations
highlight the areas of the EMS where improvements are required
name the individual who should implement them
the actions resulting from the review are monitored and recorded and
any improvements which can be made to the model framework for greening government operations bee section 6 above) are notified to DETRrsquos Energy and Environment Best Practice Division The address is given at the back of this guide
21 Certification
IS0 14001 allows organisations to make a self declaration of compliance to the requirements of the standard if they do not want to get the EMS formally registered
The certification process provides a mechanism through which organisations can demonstrate their commitment to environmental protection The need to demonstrate this commitment will depend upon stakeholder requirements eg Management Boards Ministers Parliament
Certification for compliance with the standard in the UK is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) The accredited certifiers must in turn have met certain pre-determined criteria to be accredited by UKAS
Certification to IS0 14001 is a two stage process involving
(1) an initial assessment
(2) main assessment
Initial assessment
The objective is to gain an understanding of
0 your EMS in the context of relevant environmental impacts and regulations
0 whether you are fully prepared for assessment
The certification body will
0 check that your EMS
has the commitment of senior management
is based on a proper evaluation of your environmental aspects and impacts
24
meets legislative and regulatory requirements
is intended to control and improve the organisations environmental performance and
is auditable
assess the reliability of your internal audit
plan and allocate resources for further document review (where required for the main assessment) and
provide you with a document explaining what further action you must take
Main assessment
The certifier will ask to see a copy of your organisations environmental manual and procedures to determine whether your organisation is ready for the main assessment The main assessment - involving a site visit from the auditor - is the final stage in the certification process Its main purpose is to
confirm what is written actually represents what is occurring in practice
e confirm that the EMS complies with all the elements of IS0 14001
determine whether the EMS is to achieve and is achieving improvements in environmental performance and regulatory compliance and
confirm that your organisation is complying with its own policies and procedures
This means that the certifier must focus on your organisations
identification and evaluation of its environmental impacts
consequent objectives and targets
performance monitoring measuring reporting and review against your objectives and targets and
auditing to ensure the EMSS effectiveness
Generally an organisation will only fail the certification process at this stage if the corrective actions demanded by the certifier were not completed during the permitted period
The award of an IS0 14001 certificate does not complete the process The certifier will maintain a cycle of continuing assessments to ensure that the EMS complies with the standard and that it can demonstrate continual improvement in its environmental performance The trick is to ensure that the certification process does not impose excessive documentation requirements on your organisation Your system is there to help your organisation - not to make the role of the certifier easier
Certification - because of differing performance objectives - is not sufficient to demonstrate performance improvements This is why the European Unions Eco-Management and Audit Scheme (EMAS) requires organisations to produce an environmental statement
25
22 Environmental Statement
IS0 14001 does not require an environmental statement Although i t does require reports on performance to be made to top management for review and as a basis for improving the EMS
The publication of an environmental statement provides evidence that an organisation is committed to improving its environmental performance What goes in it is a matter for the organisation
Decide
what to communicate
how to communicate it
to whom to communicate it (ie stakeholders eg MPs Ministers Audit bodies)
how to elicit positive feedback and thereby reap a positive reward
Ensure that the statement
is kept simple consistent relevant and balanced (with any necessary detailed information included in annexes)
briefly describes your organisationrsquos activities
contains reliable and accurate information
summarises objectives targets impacts and other relevant issues
highlights the progress you are making
covers good and bad news in a positive manner
gives the name of the accredited certifier
avoids jargon and
is bound and all the pages are numbered
Energy and Environment Best Practice Division (EEBP) November 1998
26
Annex A
I S 0 STANDARDS CLOSELY ASSOCIATED WITH IS0 14001
denotes publication
Environmental Management
IS0 14002 - General guidelines on special considerations for small and medium enterprises
IS0 14004 - General Guidance on Principles Systems and Supporting Techniques Gives practicable help on the design development and maintenance of an EMS
Environmental Auditing
ISO14010 - General Principles Defines the scope of the audit and provides a framework for the structure and format of the audit report
IS0 14011 - Audit Procedures Auditing of Environmental Management Systems Explains the planning and conduct of an EMS audit and gives advice for example on its objectives the roles and responsibilities of those involved and the preparation and documentation of the report
IS0 14012 - Qualifications Cnteria for Environmental Auditors Provides guidance on the minimum qualifications for auditors and how to evaluate their suitability
IS014015 - Guidelines of Environmental Site Assessments
Environmental labels and declarations
IS0 14020 - Environmental labels and declarations - general principles
IS0 14021 - Environmental labelling - self declaration environmental claims - terms and conditions
IS0 14022 - Environmental claims - self declaration environmental claims - symbols
IS0 14023 - Environmental labelling - self declaration environmental claims - testing and verification methodologies
IS0 14024 - Environmental labelling type I - general principles and procedures
IS0 14025 - Environmental labelling type 111 - general principles and procedures
27
Environmental PerjGonnance
IS0 14031 - Environmental Perfonnance Evaluation Explains how to identify suitable environmental indicators for measuring performance against policies objectives and targets
IS0 14032 - Technical report type 3 - Environmental Performance Evaluation - case studies illustrating the use of IS0 14031
Life CycZe Assessments
IS0 14040 - Life cycle assessment - principles and framework
IS014041 - Life Cycle Assessment - life cycle inventory analysis
IS014042 - Life Cycle Assessment - impact assessment
IS0 14043 - Life Cycle Assessment - interpretation
IS014049 - Technical report type 3 - life cycle assessment - examples of the application of IS0 14041
Terms Q Definitions
IS0 14050 - Environmental Management Vocabulary Summarises the terms and definitions used in the IS0 14000 series of standards
Sectors
IS014061 - Technical report type 3 - guidance to assist forestry organisations in the use of IS0 14001 and 14004
28
Annex B
EXAMPLE LEGISLATION SHEET
CATEGORY waste TYPE OF ACTIVITY Duty of Care
LEGISLATION Environmental Protection Act 1990 part 11 Environmental Protection (Duty of Care) Regulations 1991
DETAIL Persons concerned with controlled waste are under a DUTY OF CARE to 1) Prevent any other person committing the offence of depositing disposing or recovering controlled waste without a waste management licence or in a manner likely to cause harm to health or the environment 2) prevent the escape of waste 3) ensure that waste is transferred to an authorised person or to a person authorised to transport waste and 4) ensure the waste is accompanied by a written description (a TRANSFER NOTE) The note must include a description of the waste and details of the parties involved in the transfer It is not necessary if a consignment note is required Further information and a model transfer note can be found in ldquoWaste Management and the Duty of Care A Code of Practicerdquo Also DETRrsquos lsquoWaste Guide advice to Government Departmentsrsquo
PENALTY It is an offence to contravene the Duty of Care requirement Summary conviction - up to euro5000 Conviction on indictment - Unlimited fine Enforcement authority - Environment Agency has an interest in muring the Duty of Care is complied with Anyone may bring a prosecution
WHERE APPLICABLE Current Waste Carrier Licences must be obtained for all waste contractors eg hose that remove paper glass and cans for recycling general waste classified waste scrap metal waste citchen oil clinical waste Transfer notes to obtained for all of the above)
j MONTH REVIEW OF COMPLIANCE An audit of waste licences and transfer notes was carried out on 20598 All licences were found to be current - licence for Contractor X had expired on 31398 and a valid eplacement had been obtained from them Transfer notes had been issued on an individual basis for each ollection of paper for recycling scrap metal waste kitchen oil Annual transfer notes were current for Fenera1 waste classified waste and clinical waste Full compliance with legislation
ZOMPLETED BY REVIEWED BY (EMS team)
iame Name Jnit Date
)ate
29
Annex C
Methodology for determining significant aspects
Important This annex supports steps 5 and 6 of the guide and should be read in conjunction with it and not be used as a stand alone document Some terms such as ldquonormal operating conditions rsquorsquo are defined in the guide itsecf
This methodology was developed to help Government departments determine their significant aspects It supports the requirements of IS0 14001 and EMAS
The methodology is divided into
1) determining significant aspects and
2) maintaining a register of significant aspects
Nore IS0 14001 does not require an organisation to maintain a register of signijkant aspects But it helps to support the documentation of the EMS
Steps for determining significant aspects
Step I define activi9 product and services
Divide the Government Department or Unit into its organisational or management structure - if this has not already been done at the planning stage of the EMS
Identify activities products or services according to existing management structure or sections of the organisation Include in the list of activities operations of the section process unit or building identified
List the activities products and services
List all activities products and services including those initially identified as possibly not having much of an impact on the environment
Step 2 Identfy the environmental aspects associated with each activity prodirct or service
Note I S 0 14001 defines an environmental aspect as an element of an organisationrsquos activiv product or service which can have a beneficial or adverse impact on the environment
30
Inputs
Identify and list the environmental aspects for each activity in terms of inputs for example
energy use (electricity fuel renewable other) water consumption (mains grey other) use of fuels (petroleum diesel alternatives other) land use (natural habitats open space landscapes sensitive areas agriculture other) use of raw or secondary materials (chemicals oils aggregates metals plastic paper other) procured services from suppliers use of natural resources
outputs
Identify and list the environmental aspects for each activity in terms of its outputs for example
wastes and byproducts generated (handling storage and transportation) discharges to water courses sewers or drains (controlled or uncontrolled) impacts on land (contamination natural habitats open space agriculture sensitive areas) discharge of thermal energy generation of noise dust odour or vibration transport products (packaging transport use and disposal) impacts on natural resources and ecosystems including wildlife impacts on built environment visual impact public (influence education regulation enforcement other)
Important Identia both the Direct and Indirect (service) aspects for the organisation Direct aspects arise from every day operations such as water consumption Indirect aspects anie from the servicesprovided by the organisation such as regulatory inspections in the commercial sector
Step 3 IdentifL the associated environmental impact of the aspects
Note IS0 14001 defines an ldquoenvironmental impactrdquo as the change which takesplace in the environment as a result of the aspect
Identify the associated environmental impacts for each aspect of the activity Environmental impacts are the actual or potential change to the environment as a result of the aspect and can be local regional or global in scale For example
31
injury to wildlife destruction of natural habitat conservation of energy waste minimisation
contamination of soil or water release of carbon dioxide to the atmosphere
reduction in vehicle emissions and other pollutants
Notes 1 The Swedish approach on EMSs in Government cover (1) direct) of internal activities (eg conserving water and energy) direct impacts of external activities (eg road construction and defence) and indirect impacts of external activities (eg regulations permits funding system)
2 Canada s system of sustainable development encompasses policies programmes and operations with federal departments working to merge instruments such as Environmental Impact Assessments with EMSs
Table showing examples of activities products and services with their associated aspects and environmental impacts
Activity Product or Service
Activity River maintenance activities
~- Product Annual Environmental Report
Service Regulating Major Industries
Environmental Aspect
Potential for accidental pollution incident
Use of paper
Environmental improvement
Associated Environmental Impact
Deoxygenating of watercourse oil spills contaminating water silt discolouring watercourse fish kill
Misuses of natural resources Destruction of habitats Pollution from production processes
Reduction in emissions reduction in pollution
conserving resources reduction in waste
incidents
Important Environmental aspects can be positive or negative Actual andpotential future aspects must be evaluated
32
Step 4 Determine the significance of the environmental impacts
Use the scoring system in the assessment tool (at the end of this Annex) to calculate the significance of each aspect or impact identified The tool is based on ldquodescriptiverdquo as well as ldquorisk basedrdquo criteria
Each aspect or impact should receive a score for the following factors
1) description of impact 2) likelihood of occurrence 3) likelihood of detection 4) severity of consequence or nuisance
Once a score is determined for all four criteria add them altogether to obtain a ldquosignificance ldquofactor The higher the score the more significant the environmental aspect
Determine the threshold of what score warrants a ldquohighrdquo significance value based on the nature of your organisationrsquos operations and the concerns of its stakeholders
Register of significant aspects
Document the aspects in a ldquoRegister of Significant Aspectsrdquo which should include a summary of the methodology used to determine the ldquosignificancerdquo values The Register should include at least the following
activity identified environmental aspect environmental impact
ldquosignificancerdquo value assigned
cross reference to the register of legislative requirements description of the effect criteria chosen
cross reference to applicable EMS procedures
Completion of the Register
Once the Register is complete work can begin in setting specific objectives and targets for each significant aspect identified
Important Ensure that the register of legislative requirements is complete (or at least that the applicable legislative requirements are identijled for each activiy and aspect) before determining the signijkance of the
organisationrsquos aspects and impacts
33
Assessment tool for determining significance of environmental aspects and impacts (see step 4 of the guide)
Description of Effect
Negligible or no impact No breach of legislation Emergency situations would cause a breach of policy or procedures
Rank Likelihood of
occurrence
0 None
~ Verysmall impact Immediate action possible Emergency situations would cause a breach of legislation Results in breach of own policy or procedures under abnormal conditions
I 1 Very low
Small impact Results in breach of legislation under abnormal conditions Results in breach of own policy or procedures under normal conditions
Moderate impact
Severe impact
Extensive impact
Activity has impact under normal operating conditions Results in breach of legislation under abnormal conditions No previous breach of legislation
Results in breach of legislation under abnormal conditions History of past breaches of legislation
Results in breach of legislation under normal operating conditions History of past breaches of legislation
2 Low
3 Moderate
4 High
5 Very high
Note Stakeholder concerns are not included in the description criteria Each organisation shouId tailor these criteria to take account of the concerns of stakeholder the public or interestedparties
34
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
8 is dated and signed by senior management communicated to all employees and made available to the public
Note It is not essential to make thepolicy statement available to the public but a decision must be recorded in the documentation to show that this was considered
8 Objectives and targets Section 433 of the Standard
Draw up objectives and measurable targets in consultation with key managers and their people and where relevant suppliers and contractors All should be involved in setting objectives and targets for their particular field or activity This is a good way of ensuring that they are
8 owned by stakeholders
0 appropriate to the areas of operation and
8 achievable
Check that the objectives and targets
0 address the most significant environmental impacts
0 comply with entries in the Register of Regulatory Requirements
meet the aims of your organisations environmental policies 8
8 provide for continuing improvement in overall environmental performance
8 are SMART Le specific measurable (wherever practicable) achievable realistic and time-limited
0 take preventative measures into account where appropriate
8 are practicable (taking account of economic constraints) and act as an incentive for action not as a source of demoralisation
Note IS0 14001 asks organisations when considering their technological options to consider the use of best available technology where economically viable cost effective and judged appropriate
8 refer to other relevant policies standards and codes of reference and
8 reflect the concerns of other stakeholders such as Green Ministers
NOTE The model framework (see section 7) contains a series of aims and objectives designed primarily for office based Government departments More detailed targets are given in the model improvement programme which is also on DETRs web site for greening Government andprovides the means of implementing the statement
Regularly review your objectives and targets and ensure that your policy statement is updated to reflect any changes in activities and priorities More information on objectives is given in Annex D
10
Draft I S 0 14031 Guidelines for Environmental Performance Evaluation (EPE) provides advice on how to identify suitable environmental indicators to enable performance to be measured or monitored against criteria set by management
9 Environmental Management Programme Section 434 of the Standard
The management programme is designed to implement the environmental management system It consists of a number of procedures such as
How the environmental policy will be implemented
How the objectives and targets will be achieved
Environmental review of new activities
How communication will be covered
For each of the above elements an action plan should be established and documented describing
who is responsible for managing the actions
who is responsible for undertaking the work including contractors
what action needs to be taken ie the procedure
what is the timescale and means
how will compliance with this programme be achieved
who will monitor compliance
DETRs model improvement programme for greening government operations provides a good starting point for developing an environmental management programme
11
EXAMPLE OF MANAGEMENT PROGRAMME SHEET
Management Representative
Miss Jones and Mr Bro wn
Mr Smith
Mrs Green
Objective To extend the amount of recycled paper bought in the Division in accordance with Departmental targcts
responsible for the management of the programme to achieve this target by holding meetings with Mrs Green on a 6 monthly basis
responsible for ordering the paper for the Division
responsible for setting up a call off contract for the purchase of recycled paper which will include the specification for management information regarding the type and quantity of paper purchased
responsible for training the stationery ordering staff 1998
October 1998 April 1999
as required
This contract will be set up by end April 1998
in the first week of May
Target To ensure all staff are aware of and act upon the Departmentrsquos policy to purchase only recycled paper containing at least 80 genuine post consumer waste (including agri-pulp) except where the Directorate of Communication authorises the use of special paper
responsible for obtaining the management information issued to Mr Smith and assessing compliance with the procedures
Name 1 Responsibility I Date
July 1998 October 1998 January 1999 April 1999
Mrs Green for issuing written instructions to stationery ordering staff
May 1998 (re-issue November 1998)
Mrs Green
10 Responsibilities and resources Section 441 of the Standard
IS0 14001 requires top management to provide staff time funds and other resources essential to the implementation and control of the EMS This means
a clearly defining and documenting the roles and responsibilities for all people whose work comes under the management programme
e appointing a senior manager to oversee the development of the EMS and to ensure that performance is evaluated against the requirements of the environmental policy and
providing the Management Representative (see step 2) with the necessary authority and support
12
Most parts of an organisation will already have management systems in place including management responsibilities and individual duties These should be adapted in consultation with line management For example to include
a environmental responsibilities in job descriptions where appropriate
a information on environmental responsibilities in management manual records
a clear instructions for people including contractors with specific responsibilities
11 Training and raising awareness Section 442 of the Standard
Training is crucial to the success of an EMS Attempting to introduce an EMS without firsf trying to make people aware of their responsibilities and equipping them with necessary skills leads to frustration and impotent action Training can also bring other benefits by
a stemming breaches in regulatory consents and authorisations (most of which result from human error rather than equipment failure)
a stimulating people into developing new ideas and
a improving the effectiveness of the EMS eg in terms of conserving resources reducing waste and saving money
Determining training levels
Determine the target audience and level of training required by asking such questions as
a Do people fully understand the content and implications of your organisationrsquos environmental policy
a Do managers fully understand how the EMS provides controls over your organisationrsquos significant environmental impacts
a Do operators understand the environmental impacts of their activities on the environment and have access to up to date information
a Is there a general awareness of the
relationship between energy use and the environment
need to minimise waste by maximising reduction reuse and recycling
Expanding competency
Training should expand the environmental competency and knowledge of people including contractors Ensure that it covers the
a importance of conformance with policy procedures and the EMS
13
~~ ~ ~ ~~ significant environmental impacts (actual and potential)
roles and responsibilities of people in achieving conformance
0 potential consequences of failure to follow operating procedures and
merits of improving environmental performance
Training options
Job specific training should cover people and contractors whose work is covered by environmental regulations or is concemed with achieving the environmental objectives and targets eg in procurement and estate and facilities management This might include
1 Formal courses for
0 developing environmental awareness for all
building an understanding of the EMS for managers and key people which explains what the organisation is seeking to achieve and why
explaining work instructions and developing technical skills for specialists operators and those who are responsible for significant environmental impacts
2 Informal on the job training for
helping an employee to do the job correctly safely and effectively
3 Informal training
distance leaming packages
news sheets
in-house newsletters etc
Other methods
Look at other methods of raising awareness such as
vocational training
continuously updated information on Intranet and Internet web sites
0 presentation of a policy statement and environmental reports to each employee
0 participation in Green Teams
0 internal seminars workshops talks and lectures
14
video presentations and
external seminars workshops and conferences
Evaluation
Regularly evaluate training to assess its value to the environmental performance of the organisation
Use compliance audits or audits of the EMS to identify deficiencies resulting from inadequate or lack of training
Training organisations
The UKs Institute of Environmental Managers have designed a Best Practice Programme to help managers put the theory of environmental management into practice
12 Communications Section 443 of the Standard
Check if suitable systems exist for communicatingbetween the various levels and functions of an organisation and with external interested parties
Where necessary establish and maintain procedures to make people and contractors aware of
(a) the importance of conforming to policy procedures and the EMS
(b) the significant environmental impacts (actual and potential)
(c) their roles and responsibilities in achieving conformance and
(d) the potential consequences of departing from specified procedures
Intemal reporting
Reporting on environmental performance is essential in determining improvement over time
Decide
what to communicate
how to communicate it
to whom to communicate i t (eg Management Board Green Ministers Parliamentary Environmental Audit Committee OECD)
Note You must documentyour decision on whom to communicate it to in the Management Manual
how to elicit positive feedback and response and thereby reap a positive reward (the 3 Rs Report-Response-Reward)
15
Note IS0 14031 Guidelines fo r Environmental Performance Evaluation (EPE) provides advice on reporting and communicating EPE information to management employees and interested parties
13 Management manual and related documents Section 444 of the Standard
Senior management should decide the format of the documentation which must demonstrate compliance with the requirements of the EMS and that objectives and targets are being met The documents must be readily identifiable and periodically reviewed and revised Normally they will consist of
Policy statement
Environmental management (or improvement) programme and procedures
Local action plans containing objectives and targets
Register of Significant Environmental Impacts
Register of Regulatory Requirements
Site emergency plans
Work instructions for managing a particular activity or issue
Health and safety instructions
Organisational charts
System Manual
IS0 14001 stipulates that the documentation may be integrated with documentation from other systems implemented by the organisation It does not have to be in the form of a single manual although this tends to be normal practice
The manual is a key document for third party assessment It should provide the principle source of reference for the EMS and as such be relevant to the organisations activities It can cover an entire operation a building Division Directorate or entire Department etc
Ensure that the manual
is concise and well structured (with sub divisions for key areas)
contains a brief introduction to your organisation and its activities
outlines your organisations environmental policies
summarises your significant environmental impacts objectives and targets and the management programme
16
~~ defines key roles and responsibilities
identifies the role of the management representative
indicates how the requirements of IS0 14001 will be met
cross references procedures eg work instructions and other relevant documentation
highlights any emergency plans (eg for spillages)
14 Document control Section 445 of the Standard
The primary purpose of document control is to ensure that the right people have the right information at the right time in the right place Avoid complex document control systems Create and maintain only those documents which are necessary to implement the EMS and achieve improvements in environmental performance
Ensure that
the documents are assigned to the appropriate unit or job title and can be easily found
the documents are periodically reviewed revised as necessary and approved as adequate by authorised people
0 current versions are available at all locations where operations essential to the effective functioning of the environmental management system are performed
obsolete documents are promptly removed from all points of use
any obsolete documents retained for legal or other purposes are suitably identified
all pages are numbered dated and fully referenced
15 Operational control Section 446 of the Standard
This provides the means of keeping control of the system Ensure good control of critical activities by making sure you
check whether requirements are met and where necessary making any necessary corrections
provide key people with work instructions which are identifiable current and available on location
make contractors and suppliers aware of your organisations EMS as i t relates to them
17
e provide contractors with details of relevant operational procedures and requirements
give details of verification methods employed in your manual and work instructions e
e identify the person or persons responsible for
overseeing or directly achieving the objectives and targets eg the officers appointed to develop Green Transport Plans
undertaking physical spot checks
initiating investigations into cases of non compJiance and
- taking the necessary permanent corrective actions
16 Emergencies and contingencies Section 447 of the Standard
IS0 14001 requires an organisation to maintain documented procedures to
e identify potential accidents and emergencies which may arise from hazardous processes and the handling or disposal of dangerous materials
e minimise any environmental impacts resulting from these incidents and
e periodically test such procedures if practicable
Such procedures may already be in place under the Control of Substances Hazardous to Health (COSHH) and Control of Industrial Major Accidents and Hazards (CIMAH) - see the Register of Regulatory Requirements These should if effective be formally adopted and recorded in the EMS documentation Inform directly involved people and contractors and provide additional trzining where the work requires
e complicated monitoring maintenance or inspection routines
e the co-ordination of several operations or
e business continuity plans
17 Monitoring and measuring Section 451 of the Standard
Monitoring and measuring are necessary to test whether the organisation is achieving its objectives and targets and whether the procedures for operational control are effective
Check if systems (with correct procedures) exist for regularly monitoring and measuring
performance against objectives and targets
implementation of operational controls
compliance with the law
Note Always try to build on existing systems to save time and eort
i a
18 Correcting for non-control or non compliance Section 452 of the Standard
IS0 14001 requires procedures for identifying and correcting non compliance In office based organisations this is most likely to result from a failure to meet performance levels or the malfunctioning of the EMS itself (eg ambiguous procedures) rather than through a major process failure which can cause environmental damage
Ensure that the procedures
0 identify the cause of non-conformance
0 identify and implement the necessary corrective action
0 implement or modify controls necessary to avoid future repetitions
0 record any changes in written procedures resulting from the corrective action
0 record any significant environmental impacts arising from the non compliance
0 are included in the manual and other documentation
19 Records Section 453 of the Standard
EMS records are kept to
0 demonstrate compliance with the requirements of your EMS and legislation
0 determine the extent to which targets and objectives have been met in line with your organisations overall environment policy and
0 provide evidence of the on-going operation of the system
Include in your record system
0 reports of audit and reviews
0 training
0 details of any failures to comply with policy and regulations and corrective actions
details of any complaints and the corrective actions taken 0
inspection and maintenance reports
0 information on emergency preparedness and response
quantities of materials collected for recycling or dispose as waste
19
0 meter data for gas electricity and water
licenses and other legal documents ~~~ ~ ~~ ~~~~~~ ~~~~~~ ~~
0
0 communications with suppliers contractors and general public
a notes or minutes of meetings
other relevant records
Establish and record retention times for the records kept and protect them against damage deterioration or loss They may be stored in paper or electronic form or both
Ensure that records kept by other parts of the organisation such as facilities managers and procurement officers are cross referenced with those held centrally
20 Environmental audit Section 454 of the Standard
The purpose of an EMS audit is to assess whether the system conforms to the requirements of the environmental policy and other criteria such as relevant legislation and regulations and if certification is sought IS0 14001
IS0 14001 requires you to
establish and maintain programmes and procedures for lsquo)eriodicaf[y rdquo auditing the EMS
0 base the audit programme on the environmental importance of the activity concerned and the results of previous audits
0 cover the audit scope frequency and methodologies as well as the responsibilities and requirements for conducting audits and reporting results
Intemal audits
Select an audit team of about 3 to 4 persons Ensure that the team members have
0 no direct management responsibility for the part of the organisation being audited
0 sufficient knowledge and expertise to carry it out especially in the areas of
management systems auditing
relevant EMS standards
offices facilities and plant
industry knowledge ( i f appropriate)
environmental legislation and issues
20
Preparation
Prepare ~~ ~
audit checklists which should list all the EMS procedures relevant to the area under review (procedures may vary between different operational areas)
documents for recording non compliance and
a timetable for the audit programme
Gather reference information about the area such as plans COSHH assessments lists of procedures and records Inform managers and people at the site of the timing of the audit its objectives and what is expected from them You will need their co-operation if the audit is to be conducted efficiently and effectively
Getting the most from the audit
Use the audit to
help your organisation develop a framework for conducting its own internal environmental audits and management reviews
maintain increased environmental awareness and a sense of responsibility among people and contractors
determine whether the EMS has been properly implemented and maintained Check that the EMS complies with
the requirements of IS0 14001
the manuals and work instructions of the EMS
your organisations environmental policy objectives and targets
evaluate the value of training to the environmental performance of the organisation and to the protection of the environment as a whole
Review and report
Review and assess the findings and recommendations of the audit and specify a programme for implementing any follow up actions Some actions must be taken immediately eg where a lapse in procedure has led to possible non compliance with legislative requirements
Produce the report and provide results to management Normally the report will consist of
a brief description of the audits objectives
the areas that have been audited
who was involved in auditing them
21
0 references to the source of information on which the audit findings were based
a review of the audit areas highlighting 0
non compliance Le lapses in either the content or implementation and records and
opportunities for improvement eg waste minimisation cleaner processes
Corrective action
Immediately the auditors report is approved draw up an action plan with deadlines to
correct any deficiencies (the major ones first)
0 deliver improvements
ensure everyone is aware of their commitments
0 reassure senior managers that the recommendations are being acted upon and
0 put in place any procedures which are necessary to prevent a repeat of the non compliance
Frequency of audits
Audit all parts of the EMS about every two to three years except in areas with particularly significant environmental impacts Audit these more frequently
Extemal audits
You might wish to pay for audits - see Section 22 on Certification
21 Management review Section 46 of the Standard
The review measures the effectiveness of the system It is an opportunity for the Management Representative and senior management to review the EMS structure and to evaluate the organisations environmental policies objectives targets and procedures to determine
0 whether they are being followed
0 whether they remain suitable adequate and effective
0 where changes are necessary to secure continual improvement and
0 if the EMS is achieving its overall objectives and helping the organisation meet its business goals
The scope of the review should be comprehensive though not all the elements of the EMS need to be reviewed at once The process may extend over a period of time
22
Frequency of reviews
Every one or two years is probably sufficient for most office based organisations However the frequency of reviews will depend on
0 how successfully the EMS is running (see Annex E)
e the significance of the environmental impacts
whether there have been any changes in activities or circumstances eg the contracting out of say facilities management
e whether any extemal issues of importance have arisen eg new or revised regulations changes in Government policies new initiatives from Green Ministers
Review team
Ensure that
0 a team is appointed comprising of individuals with either executive responsibility or specialist responsibility
e the team is provided with all the information necessary to effectively review the EMS such as
internal and extemal audits
environmental policy objectives and targets
operational controls
environmental manual
non compliance reports
concems expressed by relevant parties
0 the sites to be covered by the review are clearly defined
0 direct and indirect impacts are covered and both positive and negative impacts
0 time is provided for the team to look at broader issues relating to your EMS eg new legislation policies technologies and techniques
0 what has happened in the past is covered eg incidents of non compliance and corrective action taken
time is allowed for writing the report which should outline
the scope of the review
23
methods used
details of findings and
recommendations
the recommendations
highlight the areas of the EMS where improvements are required
name the individual who should implement them
the actions resulting from the review are monitored and recorded and
any improvements which can be made to the model framework for greening government operations bee section 6 above) are notified to DETRrsquos Energy and Environment Best Practice Division The address is given at the back of this guide
21 Certification
IS0 14001 allows organisations to make a self declaration of compliance to the requirements of the standard if they do not want to get the EMS formally registered
The certification process provides a mechanism through which organisations can demonstrate their commitment to environmental protection The need to demonstrate this commitment will depend upon stakeholder requirements eg Management Boards Ministers Parliament
Certification for compliance with the standard in the UK is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) The accredited certifiers must in turn have met certain pre-determined criteria to be accredited by UKAS
Certification to IS0 14001 is a two stage process involving
(1) an initial assessment
(2) main assessment
Initial assessment
The objective is to gain an understanding of
0 your EMS in the context of relevant environmental impacts and regulations
0 whether you are fully prepared for assessment
The certification body will
0 check that your EMS
has the commitment of senior management
is based on a proper evaluation of your environmental aspects and impacts
24
meets legislative and regulatory requirements
is intended to control and improve the organisations environmental performance and
is auditable
assess the reliability of your internal audit
plan and allocate resources for further document review (where required for the main assessment) and
provide you with a document explaining what further action you must take
Main assessment
The certifier will ask to see a copy of your organisations environmental manual and procedures to determine whether your organisation is ready for the main assessment The main assessment - involving a site visit from the auditor - is the final stage in the certification process Its main purpose is to
confirm what is written actually represents what is occurring in practice
e confirm that the EMS complies with all the elements of IS0 14001
determine whether the EMS is to achieve and is achieving improvements in environmental performance and regulatory compliance and
confirm that your organisation is complying with its own policies and procedures
This means that the certifier must focus on your organisations
identification and evaluation of its environmental impacts
consequent objectives and targets
performance monitoring measuring reporting and review against your objectives and targets and
auditing to ensure the EMSS effectiveness
Generally an organisation will only fail the certification process at this stage if the corrective actions demanded by the certifier were not completed during the permitted period
The award of an IS0 14001 certificate does not complete the process The certifier will maintain a cycle of continuing assessments to ensure that the EMS complies with the standard and that it can demonstrate continual improvement in its environmental performance The trick is to ensure that the certification process does not impose excessive documentation requirements on your organisation Your system is there to help your organisation - not to make the role of the certifier easier
Certification - because of differing performance objectives - is not sufficient to demonstrate performance improvements This is why the European Unions Eco-Management and Audit Scheme (EMAS) requires organisations to produce an environmental statement
25
22 Environmental Statement
IS0 14001 does not require an environmental statement Although i t does require reports on performance to be made to top management for review and as a basis for improving the EMS
The publication of an environmental statement provides evidence that an organisation is committed to improving its environmental performance What goes in it is a matter for the organisation
Decide
what to communicate
how to communicate it
to whom to communicate it (ie stakeholders eg MPs Ministers Audit bodies)
how to elicit positive feedback and thereby reap a positive reward
Ensure that the statement
is kept simple consistent relevant and balanced (with any necessary detailed information included in annexes)
briefly describes your organisationrsquos activities
contains reliable and accurate information
summarises objectives targets impacts and other relevant issues
highlights the progress you are making
covers good and bad news in a positive manner
gives the name of the accredited certifier
avoids jargon and
is bound and all the pages are numbered
Energy and Environment Best Practice Division (EEBP) November 1998
26
Annex A
I S 0 STANDARDS CLOSELY ASSOCIATED WITH IS0 14001
denotes publication
Environmental Management
IS0 14002 - General guidelines on special considerations for small and medium enterprises
IS0 14004 - General Guidance on Principles Systems and Supporting Techniques Gives practicable help on the design development and maintenance of an EMS
Environmental Auditing
ISO14010 - General Principles Defines the scope of the audit and provides a framework for the structure and format of the audit report
IS0 14011 - Audit Procedures Auditing of Environmental Management Systems Explains the planning and conduct of an EMS audit and gives advice for example on its objectives the roles and responsibilities of those involved and the preparation and documentation of the report
IS0 14012 - Qualifications Cnteria for Environmental Auditors Provides guidance on the minimum qualifications for auditors and how to evaluate their suitability
IS014015 - Guidelines of Environmental Site Assessments
Environmental labels and declarations
IS0 14020 - Environmental labels and declarations - general principles
IS0 14021 - Environmental labelling - self declaration environmental claims - terms and conditions
IS0 14022 - Environmental claims - self declaration environmental claims - symbols
IS0 14023 - Environmental labelling - self declaration environmental claims - testing and verification methodologies
IS0 14024 - Environmental labelling type I - general principles and procedures
IS0 14025 - Environmental labelling type 111 - general principles and procedures
27
Environmental PerjGonnance
IS0 14031 - Environmental Perfonnance Evaluation Explains how to identify suitable environmental indicators for measuring performance against policies objectives and targets
IS0 14032 - Technical report type 3 - Environmental Performance Evaluation - case studies illustrating the use of IS0 14031
Life CycZe Assessments
IS0 14040 - Life cycle assessment - principles and framework
IS014041 - Life Cycle Assessment - life cycle inventory analysis
IS014042 - Life Cycle Assessment - impact assessment
IS0 14043 - Life Cycle Assessment - interpretation
IS014049 - Technical report type 3 - life cycle assessment - examples of the application of IS0 14041
Terms Q Definitions
IS0 14050 - Environmental Management Vocabulary Summarises the terms and definitions used in the IS0 14000 series of standards
Sectors
IS014061 - Technical report type 3 - guidance to assist forestry organisations in the use of IS0 14001 and 14004
28
Annex B
EXAMPLE LEGISLATION SHEET
CATEGORY waste TYPE OF ACTIVITY Duty of Care
LEGISLATION Environmental Protection Act 1990 part 11 Environmental Protection (Duty of Care) Regulations 1991
DETAIL Persons concerned with controlled waste are under a DUTY OF CARE to 1) Prevent any other person committing the offence of depositing disposing or recovering controlled waste without a waste management licence or in a manner likely to cause harm to health or the environment 2) prevent the escape of waste 3) ensure that waste is transferred to an authorised person or to a person authorised to transport waste and 4) ensure the waste is accompanied by a written description (a TRANSFER NOTE) The note must include a description of the waste and details of the parties involved in the transfer It is not necessary if a consignment note is required Further information and a model transfer note can be found in ldquoWaste Management and the Duty of Care A Code of Practicerdquo Also DETRrsquos lsquoWaste Guide advice to Government Departmentsrsquo
PENALTY It is an offence to contravene the Duty of Care requirement Summary conviction - up to euro5000 Conviction on indictment - Unlimited fine Enforcement authority - Environment Agency has an interest in muring the Duty of Care is complied with Anyone may bring a prosecution
WHERE APPLICABLE Current Waste Carrier Licences must be obtained for all waste contractors eg hose that remove paper glass and cans for recycling general waste classified waste scrap metal waste citchen oil clinical waste Transfer notes to obtained for all of the above)
j MONTH REVIEW OF COMPLIANCE An audit of waste licences and transfer notes was carried out on 20598 All licences were found to be current - licence for Contractor X had expired on 31398 and a valid eplacement had been obtained from them Transfer notes had been issued on an individual basis for each ollection of paper for recycling scrap metal waste kitchen oil Annual transfer notes were current for Fenera1 waste classified waste and clinical waste Full compliance with legislation
ZOMPLETED BY REVIEWED BY (EMS team)
iame Name Jnit Date
)ate
29
Annex C
Methodology for determining significant aspects
Important This annex supports steps 5 and 6 of the guide and should be read in conjunction with it and not be used as a stand alone document Some terms such as ldquonormal operating conditions rsquorsquo are defined in the guide itsecf
This methodology was developed to help Government departments determine their significant aspects It supports the requirements of IS0 14001 and EMAS
The methodology is divided into
1) determining significant aspects and
2) maintaining a register of significant aspects
Nore IS0 14001 does not require an organisation to maintain a register of signijkant aspects But it helps to support the documentation of the EMS
Steps for determining significant aspects
Step I define activi9 product and services
Divide the Government Department or Unit into its organisational or management structure - if this has not already been done at the planning stage of the EMS
Identify activities products or services according to existing management structure or sections of the organisation Include in the list of activities operations of the section process unit or building identified
List the activities products and services
List all activities products and services including those initially identified as possibly not having much of an impact on the environment
Step 2 Identfy the environmental aspects associated with each activity prodirct or service
Note I S 0 14001 defines an environmental aspect as an element of an organisationrsquos activiv product or service which can have a beneficial or adverse impact on the environment
30
Inputs
Identify and list the environmental aspects for each activity in terms of inputs for example
energy use (electricity fuel renewable other) water consumption (mains grey other) use of fuels (petroleum diesel alternatives other) land use (natural habitats open space landscapes sensitive areas agriculture other) use of raw or secondary materials (chemicals oils aggregates metals plastic paper other) procured services from suppliers use of natural resources
outputs
Identify and list the environmental aspects for each activity in terms of its outputs for example
wastes and byproducts generated (handling storage and transportation) discharges to water courses sewers or drains (controlled or uncontrolled) impacts on land (contamination natural habitats open space agriculture sensitive areas) discharge of thermal energy generation of noise dust odour or vibration transport products (packaging transport use and disposal) impacts on natural resources and ecosystems including wildlife impacts on built environment visual impact public (influence education regulation enforcement other)
Important Identia both the Direct and Indirect (service) aspects for the organisation Direct aspects arise from every day operations such as water consumption Indirect aspects anie from the servicesprovided by the organisation such as regulatory inspections in the commercial sector
Step 3 IdentifL the associated environmental impact of the aspects
Note IS0 14001 defines an ldquoenvironmental impactrdquo as the change which takesplace in the environment as a result of the aspect
Identify the associated environmental impacts for each aspect of the activity Environmental impacts are the actual or potential change to the environment as a result of the aspect and can be local regional or global in scale For example
31
injury to wildlife destruction of natural habitat conservation of energy waste minimisation
contamination of soil or water release of carbon dioxide to the atmosphere
reduction in vehicle emissions and other pollutants
Notes 1 The Swedish approach on EMSs in Government cover (1) direct) of internal activities (eg conserving water and energy) direct impacts of external activities (eg road construction and defence) and indirect impacts of external activities (eg regulations permits funding system)
2 Canada s system of sustainable development encompasses policies programmes and operations with federal departments working to merge instruments such as Environmental Impact Assessments with EMSs
Table showing examples of activities products and services with their associated aspects and environmental impacts
Activity Product or Service
Activity River maintenance activities
~- Product Annual Environmental Report
Service Regulating Major Industries
Environmental Aspect
Potential for accidental pollution incident
Use of paper
Environmental improvement
Associated Environmental Impact
Deoxygenating of watercourse oil spills contaminating water silt discolouring watercourse fish kill
Misuses of natural resources Destruction of habitats Pollution from production processes
Reduction in emissions reduction in pollution
conserving resources reduction in waste
incidents
Important Environmental aspects can be positive or negative Actual andpotential future aspects must be evaluated
32
Step 4 Determine the significance of the environmental impacts
Use the scoring system in the assessment tool (at the end of this Annex) to calculate the significance of each aspect or impact identified The tool is based on ldquodescriptiverdquo as well as ldquorisk basedrdquo criteria
Each aspect or impact should receive a score for the following factors
1) description of impact 2) likelihood of occurrence 3) likelihood of detection 4) severity of consequence or nuisance
Once a score is determined for all four criteria add them altogether to obtain a ldquosignificance ldquofactor The higher the score the more significant the environmental aspect
Determine the threshold of what score warrants a ldquohighrdquo significance value based on the nature of your organisationrsquos operations and the concerns of its stakeholders
Register of significant aspects
Document the aspects in a ldquoRegister of Significant Aspectsrdquo which should include a summary of the methodology used to determine the ldquosignificancerdquo values The Register should include at least the following
activity identified environmental aspect environmental impact
ldquosignificancerdquo value assigned
cross reference to the register of legislative requirements description of the effect criteria chosen
cross reference to applicable EMS procedures
Completion of the Register
Once the Register is complete work can begin in setting specific objectives and targets for each significant aspect identified
Important Ensure that the register of legislative requirements is complete (or at least that the applicable legislative requirements are identijled for each activiy and aspect) before determining the signijkance of the
organisationrsquos aspects and impacts
33
Assessment tool for determining significance of environmental aspects and impacts (see step 4 of the guide)
Description of Effect
Negligible or no impact No breach of legislation Emergency situations would cause a breach of policy or procedures
Rank Likelihood of
occurrence
0 None
~ Verysmall impact Immediate action possible Emergency situations would cause a breach of legislation Results in breach of own policy or procedures under abnormal conditions
I 1 Very low
Small impact Results in breach of legislation under abnormal conditions Results in breach of own policy or procedures under normal conditions
Moderate impact
Severe impact
Extensive impact
Activity has impact under normal operating conditions Results in breach of legislation under abnormal conditions No previous breach of legislation
Results in breach of legislation under abnormal conditions History of past breaches of legislation
Results in breach of legislation under normal operating conditions History of past breaches of legislation
2 Low
3 Moderate
4 High
5 Very high
Note Stakeholder concerns are not included in the description criteria Each organisation shouId tailor these criteria to take account of the concerns of stakeholder the public or interestedparties
34
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
Draft I S 0 14031 Guidelines for Environmental Performance Evaluation (EPE) provides advice on how to identify suitable environmental indicators to enable performance to be measured or monitored against criteria set by management
9 Environmental Management Programme Section 434 of the Standard
The management programme is designed to implement the environmental management system It consists of a number of procedures such as
How the environmental policy will be implemented
How the objectives and targets will be achieved
Environmental review of new activities
How communication will be covered
For each of the above elements an action plan should be established and documented describing
who is responsible for managing the actions
who is responsible for undertaking the work including contractors
what action needs to be taken ie the procedure
what is the timescale and means
how will compliance with this programme be achieved
who will monitor compliance
DETRs model improvement programme for greening government operations provides a good starting point for developing an environmental management programme
11
EXAMPLE OF MANAGEMENT PROGRAMME SHEET
Management Representative
Miss Jones and Mr Bro wn
Mr Smith
Mrs Green
Objective To extend the amount of recycled paper bought in the Division in accordance with Departmental targcts
responsible for the management of the programme to achieve this target by holding meetings with Mrs Green on a 6 monthly basis
responsible for ordering the paper for the Division
responsible for setting up a call off contract for the purchase of recycled paper which will include the specification for management information regarding the type and quantity of paper purchased
responsible for training the stationery ordering staff 1998
October 1998 April 1999
as required
This contract will be set up by end April 1998
in the first week of May
Target To ensure all staff are aware of and act upon the Departmentrsquos policy to purchase only recycled paper containing at least 80 genuine post consumer waste (including agri-pulp) except where the Directorate of Communication authorises the use of special paper
responsible for obtaining the management information issued to Mr Smith and assessing compliance with the procedures
Name 1 Responsibility I Date
July 1998 October 1998 January 1999 April 1999
Mrs Green for issuing written instructions to stationery ordering staff
May 1998 (re-issue November 1998)
Mrs Green
10 Responsibilities and resources Section 441 of the Standard
IS0 14001 requires top management to provide staff time funds and other resources essential to the implementation and control of the EMS This means
a clearly defining and documenting the roles and responsibilities for all people whose work comes under the management programme
e appointing a senior manager to oversee the development of the EMS and to ensure that performance is evaluated against the requirements of the environmental policy and
providing the Management Representative (see step 2) with the necessary authority and support
12
Most parts of an organisation will already have management systems in place including management responsibilities and individual duties These should be adapted in consultation with line management For example to include
a environmental responsibilities in job descriptions where appropriate
a information on environmental responsibilities in management manual records
a clear instructions for people including contractors with specific responsibilities
11 Training and raising awareness Section 442 of the Standard
Training is crucial to the success of an EMS Attempting to introduce an EMS without firsf trying to make people aware of their responsibilities and equipping them with necessary skills leads to frustration and impotent action Training can also bring other benefits by
a stemming breaches in regulatory consents and authorisations (most of which result from human error rather than equipment failure)
a stimulating people into developing new ideas and
a improving the effectiveness of the EMS eg in terms of conserving resources reducing waste and saving money
Determining training levels
Determine the target audience and level of training required by asking such questions as
a Do people fully understand the content and implications of your organisationrsquos environmental policy
a Do managers fully understand how the EMS provides controls over your organisationrsquos significant environmental impacts
a Do operators understand the environmental impacts of their activities on the environment and have access to up to date information
a Is there a general awareness of the
relationship between energy use and the environment
need to minimise waste by maximising reduction reuse and recycling
Expanding competency
Training should expand the environmental competency and knowledge of people including contractors Ensure that it covers the
a importance of conformance with policy procedures and the EMS
13
~~ ~ ~ ~~ significant environmental impacts (actual and potential)
roles and responsibilities of people in achieving conformance
0 potential consequences of failure to follow operating procedures and
merits of improving environmental performance
Training options
Job specific training should cover people and contractors whose work is covered by environmental regulations or is concemed with achieving the environmental objectives and targets eg in procurement and estate and facilities management This might include
1 Formal courses for
0 developing environmental awareness for all
building an understanding of the EMS for managers and key people which explains what the organisation is seeking to achieve and why
explaining work instructions and developing technical skills for specialists operators and those who are responsible for significant environmental impacts
2 Informal on the job training for
helping an employee to do the job correctly safely and effectively
3 Informal training
distance leaming packages
news sheets
in-house newsletters etc
Other methods
Look at other methods of raising awareness such as
vocational training
continuously updated information on Intranet and Internet web sites
0 presentation of a policy statement and environmental reports to each employee
0 participation in Green Teams
0 internal seminars workshops talks and lectures
14
video presentations and
external seminars workshops and conferences
Evaluation
Regularly evaluate training to assess its value to the environmental performance of the organisation
Use compliance audits or audits of the EMS to identify deficiencies resulting from inadequate or lack of training
Training organisations
The UKs Institute of Environmental Managers have designed a Best Practice Programme to help managers put the theory of environmental management into practice
12 Communications Section 443 of the Standard
Check if suitable systems exist for communicatingbetween the various levels and functions of an organisation and with external interested parties
Where necessary establish and maintain procedures to make people and contractors aware of
(a) the importance of conforming to policy procedures and the EMS
(b) the significant environmental impacts (actual and potential)
(c) their roles and responsibilities in achieving conformance and
(d) the potential consequences of departing from specified procedures
Intemal reporting
Reporting on environmental performance is essential in determining improvement over time
Decide
what to communicate
how to communicate it
to whom to communicate i t (eg Management Board Green Ministers Parliamentary Environmental Audit Committee OECD)
Note You must documentyour decision on whom to communicate it to in the Management Manual
how to elicit positive feedback and response and thereby reap a positive reward (the 3 Rs Report-Response-Reward)
15
Note IS0 14031 Guidelines fo r Environmental Performance Evaluation (EPE) provides advice on reporting and communicating EPE information to management employees and interested parties
13 Management manual and related documents Section 444 of the Standard
Senior management should decide the format of the documentation which must demonstrate compliance with the requirements of the EMS and that objectives and targets are being met The documents must be readily identifiable and periodically reviewed and revised Normally they will consist of
Policy statement
Environmental management (or improvement) programme and procedures
Local action plans containing objectives and targets
Register of Significant Environmental Impacts
Register of Regulatory Requirements
Site emergency plans
Work instructions for managing a particular activity or issue
Health and safety instructions
Organisational charts
System Manual
IS0 14001 stipulates that the documentation may be integrated with documentation from other systems implemented by the organisation It does not have to be in the form of a single manual although this tends to be normal practice
The manual is a key document for third party assessment It should provide the principle source of reference for the EMS and as such be relevant to the organisations activities It can cover an entire operation a building Division Directorate or entire Department etc
Ensure that the manual
is concise and well structured (with sub divisions for key areas)
contains a brief introduction to your organisation and its activities
outlines your organisations environmental policies
summarises your significant environmental impacts objectives and targets and the management programme
16
~~ defines key roles and responsibilities
identifies the role of the management representative
indicates how the requirements of IS0 14001 will be met
cross references procedures eg work instructions and other relevant documentation
highlights any emergency plans (eg for spillages)
14 Document control Section 445 of the Standard
The primary purpose of document control is to ensure that the right people have the right information at the right time in the right place Avoid complex document control systems Create and maintain only those documents which are necessary to implement the EMS and achieve improvements in environmental performance
Ensure that
the documents are assigned to the appropriate unit or job title and can be easily found
the documents are periodically reviewed revised as necessary and approved as adequate by authorised people
0 current versions are available at all locations where operations essential to the effective functioning of the environmental management system are performed
obsolete documents are promptly removed from all points of use
any obsolete documents retained for legal or other purposes are suitably identified
all pages are numbered dated and fully referenced
15 Operational control Section 446 of the Standard
This provides the means of keeping control of the system Ensure good control of critical activities by making sure you
check whether requirements are met and where necessary making any necessary corrections
provide key people with work instructions which are identifiable current and available on location
make contractors and suppliers aware of your organisations EMS as i t relates to them
17
e provide contractors with details of relevant operational procedures and requirements
give details of verification methods employed in your manual and work instructions e
e identify the person or persons responsible for
overseeing or directly achieving the objectives and targets eg the officers appointed to develop Green Transport Plans
undertaking physical spot checks
initiating investigations into cases of non compJiance and
- taking the necessary permanent corrective actions
16 Emergencies and contingencies Section 447 of the Standard
IS0 14001 requires an organisation to maintain documented procedures to
e identify potential accidents and emergencies which may arise from hazardous processes and the handling or disposal of dangerous materials
e minimise any environmental impacts resulting from these incidents and
e periodically test such procedures if practicable
Such procedures may already be in place under the Control of Substances Hazardous to Health (COSHH) and Control of Industrial Major Accidents and Hazards (CIMAH) - see the Register of Regulatory Requirements These should if effective be formally adopted and recorded in the EMS documentation Inform directly involved people and contractors and provide additional trzining where the work requires
e complicated monitoring maintenance or inspection routines
e the co-ordination of several operations or
e business continuity plans
17 Monitoring and measuring Section 451 of the Standard
Monitoring and measuring are necessary to test whether the organisation is achieving its objectives and targets and whether the procedures for operational control are effective
Check if systems (with correct procedures) exist for regularly monitoring and measuring
performance against objectives and targets
implementation of operational controls
compliance with the law
Note Always try to build on existing systems to save time and eort
i a
18 Correcting for non-control or non compliance Section 452 of the Standard
IS0 14001 requires procedures for identifying and correcting non compliance In office based organisations this is most likely to result from a failure to meet performance levels or the malfunctioning of the EMS itself (eg ambiguous procedures) rather than through a major process failure which can cause environmental damage
Ensure that the procedures
0 identify the cause of non-conformance
0 identify and implement the necessary corrective action
0 implement or modify controls necessary to avoid future repetitions
0 record any changes in written procedures resulting from the corrective action
0 record any significant environmental impacts arising from the non compliance
0 are included in the manual and other documentation
19 Records Section 453 of the Standard
EMS records are kept to
0 demonstrate compliance with the requirements of your EMS and legislation
0 determine the extent to which targets and objectives have been met in line with your organisations overall environment policy and
0 provide evidence of the on-going operation of the system
Include in your record system
0 reports of audit and reviews
0 training
0 details of any failures to comply with policy and regulations and corrective actions
details of any complaints and the corrective actions taken 0
inspection and maintenance reports
0 information on emergency preparedness and response
quantities of materials collected for recycling or dispose as waste
19
0 meter data for gas electricity and water
licenses and other legal documents ~~~ ~ ~~ ~~~~~~ ~~~~~~ ~~
0
0 communications with suppliers contractors and general public
a notes or minutes of meetings
other relevant records
Establish and record retention times for the records kept and protect them against damage deterioration or loss They may be stored in paper or electronic form or both
Ensure that records kept by other parts of the organisation such as facilities managers and procurement officers are cross referenced with those held centrally
20 Environmental audit Section 454 of the Standard
The purpose of an EMS audit is to assess whether the system conforms to the requirements of the environmental policy and other criteria such as relevant legislation and regulations and if certification is sought IS0 14001
IS0 14001 requires you to
establish and maintain programmes and procedures for lsquo)eriodicaf[y rdquo auditing the EMS
0 base the audit programme on the environmental importance of the activity concerned and the results of previous audits
0 cover the audit scope frequency and methodologies as well as the responsibilities and requirements for conducting audits and reporting results
Intemal audits
Select an audit team of about 3 to 4 persons Ensure that the team members have
0 no direct management responsibility for the part of the organisation being audited
0 sufficient knowledge and expertise to carry it out especially in the areas of
management systems auditing
relevant EMS standards
offices facilities and plant
industry knowledge ( i f appropriate)
environmental legislation and issues
20
Preparation
Prepare ~~ ~
audit checklists which should list all the EMS procedures relevant to the area under review (procedures may vary between different operational areas)
documents for recording non compliance and
a timetable for the audit programme
Gather reference information about the area such as plans COSHH assessments lists of procedures and records Inform managers and people at the site of the timing of the audit its objectives and what is expected from them You will need their co-operation if the audit is to be conducted efficiently and effectively
Getting the most from the audit
Use the audit to
help your organisation develop a framework for conducting its own internal environmental audits and management reviews
maintain increased environmental awareness and a sense of responsibility among people and contractors
determine whether the EMS has been properly implemented and maintained Check that the EMS complies with
the requirements of IS0 14001
the manuals and work instructions of the EMS
your organisations environmental policy objectives and targets
evaluate the value of training to the environmental performance of the organisation and to the protection of the environment as a whole
Review and report
Review and assess the findings and recommendations of the audit and specify a programme for implementing any follow up actions Some actions must be taken immediately eg where a lapse in procedure has led to possible non compliance with legislative requirements
Produce the report and provide results to management Normally the report will consist of
a brief description of the audits objectives
the areas that have been audited
who was involved in auditing them
21
0 references to the source of information on which the audit findings were based
a review of the audit areas highlighting 0
non compliance Le lapses in either the content or implementation and records and
opportunities for improvement eg waste minimisation cleaner processes
Corrective action
Immediately the auditors report is approved draw up an action plan with deadlines to
correct any deficiencies (the major ones first)
0 deliver improvements
ensure everyone is aware of their commitments
0 reassure senior managers that the recommendations are being acted upon and
0 put in place any procedures which are necessary to prevent a repeat of the non compliance
Frequency of audits
Audit all parts of the EMS about every two to three years except in areas with particularly significant environmental impacts Audit these more frequently
Extemal audits
You might wish to pay for audits - see Section 22 on Certification
21 Management review Section 46 of the Standard
The review measures the effectiveness of the system It is an opportunity for the Management Representative and senior management to review the EMS structure and to evaluate the organisations environmental policies objectives targets and procedures to determine
0 whether they are being followed
0 whether they remain suitable adequate and effective
0 where changes are necessary to secure continual improvement and
0 if the EMS is achieving its overall objectives and helping the organisation meet its business goals
The scope of the review should be comprehensive though not all the elements of the EMS need to be reviewed at once The process may extend over a period of time
22
Frequency of reviews
Every one or two years is probably sufficient for most office based organisations However the frequency of reviews will depend on
0 how successfully the EMS is running (see Annex E)
e the significance of the environmental impacts
whether there have been any changes in activities or circumstances eg the contracting out of say facilities management
e whether any extemal issues of importance have arisen eg new or revised regulations changes in Government policies new initiatives from Green Ministers
Review team
Ensure that
0 a team is appointed comprising of individuals with either executive responsibility or specialist responsibility
e the team is provided with all the information necessary to effectively review the EMS such as
internal and extemal audits
environmental policy objectives and targets
operational controls
environmental manual
non compliance reports
concems expressed by relevant parties
0 the sites to be covered by the review are clearly defined
0 direct and indirect impacts are covered and both positive and negative impacts
0 time is provided for the team to look at broader issues relating to your EMS eg new legislation policies technologies and techniques
0 what has happened in the past is covered eg incidents of non compliance and corrective action taken
time is allowed for writing the report which should outline
the scope of the review
23
methods used
details of findings and
recommendations
the recommendations
highlight the areas of the EMS where improvements are required
name the individual who should implement them
the actions resulting from the review are monitored and recorded and
any improvements which can be made to the model framework for greening government operations bee section 6 above) are notified to DETRrsquos Energy and Environment Best Practice Division The address is given at the back of this guide
21 Certification
IS0 14001 allows organisations to make a self declaration of compliance to the requirements of the standard if they do not want to get the EMS formally registered
The certification process provides a mechanism through which organisations can demonstrate their commitment to environmental protection The need to demonstrate this commitment will depend upon stakeholder requirements eg Management Boards Ministers Parliament
Certification for compliance with the standard in the UK is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) The accredited certifiers must in turn have met certain pre-determined criteria to be accredited by UKAS
Certification to IS0 14001 is a two stage process involving
(1) an initial assessment
(2) main assessment
Initial assessment
The objective is to gain an understanding of
0 your EMS in the context of relevant environmental impacts and regulations
0 whether you are fully prepared for assessment
The certification body will
0 check that your EMS
has the commitment of senior management
is based on a proper evaluation of your environmental aspects and impacts
24
meets legislative and regulatory requirements
is intended to control and improve the organisations environmental performance and
is auditable
assess the reliability of your internal audit
plan and allocate resources for further document review (where required for the main assessment) and
provide you with a document explaining what further action you must take
Main assessment
The certifier will ask to see a copy of your organisations environmental manual and procedures to determine whether your organisation is ready for the main assessment The main assessment - involving a site visit from the auditor - is the final stage in the certification process Its main purpose is to
confirm what is written actually represents what is occurring in practice
e confirm that the EMS complies with all the elements of IS0 14001
determine whether the EMS is to achieve and is achieving improvements in environmental performance and regulatory compliance and
confirm that your organisation is complying with its own policies and procedures
This means that the certifier must focus on your organisations
identification and evaluation of its environmental impacts
consequent objectives and targets
performance monitoring measuring reporting and review against your objectives and targets and
auditing to ensure the EMSS effectiveness
Generally an organisation will only fail the certification process at this stage if the corrective actions demanded by the certifier were not completed during the permitted period
The award of an IS0 14001 certificate does not complete the process The certifier will maintain a cycle of continuing assessments to ensure that the EMS complies with the standard and that it can demonstrate continual improvement in its environmental performance The trick is to ensure that the certification process does not impose excessive documentation requirements on your organisation Your system is there to help your organisation - not to make the role of the certifier easier
Certification - because of differing performance objectives - is not sufficient to demonstrate performance improvements This is why the European Unions Eco-Management and Audit Scheme (EMAS) requires organisations to produce an environmental statement
25
22 Environmental Statement
IS0 14001 does not require an environmental statement Although i t does require reports on performance to be made to top management for review and as a basis for improving the EMS
The publication of an environmental statement provides evidence that an organisation is committed to improving its environmental performance What goes in it is a matter for the organisation
Decide
what to communicate
how to communicate it
to whom to communicate it (ie stakeholders eg MPs Ministers Audit bodies)
how to elicit positive feedback and thereby reap a positive reward
Ensure that the statement
is kept simple consistent relevant and balanced (with any necessary detailed information included in annexes)
briefly describes your organisationrsquos activities
contains reliable and accurate information
summarises objectives targets impacts and other relevant issues
highlights the progress you are making
covers good and bad news in a positive manner
gives the name of the accredited certifier
avoids jargon and
is bound and all the pages are numbered
Energy and Environment Best Practice Division (EEBP) November 1998
26
Annex A
I S 0 STANDARDS CLOSELY ASSOCIATED WITH IS0 14001
denotes publication
Environmental Management
IS0 14002 - General guidelines on special considerations for small and medium enterprises
IS0 14004 - General Guidance on Principles Systems and Supporting Techniques Gives practicable help on the design development and maintenance of an EMS
Environmental Auditing
ISO14010 - General Principles Defines the scope of the audit and provides a framework for the structure and format of the audit report
IS0 14011 - Audit Procedures Auditing of Environmental Management Systems Explains the planning and conduct of an EMS audit and gives advice for example on its objectives the roles and responsibilities of those involved and the preparation and documentation of the report
IS0 14012 - Qualifications Cnteria for Environmental Auditors Provides guidance on the minimum qualifications for auditors and how to evaluate their suitability
IS014015 - Guidelines of Environmental Site Assessments
Environmental labels and declarations
IS0 14020 - Environmental labels and declarations - general principles
IS0 14021 - Environmental labelling - self declaration environmental claims - terms and conditions
IS0 14022 - Environmental claims - self declaration environmental claims - symbols
IS0 14023 - Environmental labelling - self declaration environmental claims - testing and verification methodologies
IS0 14024 - Environmental labelling type I - general principles and procedures
IS0 14025 - Environmental labelling type 111 - general principles and procedures
27
Environmental PerjGonnance
IS0 14031 - Environmental Perfonnance Evaluation Explains how to identify suitable environmental indicators for measuring performance against policies objectives and targets
IS0 14032 - Technical report type 3 - Environmental Performance Evaluation - case studies illustrating the use of IS0 14031
Life CycZe Assessments
IS0 14040 - Life cycle assessment - principles and framework
IS014041 - Life Cycle Assessment - life cycle inventory analysis
IS014042 - Life Cycle Assessment - impact assessment
IS0 14043 - Life Cycle Assessment - interpretation
IS014049 - Technical report type 3 - life cycle assessment - examples of the application of IS0 14041
Terms Q Definitions
IS0 14050 - Environmental Management Vocabulary Summarises the terms and definitions used in the IS0 14000 series of standards
Sectors
IS014061 - Technical report type 3 - guidance to assist forestry organisations in the use of IS0 14001 and 14004
28
Annex B
EXAMPLE LEGISLATION SHEET
CATEGORY waste TYPE OF ACTIVITY Duty of Care
LEGISLATION Environmental Protection Act 1990 part 11 Environmental Protection (Duty of Care) Regulations 1991
DETAIL Persons concerned with controlled waste are under a DUTY OF CARE to 1) Prevent any other person committing the offence of depositing disposing or recovering controlled waste without a waste management licence or in a manner likely to cause harm to health or the environment 2) prevent the escape of waste 3) ensure that waste is transferred to an authorised person or to a person authorised to transport waste and 4) ensure the waste is accompanied by a written description (a TRANSFER NOTE) The note must include a description of the waste and details of the parties involved in the transfer It is not necessary if a consignment note is required Further information and a model transfer note can be found in ldquoWaste Management and the Duty of Care A Code of Practicerdquo Also DETRrsquos lsquoWaste Guide advice to Government Departmentsrsquo
PENALTY It is an offence to contravene the Duty of Care requirement Summary conviction - up to euro5000 Conviction on indictment - Unlimited fine Enforcement authority - Environment Agency has an interest in muring the Duty of Care is complied with Anyone may bring a prosecution
WHERE APPLICABLE Current Waste Carrier Licences must be obtained for all waste contractors eg hose that remove paper glass and cans for recycling general waste classified waste scrap metal waste citchen oil clinical waste Transfer notes to obtained for all of the above)
j MONTH REVIEW OF COMPLIANCE An audit of waste licences and transfer notes was carried out on 20598 All licences were found to be current - licence for Contractor X had expired on 31398 and a valid eplacement had been obtained from them Transfer notes had been issued on an individual basis for each ollection of paper for recycling scrap metal waste kitchen oil Annual transfer notes were current for Fenera1 waste classified waste and clinical waste Full compliance with legislation
ZOMPLETED BY REVIEWED BY (EMS team)
iame Name Jnit Date
)ate
29
Annex C
Methodology for determining significant aspects
Important This annex supports steps 5 and 6 of the guide and should be read in conjunction with it and not be used as a stand alone document Some terms such as ldquonormal operating conditions rsquorsquo are defined in the guide itsecf
This methodology was developed to help Government departments determine their significant aspects It supports the requirements of IS0 14001 and EMAS
The methodology is divided into
1) determining significant aspects and
2) maintaining a register of significant aspects
Nore IS0 14001 does not require an organisation to maintain a register of signijkant aspects But it helps to support the documentation of the EMS
Steps for determining significant aspects
Step I define activi9 product and services
Divide the Government Department or Unit into its organisational or management structure - if this has not already been done at the planning stage of the EMS
Identify activities products or services according to existing management structure or sections of the organisation Include in the list of activities operations of the section process unit or building identified
List the activities products and services
List all activities products and services including those initially identified as possibly not having much of an impact on the environment
Step 2 Identfy the environmental aspects associated with each activity prodirct or service
Note I S 0 14001 defines an environmental aspect as an element of an organisationrsquos activiv product or service which can have a beneficial or adverse impact on the environment
30
Inputs
Identify and list the environmental aspects for each activity in terms of inputs for example
energy use (electricity fuel renewable other) water consumption (mains grey other) use of fuels (petroleum diesel alternatives other) land use (natural habitats open space landscapes sensitive areas agriculture other) use of raw or secondary materials (chemicals oils aggregates metals plastic paper other) procured services from suppliers use of natural resources
outputs
Identify and list the environmental aspects for each activity in terms of its outputs for example
wastes and byproducts generated (handling storage and transportation) discharges to water courses sewers or drains (controlled or uncontrolled) impacts on land (contamination natural habitats open space agriculture sensitive areas) discharge of thermal energy generation of noise dust odour or vibration transport products (packaging transport use and disposal) impacts on natural resources and ecosystems including wildlife impacts on built environment visual impact public (influence education regulation enforcement other)
Important Identia both the Direct and Indirect (service) aspects for the organisation Direct aspects arise from every day operations such as water consumption Indirect aspects anie from the servicesprovided by the organisation such as regulatory inspections in the commercial sector
Step 3 IdentifL the associated environmental impact of the aspects
Note IS0 14001 defines an ldquoenvironmental impactrdquo as the change which takesplace in the environment as a result of the aspect
Identify the associated environmental impacts for each aspect of the activity Environmental impacts are the actual or potential change to the environment as a result of the aspect and can be local regional or global in scale For example
31
injury to wildlife destruction of natural habitat conservation of energy waste minimisation
contamination of soil or water release of carbon dioxide to the atmosphere
reduction in vehicle emissions and other pollutants
Notes 1 The Swedish approach on EMSs in Government cover (1) direct) of internal activities (eg conserving water and energy) direct impacts of external activities (eg road construction and defence) and indirect impacts of external activities (eg regulations permits funding system)
2 Canada s system of sustainable development encompasses policies programmes and operations with federal departments working to merge instruments such as Environmental Impact Assessments with EMSs
Table showing examples of activities products and services with their associated aspects and environmental impacts
Activity Product or Service
Activity River maintenance activities
~- Product Annual Environmental Report
Service Regulating Major Industries
Environmental Aspect
Potential for accidental pollution incident
Use of paper
Environmental improvement
Associated Environmental Impact
Deoxygenating of watercourse oil spills contaminating water silt discolouring watercourse fish kill
Misuses of natural resources Destruction of habitats Pollution from production processes
Reduction in emissions reduction in pollution
conserving resources reduction in waste
incidents
Important Environmental aspects can be positive or negative Actual andpotential future aspects must be evaluated
32
Step 4 Determine the significance of the environmental impacts
Use the scoring system in the assessment tool (at the end of this Annex) to calculate the significance of each aspect or impact identified The tool is based on ldquodescriptiverdquo as well as ldquorisk basedrdquo criteria
Each aspect or impact should receive a score for the following factors
1) description of impact 2) likelihood of occurrence 3) likelihood of detection 4) severity of consequence or nuisance
Once a score is determined for all four criteria add them altogether to obtain a ldquosignificance ldquofactor The higher the score the more significant the environmental aspect
Determine the threshold of what score warrants a ldquohighrdquo significance value based on the nature of your organisationrsquos operations and the concerns of its stakeholders
Register of significant aspects
Document the aspects in a ldquoRegister of Significant Aspectsrdquo which should include a summary of the methodology used to determine the ldquosignificancerdquo values The Register should include at least the following
activity identified environmental aspect environmental impact
ldquosignificancerdquo value assigned
cross reference to the register of legislative requirements description of the effect criteria chosen
cross reference to applicable EMS procedures
Completion of the Register
Once the Register is complete work can begin in setting specific objectives and targets for each significant aspect identified
Important Ensure that the register of legislative requirements is complete (or at least that the applicable legislative requirements are identijled for each activiy and aspect) before determining the signijkance of the
organisationrsquos aspects and impacts
33
Assessment tool for determining significance of environmental aspects and impacts (see step 4 of the guide)
Description of Effect
Negligible or no impact No breach of legislation Emergency situations would cause a breach of policy or procedures
Rank Likelihood of
occurrence
0 None
~ Verysmall impact Immediate action possible Emergency situations would cause a breach of legislation Results in breach of own policy or procedures under abnormal conditions
I 1 Very low
Small impact Results in breach of legislation under abnormal conditions Results in breach of own policy or procedures under normal conditions
Moderate impact
Severe impact
Extensive impact
Activity has impact under normal operating conditions Results in breach of legislation under abnormal conditions No previous breach of legislation
Results in breach of legislation under abnormal conditions History of past breaches of legislation
Results in breach of legislation under normal operating conditions History of past breaches of legislation
2 Low
3 Moderate
4 High
5 Very high
Note Stakeholder concerns are not included in the description criteria Each organisation shouId tailor these criteria to take account of the concerns of stakeholder the public or interestedparties
34
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
EXAMPLE OF MANAGEMENT PROGRAMME SHEET
Management Representative
Miss Jones and Mr Bro wn
Mr Smith
Mrs Green
Objective To extend the amount of recycled paper bought in the Division in accordance with Departmental targcts
responsible for the management of the programme to achieve this target by holding meetings with Mrs Green on a 6 monthly basis
responsible for ordering the paper for the Division
responsible for setting up a call off contract for the purchase of recycled paper which will include the specification for management information regarding the type and quantity of paper purchased
responsible for training the stationery ordering staff 1998
October 1998 April 1999
as required
This contract will be set up by end April 1998
in the first week of May
Target To ensure all staff are aware of and act upon the Departmentrsquos policy to purchase only recycled paper containing at least 80 genuine post consumer waste (including agri-pulp) except where the Directorate of Communication authorises the use of special paper
responsible for obtaining the management information issued to Mr Smith and assessing compliance with the procedures
Name 1 Responsibility I Date
July 1998 October 1998 January 1999 April 1999
Mrs Green for issuing written instructions to stationery ordering staff
May 1998 (re-issue November 1998)
Mrs Green
10 Responsibilities and resources Section 441 of the Standard
IS0 14001 requires top management to provide staff time funds and other resources essential to the implementation and control of the EMS This means
a clearly defining and documenting the roles and responsibilities for all people whose work comes under the management programme
e appointing a senior manager to oversee the development of the EMS and to ensure that performance is evaluated against the requirements of the environmental policy and
providing the Management Representative (see step 2) with the necessary authority and support
12
Most parts of an organisation will already have management systems in place including management responsibilities and individual duties These should be adapted in consultation with line management For example to include
a environmental responsibilities in job descriptions where appropriate
a information on environmental responsibilities in management manual records
a clear instructions for people including contractors with specific responsibilities
11 Training and raising awareness Section 442 of the Standard
Training is crucial to the success of an EMS Attempting to introduce an EMS without firsf trying to make people aware of their responsibilities and equipping them with necessary skills leads to frustration and impotent action Training can also bring other benefits by
a stemming breaches in regulatory consents and authorisations (most of which result from human error rather than equipment failure)
a stimulating people into developing new ideas and
a improving the effectiveness of the EMS eg in terms of conserving resources reducing waste and saving money
Determining training levels
Determine the target audience and level of training required by asking such questions as
a Do people fully understand the content and implications of your organisationrsquos environmental policy
a Do managers fully understand how the EMS provides controls over your organisationrsquos significant environmental impacts
a Do operators understand the environmental impacts of their activities on the environment and have access to up to date information
a Is there a general awareness of the
relationship between energy use and the environment
need to minimise waste by maximising reduction reuse and recycling
Expanding competency
Training should expand the environmental competency and knowledge of people including contractors Ensure that it covers the
a importance of conformance with policy procedures and the EMS
13
~~ ~ ~ ~~ significant environmental impacts (actual and potential)
roles and responsibilities of people in achieving conformance
0 potential consequences of failure to follow operating procedures and
merits of improving environmental performance
Training options
Job specific training should cover people and contractors whose work is covered by environmental regulations or is concemed with achieving the environmental objectives and targets eg in procurement and estate and facilities management This might include
1 Formal courses for
0 developing environmental awareness for all
building an understanding of the EMS for managers and key people which explains what the organisation is seeking to achieve and why
explaining work instructions and developing technical skills for specialists operators and those who are responsible for significant environmental impacts
2 Informal on the job training for
helping an employee to do the job correctly safely and effectively
3 Informal training
distance leaming packages
news sheets
in-house newsletters etc
Other methods
Look at other methods of raising awareness such as
vocational training
continuously updated information on Intranet and Internet web sites
0 presentation of a policy statement and environmental reports to each employee
0 participation in Green Teams
0 internal seminars workshops talks and lectures
14
video presentations and
external seminars workshops and conferences
Evaluation
Regularly evaluate training to assess its value to the environmental performance of the organisation
Use compliance audits or audits of the EMS to identify deficiencies resulting from inadequate or lack of training
Training organisations
The UKs Institute of Environmental Managers have designed a Best Practice Programme to help managers put the theory of environmental management into practice
12 Communications Section 443 of the Standard
Check if suitable systems exist for communicatingbetween the various levels and functions of an organisation and with external interested parties
Where necessary establish and maintain procedures to make people and contractors aware of
(a) the importance of conforming to policy procedures and the EMS
(b) the significant environmental impacts (actual and potential)
(c) their roles and responsibilities in achieving conformance and
(d) the potential consequences of departing from specified procedures
Intemal reporting
Reporting on environmental performance is essential in determining improvement over time
Decide
what to communicate
how to communicate it
to whom to communicate i t (eg Management Board Green Ministers Parliamentary Environmental Audit Committee OECD)
Note You must documentyour decision on whom to communicate it to in the Management Manual
how to elicit positive feedback and response and thereby reap a positive reward (the 3 Rs Report-Response-Reward)
15
Note IS0 14031 Guidelines fo r Environmental Performance Evaluation (EPE) provides advice on reporting and communicating EPE information to management employees and interested parties
13 Management manual and related documents Section 444 of the Standard
Senior management should decide the format of the documentation which must demonstrate compliance with the requirements of the EMS and that objectives and targets are being met The documents must be readily identifiable and periodically reviewed and revised Normally they will consist of
Policy statement
Environmental management (or improvement) programme and procedures
Local action plans containing objectives and targets
Register of Significant Environmental Impacts
Register of Regulatory Requirements
Site emergency plans
Work instructions for managing a particular activity or issue
Health and safety instructions
Organisational charts
System Manual
IS0 14001 stipulates that the documentation may be integrated with documentation from other systems implemented by the organisation It does not have to be in the form of a single manual although this tends to be normal practice
The manual is a key document for third party assessment It should provide the principle source of reference for the EMS and as such be relevant to the organisations activities It can cover an entire operation a building Division Directorate or entire Department etc
Ensure that the manual
is concise and well structured (with sub divisions for key areas)
contains a brief introduction to your organisation and its activities
outlines your organisations environmental policies
summarises your significant environmental impacts objectives and targets and the management programme
16
~~ defines key roles and responsibilities
identifies the role of the management representative
indicates how the requirements of IS0 14001 will be met
cross references procedures eg work instructions and other relevant documentation
highlights any emergency plans (eg for spillages)
14 Document control Section 445 of the Standard
The primary purpose of document control is to ensure that the right people have the right information at the right time in the right place Avoid complex document control systems Create and maintain only those documents which are necessary to implement the EMS and achieve improvements in environmental performance
Ensure that
the documents are assigned to the appropriate unit or job title and can be easily found
the documents are periodically reviewed revised as necessary and approved as adequate by authorised people
0 current versions are available at all locations where operations essential to the effective functioning of the environmental management system are performed
obsolete documents are promptly removed from all points of use
any obsolete documents retained for legal or other purposes are suitably identified
all pages are numbered dated and fully referenced
15 Operational control Section 446 of the Standard
This provides the means of keeping control of the system Ensure good control of critical activities by making sure you
check whether requirements are met and where necessary making any necessary corrections
provide key people with work instructions which are identifiable current and available on location
make contractors and suppliers aware of your organisations EMS as i t relates to them
17
e provide contractors with details of relevant operational procedures and requirements
give details of verification methods employed in your manual and work instructions e
e identify the person or persons responsible for
overseeing or directly achieving the objectives and targets eg the officers appointed to develop Green Transport Plans
undertaking physical spot checks
initiating investigations into cases of non compJiance and
- taking the necessary permanent corrective actions
16 Emergencies and contingencies Section 447 of the Standard
IS0 14001 requires an organisation to maintain documented procedures to
e identify potential accidents and emergencies which may arise from hazardous processes and the handling or disposal of dangerous materials
e minimise any environmental impacts resulting from these incidents and
e periodically test such procedures if practicable
Such procedures may already be in place under the Control of Substances Hazardous to Health (COSHH) and Control of Industrial Major Accidents and Hazards (CIMAH) - see the Register of Regulatory Requirements These should if effective be formally adopted and recorded in the EMS documentation Inform directly involved people and contractors and provide additional trzining where the work requires
e complicated monitoring maintenance or inspection routines
e the co-ordination of several operations or
e business continuity plans
17 Monitoring and measuring Section 451 of the Standard
Monitoring and measuring are necessary to test whether the organisation is achieving its objectives and targets and whether the procedures for operational control are effective
Check if systems (with correct procedures) exist for regularly monitoring and measuring
performance against objectives and targets
implementation of operational controls
compliance with the law
Note Always try to build on existing systems to save time and eort
i a
18 Correcting for non-control or non compliance Section 452 of the Standard
IS0 14001 requires procedures for identifying and correcting non compliance In office based organisations this is most likely to result from a failure to meet performance levels or the malfunctioning of the EMS itself (eg ambiguous procedures) rather than through a major process failure which can cause environmental damage
Ensure that the procedures
0 identify the cause of non-conformance
0 identify and implement the necessary corrective action
0 implement or modify controls necessary to avoid future repetitions
0 record any changes in written procedures resulting from the corrective action
0 record any significant environmental impacts arising from the non compliance
0 are included in the manual and other documentation
19 Records Section 453 of the Standard
EMS records are kept to
0 demonstrate compliance with the requirements of your EMS and legislation
0 determine the extent to which targets and objectives have been met in line with your organisations overall environment policy and
0 provide evidence of the on-going operation of the system
Include in your record system
0 reports of audit and reviews
0 training
0 details of any failures to comply with policy and regulations and corrective actions
details of any complaints and the corrective actions taken 0
inspection and maintenance reports
0 information on emergency preparedness and response
quantities of materials collected for recycling or dispose as waste
19
0 meter data for gas electricity and water
licenses and other legal documents ~~~ ~ ~~ ~~~~~~ ~~~~~~ ~~
0
0 communications with suppliers contractors and general public
a notes or minutes of meetings
other relevant records
Establish and record retention times for the records kept and protect them against damage deterioration or loss They may be stored in paper or electronic form or both
Ensure that records kept by other parts of the organisation such as facilities managers and procurement officers are cross referenced with those held centrally
20 Environmental audit Section 454 of the Standard
The purpose of an EMS audit is to assess whether the system conforms to the requirements of the environmental policy and other criteria such as relevant legislation and regulations and if certification is sought IS0 14001
IS0 14001 requires you to
establish and maintain programmes and procedures for lsquo)eriodicaf[y rdquo auditing the EMS
0 base the audit programme on the environmental importance of the activity concerned and the results of previous audits
0 cover the audit scope frequency and methodologies as well as the responsibilities and requirements for conducting audits and reporting results
Intemal audits
Select an audit team of about 3 to 4 persons Ensure that the team members have
0 no direct management responsibility for the part of the organisation being audited
0 sufficient knowledge and expertise to carry it out especially in the areas of
management systems auditing
relevant EMS standards
offices facilities and plant
industry knowledge ( i f appropriate)
environmental legislation and issues
20
Preparation
Prepare ~~ ~
audit checklists which should list all the EMS procedures relevant to the area under review (procedures may vary between different operational areas)
documents for recording non compliance and
a timetable for the audit programme
Gather reference information about the area such as plans COSHH assessments lists of procedures and records Inform managers and people at the site of the timing of the audit its objectives and what is expected from them You will need their co-operation if the audit is to be conducted efficiently and effectively
Getting the most from the audit
Use the audit to
help your organisation develop a framework for conducting its own internal environmental audits and management reviews
maintain increased environmental awareness and a sense of responsibility among people and contractors
determine whether the EMS has been properly implemented and maintained Check that the EMS complies with
the requirements of IS0 14001
the manuals and work instructions of the EMS
your organisations environmental policy objectives and targets
evaluate the value of training to the environmental performance of the organisation and to the protection of the environment as a whole
Review and report
Review and assess the findings and recommendations of the audit and specify a programme for implementing any follow up actions Some actions must be taken immediately eg where a lapse in procedure has led to possible non compliance with legislative requirements
Produce the report and provide results to management Normally the report will consist of
a brief description of the audits objectives
the areas that have been audited
who was involved in auditing them
21
0 references to the source of information on which the audit findings were based
a review of the audit areas highlighting 0
non compliance Le lapses in either the content or implementation and records and
opportunities for improvement eg waste minimisation cleaner processes
Corrective action
Immediately the auditors report is approved draw up an action plan with deadlines to
correct any deficiencies (the major ones first)
0 deliver improvements
ensure everyone is aware of their commitments
0 reassure senior managers that the recommendations are being acted upon and
0 put in place any procedures which are necessary to prevent a repeat of the non compliance
Frequency of audits
Audit all parts of the EMS about every two to three years except in areas with particularly significant environmental impacts Audit these more frequently
Extemal audits
You might wish to pay for audits - see Section 22 on Certification
21 Management review Section 46 of the Standard
The review measures the effectiveness of the system It is an opportunity for the Management Representative and senior management to review the EMS structure and to evaluate the organisations environmental policies objectives targets and procedures to determine
0 whether they are being followed
0 whether they remain suitable adequate and effective
0 where changes are necessary to secure continual improvement and
0 if the EMS is achieving its overall objectives and helping the organisation meet its business goals
The scope of the review should be comprehensive though not all the elements of the EMS need to be reviewed at once The process may extend over a period of time
22
Frequency of reviews
Every one or two years is probably sufficient for most office based organisations However the frequency of reviews will depend on
0 how successfully the EMS is running (see Annex E)
e the significance of the environmental impacts
whether there have been any changes in activities or circumstances eg the contracting out of say facilities management
e whether any extemal issues of importance have arisen eg new or revised regulations changes in Government policies new initiatives from Green Ministers
Review team
Ensure that
0 a team is appointed comprising of individuals with either executive responsibility or specialist responsibility
e the team is provided with all the information necessary to effectively review the EMS such as
internal and extemal audits
environmental policy objectives and targets
operational controls
environmental manual
non compliance reports
concems expressed by relevant parties
0 the sites to be covered by the review are clearly defined
0 direct and indirect impacts are covered and both positive and negative impacts
0 time is provided for the team to look at broader issues relating to your EMS eg new legislation policies technologies and techniques
0 what has happened in the past is covered eg incidents of non compliance and corrective action taken
time is allowed for writing the report which should outline
the scope of the review
23
methods used
details of findings and
recommendations
the recommendations
highlight the areas of the EMS where improvements are required
name the individual who should implement them
the actions resulting from the review are monitored and recorded and
any improvements which can be made to the model framework for greening government operations bee section 6 above) are notified to DETRrsquos Energy and Environment Best Practice Division The address is given at the back of this guide
21 Certification
IS0 14001 allows organisations to make a self declaration of compliance to the requirements of the standard if they do not want to get the EMS formally registered
The certification process provides a mechanism through which organisations can demonstrate their commitment to environmental protection The need to demonstrate this commitment will depend upon stakeholder requirements eg Management Boards Ministers Parliament
Certification for compliance with the standard in the UK is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) The accredited certifiers must in turn have met certain pre-determined criteria to be accredited by UKAS
Certification to IS0 14001 is a two stage process involving
(1) an initial assessment
(2) main assessment
Initial assessment
The objective is to gain an understanding of
0 your EMS in the context of relevant environmental impacts and regulations
0 whether you are fully prepared for assessment
The certification body will
0 check that your EMS
has the commitment of senior management
is based on a proper evaluation of your environmental aspects and impacts
24
meets legislative and regulatory requirements
is intended to control and improve the organisations environmental performance and
is auditable
assess the reliability of your internal audit
plan and allocate resources for further document review (where required for the main assessment) and
provide you with a document explaining what further action you must take
Main assessment
The certifier will ask to see a copy of your organisations environmental manual and procedures to determine whether your organisation is ready for the main assessment The main assessment - involving a site visit from the auditor - is the final stage in the certification process Its main purpose is to
confirm what is written actually represents what is occurring in practice
e confirm that the EMS complies with all the elements of IS0 14001
determine whether the EMS is to achieve and is achieving improvements in environmental performance and regulatory compliance and
confirm that your organisation is complying with its own policies and procedures
This means that the certifier must focus on your organisations
identification and evaluation of its environmental impacts
consequent objectives and targets
performance monitoring measuring reporting and review against your objectives and targets and
auditing to ensure the EMSS effectiveness
Generally an organisation will only fail the certification process at this stage if the corrective actions demanded by the certifier were not completed during the permitted period
The award of an IS0 14001 certificate does not complete the process The certifier will maintain a cycle of continuing assessments to ensure that the EMS complies with the standard and that it can demonstrate continual improvement in its environmental performance The trick is to ensure that the certification process does not impose excessive documentation requirements on your organisation Your system is there to help your organisation - not to make the role of the certifier easier
Certification - because of differing performance objectives - is not sufficient to demonstrate performance improvements This is why the European Unions Eco-Management and Audit Scheme (EMAS) requires organisations to produce an environmental statement
25
22 Environmental Statement
IS0 14001 does not require an environmental statement Although i t does require reports on performance to be made to top management for review and as a basis for improving the EMS
The publication of an environmental statement provides evidence that an organisation is committed to improving its environmental performance What goes in it is a matter for the organisation
Decide
what to communicate
how to communicate it
to whom to communicate it (ie stakeholders eg MPs Ministers Audit bodies)
how to elicit positive feedback and thereby reap a positive reward
Ensure that the statement
is kept simple consistent relevant and balanced (with any necessary detailed information included in annexes)
briefly describes your organisationrsquos activities
contains reliable and accurate information
summarises objectives targets impacts and other relevant issues
highlights the progress you are making
covers good and bad news in a positive manner
gives the name of the accredited certifier
avoids jargon and
is bound and all the pages are numbered
Energy and Environment Best Practice Division (EEBP) November 1998
26
Annex A
I S 0 STANDARDS CLOSELY ASSOCIATED WITH IS0 14001
denotes publication
Environmental Management
IS0 14002 - General guidelines on special considerations for small and medium enterprises
IS0 14004 - General Guidance on Principles Systems and Supporting Techniques Gives practicable help on the design development and maintenance of an EMS
Environmental Auditing
ISO14010 - General Principles Defines the scope of the audit and provides a framework for the structure and format of the audit report
IS0 14011 - Audit Procedures Auditing of Environmental Management Systems Explains the planning and conduct of an EMS audit and gives advice for example on its objectives the roles and responsibilities of those involved and the preparation and documentation of the report
IS0 14012 - Qualifications Cnteria for Environmental Auditors Provides guidance on the minimum qualifications for auditors and how to evaluate their suitability
IS014015 - Guidelines of Environmental Site Assessments
Environmental labels and declarations
IS0 14020 - Environmental labels and declarations - general principles
IS0 14021 - Environmental labelling - self declaration environmental claims - terms and conditions
IS0 14022 - Environmental claims - self declaration environmental claims - symbols
IS0 14023 - Environmental labelling - self declaration environmental claims - testing and verification methodologies
IS0 14024 - Environmental labelling type I - general principles and procedures
IS0 14025 - Environmental labelling type 111 - general principles and procedures
27
Environmental PerjGonnance
IS0 14031 - Environmental Perfonnance Evaluation Explains how to identify suitable environmental indicators for measuring performance against policies objectives and targets
IS0 14032 - Technical report type 3 - Environmental Performance Evaluation - case studies illustrating the use of IS0 14031
Life CycZe Assessments
IS0 14040 - Life cycle assessment - principles and framework
IS014041 - Life Cycle Assessment - life cycle inventory analysis
IS014042 - Life Cycle Assessment - impact assessment
IS0 14043 - Life Cycle Assessment - interpretation
IS014049 - Technical report type 3 - life cycle assessment - examples of the application of IS0 14041
Terms Q Definitions
IS0 14050 - Environmental Management Vocabulary Summarises the terms and definitions used in the IS0 14000 series of standards
Sectors
IS014061 - Technical report type 3 - guidance to assist forestry organisations in the use of IS0 14001 and 14004
28
Annex B
EXAMPLE LEGISLATION SHEET
CATEGORY waste TYPE OF ACTIVITY Duty of Care
LEGISLATION Environmental Protection Act 1990 part 11 Environmental Protection (Duty of Care) Regulations 1991
DETAIL Persons concerned with controlled waste are under a DUTY OF CARE to 1) Prevent any other person committing the offence of depositing disposing or recovering controlled waste without a waste management licence or in a manner likely to cause harm to health or the environment 2) prevent the escape of waste 3) ensure that waste is transferred to an authorised person or to a person authorised to transport waste and 4) ensure the waste is accompanied by a written description (a TRANSFER NOTE) The note must include a description of the waste and details of the parties involved in the transfer It is not necessary if a consignment note is required Further information and a model transfer note can be found in ldquoWaste Management and the Duty of Care A Code of Practicerdquo Also DETRrsquos lsquoWaste Guide advice to Government Departmentsrsquo
PENALTY It is an offence to contravene the Duty of Care requirement Summary conviction - up to euro5000 Conviction on indictment - Unlimited fine Enforcement authority - Environment Agency has an interest in muring the Duty of Care is complied with Anyone may bring a prosecution
WHERE APPLICABLE Current Waste Carrier Licences must be obtained for all waste contractors eg hose that remove paper glass and cans for recycling general waste classified waste scrap metal waste citchen oil clinical waste Transfer notes to obtained for all of the above)
j MONTH REVIEW OF COMPLIANCE An audit of waste licences and transfer notes was carried out on 20598 All licences were found to be current - licence for Contractor X had expired on 31398 and a valid eplacement had been obtained from them Transfer notes had been issued on an individual basis for each ollection of paper for recycling scrap metal waste kitchen oil Annual transfer notes were current for Fenera1 waste classified waste and clinical waste Full compliance with legislation
ZOMPLETED BY REVIEWED BY (EMS team)
iame Name Jnit Date
)ate
29
Annex C
Methodology for determining significant aspects
Important This annex supports steps 5 and 6 of the guide and should be read in conjunction with it and not be used as a stand alone document Some terms such as ldquonormal operating conditions rsquorsquo are defined in the guide itsecf
This methodology was developed to help Government departments determine their significant aspects It supports the requirements of IS0 14001 and EMAS
The methodology is divided into
1) determining significant aspects and
2) maintaining a register of significant aspects
Nore IS0 14001 does not require an organisation to maintain a register of signijkant aspects But it helps to support the documentation of the EMS
Steps for determining significant aspects
Step I define activi9 product and services
Divide the Government Department or Unit into its organisational or management structure - if this has not already been done at the planning stage of the EMS
Identify activities products or services according to existing management structure or sections of the organisation Include in the list of activities operations of the section process unit or building identified
List the activities products and services
List all activities products and services including those initially identified as possibly not having much of an impact on the environment
Step 2 Identfy the environmental aspects associated with each activity prodirct or service
Note I S 0 14001 defines an environmental aspect as an element of an organisationrsquos activiv product or service which can have a beneficial or adverse impact on the environment
30
Inputs
Identify and list the environmental aspects for each activity in terms of inputs for example
energy use (electricity fuel renewable other) water consumption (mains grey other) use of fuels (petroleum diesel alternatives other) land use (natural habitats open space landscapes sensitive areas agriculture other) use of raw or secondary materials (chemicals oils aggregates metals plastic paper other) procured services from suppliers use of natural resources
outputs
Identify and list the environmental aspects for each activity in terms of its outputs for example
wastes and byproducts generated (handling storage and transportation) discharges to water courses sewers or drains (controlled or uncontrolled) impacts on land (contamination natural habitats open space agriculture sensitive areas) discharge of thermal energy generation of noise dust odour or vibration transport products (packaging transport use and disposal) impacts on natural resources and ecosystems including wildlife impacts on built environment visual impact public (influence education regulation enforcement other)
Important Identia both the Direct and Indirect (service) aspects for the organisation Direct aspects arise from every day operations such as water consumption Indirect aspects anie from the servicesprovided by the organisation such as regulatory inspections in the commercial sector
Step 3 IdentifL the associated environmental impact of the aspects
Note IS0 14001 defines an ldquoenvironmental impactrdquo as the change which takesplace in the environment as a result of the aspect
Identify the associated environmental impacts for each aspect of the activity Environmental impacts are the actual or potential change to the environment as a result of the aspect and can be local regional or global in scale For example
31
injury to wildlife destruction of natural habitat conservation of energy waste minimisation
contamination of soil or water release of carbon dioxide to the atmosphere
reduction in vehicle emissions and other pollutants
Notes 1 The Swedish approach on EMSs in Government cover (1) direct) of internal activities (eg conserving water and energy) direct impacts of external activities (eg road construction and defence) and indirect impacts of external activities (eg regulations permits funding system)
2 Canada s system of sustainable development encompasses policies programmes and operations with federal departments working to merge instruments such as Environmental Impact Assessments with EMSs
Table showing examples of activities products and services with their associated aspects and environmental impacts
Activity Product or Service
Activity River maintenance activities
~- Product Annual Environmental Report
Service Regulating Major Industries
Environmental Aspect
Potential for accidental pollution incident
Use of paper
Environmental improvement
Associated Environmental Impact
Deoxygenating of watercourse oil spills contaminating water silt discolouring watercourse fish kill
Misuses of natural resources Destruction of habitats Pollution from production processes
Reduction in emissions reduction in pollution
conserving resources reduction in waste
incidents
Important Environmental aspects can be positive or negative Actual andpotential future aspects must be evaluated
32
Step 4 Determine the significance of the environmental impacts
Use the scoring system in the assessment tool (at the end of this Annex) to calculate the significance of each aspect or impact identified The tool is based on ldquodescriptiverdquo as well as ldquorisk basedrdquo criteria
Each aspect or impact should receive a score for the following factors
1) description of impact 2) likelihood of occurrence 3) likelihood of detection 4) severity of consequence or nuisance
Once a score is determined for all four criteria add them altogether to obtain a ldquosignificance ldquofactor The higher the score the more significant the environmental aspect
Determine the threshold of what score warrants a ldquohighrdquo significance value based on the nature of your organisationrsquos operations and the concerns of its stakeholders
Register of significant aspects
Document the aspects in a ldquoRegister of Significant Aspectsrdquo which should include a summary of the methodology used to determine the ldquosignificancerdquo values The Register should include at least the following
activity identified environmental aspect environmental impact
ldquosignificancerdquo value assigned
cross reference to the register of legislative requirements description of the effect criteria chosen
cross reference to applicable EMS procedures
Completion of the Register
Once the Register is complete work can begin in setting specific objectives and targets for each significant aspect identified
Important Ensure that the register of legislative requirements is complete (or at least that the applicable legislative requirements are identijled for each activiy and aspect) before determining the signijkance of the
organisationrsquos aspects and impacts
33
Assessment tool for determining significance of environmental aspects and impacts (see step 4 of the guide)
Description of Effect
Negligible or no impact No breach of legislation Emergency situations would cause a breach of policy or procedures
Rank Likelihood of
occurrence
0 None
~ Verysmall impact Immediate action possible Emergency situations would cause a breach of legislation Results in breach of own policy or procedures under abnormal conditions
I 1 Very low
Small impact Results in breach of legislation under abnormal conditions Results in breach of own policy or procedures under normal conditions
Moderate impact
Severe impact
Extensive impact
Activity has impact under normal operating conditions Results in breach of legislation under abnormal conditions No previous breach of legislation
Results in breach of legislation under abnormal conditions History of past breaches of legislation
Results in breach of legislation under normal operating conditions History of past breaches of legislation
2 Low
3 Moderate
4 High
5 Very high
Note Stakeholder concerns are not included in the description criteria Each organisation shouId tailor these criteria to take account of the concerns of stakeholder the public or interestedparties
34
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
Most parts of an organisation will already have management systems in place including management responsibilities and individual duties These should be adapted in consultation with line management For example to include
a environmental responsibilities in job descriptions where appropriate
a information on environmental responsibilities in management manual records
a clear instructions for people including contractors with specific responsibilities
11 Training and raising awareness Section 442 of the Standard
Training is crucial to the success of an EMS Attempting to introduce an EMS without firsf trying to make people aware of their responsibilities and equipping them with necessary skills leads to frustration and impotent action Training can also bring other benefits by
a stemming breaches in regulatory consents and authorisations (most of which result from human error rather than equipment failure)
a stimulating people into developing new ideas and
a improving the effectiveness of the EMS eg in terms of conserving resources reducing waste and saving money
Determining training levels
Determine the target audience and level of training required by asking such questions as
a Do people fully understand the content and implications of your organisationrsquos environmental policy
a Do managers fully understand how the EMS provides controls over your organisationrsquos significant environmental impacts
a Do operators understand the environmental impacts of their activities on the environment and have access to up to date information
a Is there a general awareness of the
relationship between energy use and the environment
need to minimise waste by maximising reduction reuse and recycling
Expanding competency
Training should expand the environmental competency and knowledge of people including contractors Ensure that it covers the
a importance of conformance with policy procedures and the EMS
13
~~ ~ ~ ~~ significant environmental impacts (actual and potential)
roles and responsibilities of people in achieving conformance
0 potential consequences of failure to follow operating procedures and
merits of improving environmental performance
Training options
Job specific training should cover people and contractors whose work is covered by environmental regulations or is concemed with achieving the environmental objectives and targets eg in procurement and estate and facilities management This might include
1 Formal courses for
0 developing environmental awareness for all
building an understanding of the EMS for managers and key people which explains what the organisation is seeking to achieve and why
explaining work instructions and developing technical skills for specialists operators and those who are responsible for significant environmental impacts
2 Informal on the job training for
helping an employee to do the job correctly safely and effectively
3 Informal training
distance leaming packages
news sheets
in-house newsletters etc
Other methods
Look at other methods of raising awareness such as
vocational training
continuously updated information on Intranet and Internet web sites
0 presentation of a policy statement and environmental reports to each employee
0 participation in Green Teams
0 internal seminars workshops talks and lectures
14
video presentations and
external seminars workshops and conferences
Evaluation
Regularly evaluate training to assess its value to the environmental performance of the organisation
Use compliance audits or audits of the EMS to identify deficiencies resulting from inadequate or lack of training
Training organisations
The UKs Institute of Environmental Managers have designed a Best Practice Programme to help managers put the theory of environmental management into practice
12 Communications Section 443 of the Standard
Check if suitable systems exist for communicatingbetween the various levels and functions of an organisation and with external interested parties
Where necessary establish and maintain procedures to make people and contractors aware of
(a) the importance of conforming to policy procedures and the EMS
(b) the significant environmental impacts (actual and potential)
(c) their roles and responsibilities in achieving conformance and
(d) the potential consequences of departing from specified procedures
Intemal reporting
Reporting on environmental performance is essential in determining improvement over time
Decide
what to communicate
how to communicate it
to whom to communicate i t (eg Management Board Green Ministers Parliamentary Environmental Audit Committee OECD)
Note You must documentyour decision on whom to communicate it to in the Management Manual
how to elicit positive feedback and response and thereby reap a positive reward (the 3 Rs Report-Response-Reward)
15
Note IS0 14031 Guidelines fo r Environmental Performance Evaluation (EPE) provides advice on reporting and communicating EPE information to management employees and interested parties
13 Management manual and related documents Section 444 of the Standard
Senior management should decide the format of the documentation which must demonstrate compliance with the requirements of the EMS and that objectives and targets are being met The documents must be readily identifiable and periodically reviewed and revised Normally they will consist of
Policy statement
Environmental management (or improvement) programme and procedures
Local action plans containing objectives and targets
Register of Significant Environmental Impacts
Register of Regulatory Requirements
Site emergency plans
Work instructions for managing a particular activity or issue
Health and safety instructions
Organisational charts
System Manual
IS0 14001 stipulates that the documentation may be integrated with documentation from other systems implemented by the organisation It does not have to be in the form of a single manual although this tends to be normal practice
The manual is a key document for third party assessment It should provide the principle source of reference for the EMS and as such be relevant to the organisations activities It can cover an entire operation a building Division Directorate or entire Department etc
Ensure that the manual
is concise and well structured (with sub divisions for key areas)
contains a brief introduction to your organisation and its activities
outlines your organisations environmental policies
summarises your significant environmental impacts objectives and targets and the management programme
16
~~ defines key roles and responsibilities
identifies the role of the management representative
indicates how the requirements of IS0 14001 will be met
cross references procedures eg work instructions and other relevant documentation
highlights any emergency plans (eg for spillages)
14 Document control Section 445 of the Standard
The primary purpose of document control is to ensure that the right people have the right information at the right time in the right place Avoid complex document control systems Create and maintain only those documents which are necessary to implement the EMS and achieve improvements in environmental performance
Ensure that
the documents are assigned to the appropriate unit or job title and can be easily found
the documents are periodically reviewed revised as necessary and approved as adequate by authorised people
0 current versions are available at all locations where operations essential to the effective functioning of the environmental management system are performed
obsolete documents are promptly removed from all points of use
any obsolete documents retained for legal or other purposes are suitably identified
all pages are numbered dated and fully referenced
15 Operational control Section 446 of the Standard
This provides the means of keeping control of the system Ensure good control of critical activities by making sure you
check whether requirements are met and where necessary making any necessary corrections
provide key people with work instructions which are identifiable current and available on location
make contractors and suppliers aware of your organisations EMS as i t relates to them
17
e provide contractors with details of relevant operational procedures and requirements
give details of verification methods employed in your manual and work instructions e
e identify the person or persons responsible for
overseeing or directly achieving the objectives and targets eg the officers appointed to develop Green Transport Plans
undertaking physical spot checks
initiating investigations into cases of non compJiance and
- taking the necessary permanent corrective actions
16 Emergencies and contingencies Section 447 of the Standard
IS0 14001 requires an organisation to maintain documented procedures to
e identify potential accidents and emergencies which may arise from hazardous processes and the handling or disposal of dangerous materials
e minimise any environmental impacts resulting from these incidents and
e periodically test such procedures if practicable
Such procedures may already be in place under the Control of Substances Hazardous to Health (COSHH) and Control of Industrial Major Accidents and Hazards (CIMAH) - see the Register of Regulatory Requirements These should if effective be formally adopted and recorded in the EMS documentation Inform directly involved people and contractors and provide additional trzining where the work requires
e complicated monitoring maintenance or inspection routines
e the co-ordination of several operations or
e business continuity plans
17 Monitoring and measuring Section 451 of the Standard
Monitoring and measuring are necessary to test whether the organisation is achieving its objectives and targets and whether the procedures for operational control are effective
Check if systems (with correct procedures) exist for regularly monitoring and measuring
performance against objectives and targets
implementation of operational controls
compliance with the law
Note Always try to build on existing systems to save time and eort
i a
18 Correcting for non-control or non compliance Section 452 of the Standard
IS0 14001 requires procedures for identifying and correcting non compliance In office based organisations this is most likely to result from a failure to meet performance levels or the malfunctioning of the EMS itself (eg ambiguous procedures) rather than through a major process failure which can cause environmental damage
Ensure that the procedures
0 identify the cause of non-conformance
0 identify and implement the necessary corrective action
0 implement or modify controls necessary to avoid future repetitions
0 record any changes in written procedures resulting from the corrective action
0 record any significant environmental impacts arising from the non compliance
0 are included in the manual and other documentation
19 Records Section 453 of the Standard
EMS records are kept to
0 demonstrate compliance with the requirements of your EMS and legislation
0 determine the extent to which targets and objectives have been met in line with your organisations overall environment policy and
0 provide evidence of the on-going operation of the system
Include in your record system
0 reports of audit and reviews
0 training
0 details of any failures to comply with policy and regulations and corrective actions
details of any complaints and the corrective actions taken 0
inspection and maintenance reports
0 information on emergency preparedness and response
quantities of materials collected for recycling or dispose as waste
19
0 meter data for gas electricity and water
licenses and other legal documents ~~~ ~ ~~ ~~~~~~ ~~~~~~ ~~
0
0 communications with suppliers contractors and general public
a notes or minutes of meetings
other relevant records
Establish and record retention times for the records kept and protect them against damage deterioration or loss They may be stored in paper or electronic form or both
Ensure that records kept by other parts of the organisation such as facilities managers and procurement officers are cross referenced with those held centrally
20 Environmental audit Section 454 of the Standard
The purpose of an EMS audit is to assess whether the system conforms to the requirements of the environmental policy and other criteria such as relevant legislation and regulations and if certification is sought IS0 14001
IS0 14001 requires you to
establish and maintain programmes and procedures for lsquo)eriodicaf[y rdquo auditing the EMS
0 base the audit programme on the environmental importance of the activity concerned and the results of previous audits
0 cover the audit scope frequency and methodologies as well as the responsibilities and requirements for conducting audits and reporting results
Intemal audits
Select an audit team of about 3 to 4 persons Ensure that the team members have
0 no direct management responsibility for the part of the organisation being audited
0 sufficient knowledge and expertise to carry it out especially in the areas of
management systems auditing
relevant EMS standards
offices facilities and plant
industry knowledge ( i f appropriate)
environmental legislation and issues
20
Preparation
Prepare ~~ ~
audit checklists which should list all the EMS procedures relevant to the area under review (procedures may vary between different operational areas)
documents for recording non compliance and
a timetable for the audit programme
Gather reference information about the area such as plans COSHH assessments lists of procedures and records Inform managers and people at the site of the timing of the audit its objectives and what is expected from them You will need their co-operation if the audit is to be conducted efficiently and effectively
Getting the most from the audit
Use the audit to
help your organisation develop a framework for conducting its own internal environmental audits and management reviews
maintain increased environmental awareness and a sense of responsibility among people and contractors
determine whether the EMS has been properly implemented and maintained Check that the EMS complies with
the requirements of IS0 14001
the manuals and work instructions of the EMS
your organisations environmental policy objectives and targets
evaluate the value of training to the environmental performance of the organisation and to the protection of the environment as a whole
Review and report
Review and assess the findings and recommendations of the audit and specify a programme for implementing any follow up actions Some actions must be taken immediately eg where a lapse in procedure has led to possible non compliance with legislative requirements
Produce the report and provide results to management Normally the report will consist of
a brief description of the audits objectives
the areas that have been audited
who was involved in auditing them
21
0 references to the source of information on which the audit findings were based
a review of the audit areas highlighting 0
non compliance Le lapses in either the content or implementation and records and
opportunities for improvement eg waste minimisation cleaner processes
Corrective action
Immediately the auditors report is approved draw up an action plan with deadlines to
correct any deficiencies (the major ones first)
0 deliver improvements
ensure everyone is aware of their commitments
0 reassure senior managers that the recommendations are being acted upon and
0 put in place any procedures which are necessary to prevent a repeat of the non compliance
Frequency of audits
Audit all parts of the EMS about every two to three years except in areas with particularly significant environmental impacts Audit these more frequently
Extemal audits
You might wish to pay for audits - see Section 22 on Certification
21 Management review Section 46 of the Standard
The review measures the effectiveness of the system It is an opportunity for the Management Representative and senior management to review the EMS structure and to evaluate the organisations environmental policies objectives targets and procedures to determine
0 whether they are being followed
0 whether they remain suitable adequate and effective
0 where changes are necessary to secure continual improvement and
0 if the EMS is achieving its overall objectives and helping the organisation meet its business goals
The scope of the review should be comprehensive though not all the elements of the EMS need to be reviewed at once The process may extend over a period of time
22
Frequency of reviews
Every one or two years is probably sufficient for most office based organisations However the frequency of reviews will depend on
0 how successfully the EMS is running (see Annex E)
e the significance of the environmental impacts
whether there have been any changes in activities or circumstances eg the contracting out of say facilities management
e whether any extemal issues of importance have arisen eg new or revised regulations changes in Government policies new initiatives from Green Ministers
Review team
Ensure that
0 a team is appointed comprising of individuals with either executive responsibility or specialist responsibility
e the team is provided with all the information necessary to effectively review the EMS such as
internal and extemal audits
environmental policy objectives and targets
operational controls
environmental manual
non compliance reports
concems expressed by relevant parties
0 the sites to be covered by the review are clearly defined
0 direct and indirect impacts are covered and both positive and negative impacts
0 time is provided for the team to look at broader issues relating to your EMS eg new legislation policies technologies and techniques
0 what has happened in the past is covered eg incidents of non compliance and corrective action taken
time is allowed for writing the report which should outline
the scope of the review
23
methods used
details of findings and
recommendations
the recommendations
highlight the areas of the EMS where improvements are required
name the individual who should implement them
the actions resulting from the review are monitored and recorded and
any improvements which can be made to the model framework for greening government operations bee section 6 above) are notified to DETRrsquos Energy and Environment Best Practice Division The address is given at the back of this guide
21 Certification
IS0 14001 allows organisations to make a self declaration of compliance to the requirements of the standard if they do not want to get the EMS formally registered
The certification process provides a mechanism through which organisations can demonstrate their commitment to environmental protection The need to demonstrate this commitment will depend upon stakeholder requirements eg Management Boards Ministers Parliament
Certification for compliance with the standard in the UK is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) The accredited certifiers must in turn have met certain pre-determined criteria to be accredited by UKAS
Certification to IS0 14001 is a two stage process involving
(1) an initial assessment
(2) main assessment
Initial assessment
The objective is to gain an understanding of
0 your EMS in the context of relevant environmental impacts and regulations
0 whether you are fully prepared for assessment
The certification body will
0 check that your EMS
has the commitment of senior management
is based on a proper evaluation of your environmental aspects and impacts
24
meets legislative and regulatory requirements
is intended to control and improve the organisations environmental performance and
is auditable
assess the reliability of your internal audit
plan and allocate resources for further document review (where required for the main assessment) and
provide you with a document explaining what further action you must take
Main assessment
The certifier will ask to see a copy of your organisations environmental manual and procedures to determine whether your organisation is ready for the main assessment The main assessment - involving a site visit from the auditor - is the final stage in the certification process Its main purpose is to
confirm what is written actually represents what is occurring in practice
e confirm that the EMS complies with all the elements of IS0 14001
determine whether the EMS is to achieve and is achieving improvements in environmental performance and regulatory compliance and
confirm that your organisation is complying with its own policies and procedures
This means that the certifier must focus on your organisations
identification and evaluation of its environmental impacts
consequent objectives and targets
performance monitoring measuring reporting and review against your objectives and targets and
auditing to ensure the EMSS effectiveness
Generally an organisation will only fail the certification process at this stage if the corrective actions demanded by the certifier were not completed during the permitted period
The award of an IS0 14001 certificate does not complete the process The certifier will maintain a cycle of continuing assessments to ensure that the EMS complies with the standard and that it can demonstrate continual improvement in its environmental performance The trick is to ensure that the certification process does not impose excessive documentation requirements on your organisation Your system is there to help your organisation - not to make the role of the certifier easier
Certification - because of differing performance objectives - is not sufficient to demonstrate performance improvements This is why the European Unions Eco-Management and Audit Scheme (EMAS) requires organisations to produce an environmental statement
25
22 Environmental Statement
IS0 14001 does not require an environmental statement Although i t does require reports on performance to be made to top management for review and as a basis for improving the EMS
The publication of an environmental statement provides evidence that an organisation is committed to improving its environmental performance What goes in it is a matter for the organisation
Decide
what to communicate
how to communicate it
to whom to communicate it (ie stakeholders eg MPs Ministers Audit bodies)
how to elicit positive feedback and thereby reap a positive reward
Ensure that the statement
is kept simple consistent relevant and balanced (with any necessary detailed information included in annexes)
briefly describes your organisationrsquos activities
contains reliable and accurate information
summarises objectives targets impacts and other relevant issues
highlights the progress you are making
covers good and bad news in a positive manner
gives the name of the accredited certifier
avoids jargon and
is bound and all the pages are numbered
Energy and Environment Best Practice Division (EEBP) November 1998
26
Annex A
I S 0 STANDARDS CLOSELY ASSOCIATED WITH IS0 14001
denotes publication
Environmental Management
IS0 14002 - General guidelines on special considerations for small and medium enterprises
IS0 14004 - General Guidance on Principles Systems and Supporting Techniques Gives practicable help on the design development and maintenance of an EMS
Environmental Auditing
ISO14010 - General Principles Defines the scope of the audit and provides a framework for the structure and format of the audit report
IS0 14011 - Audit Procedures Auditing of Environmental Management Systems Explains the planning and conduct of an EMS audit and gives advice for example on its objectives the roles and responsibilities of those involved and the preparation and documentation of the report
IS0 14012 - Qualifications Cnteria for Environmental Auditors Provides guidance on the minimum qualifications for auditors and how to evaluate their suitability
IS014015 - Guidelines of Environmental Site Assessments
Environmental labels and declarations
IS0 14020 - Environmental labels and declarations - general principles
IS0 14021 - Environmental labelling - self declaration environmental claims - terms and conditions
IS0 14022 - Environmental claims - self declaration environmental claims - symbols
IS0 14023 - Environmental labelling - self declaration environmental claims - testing and verification methodologies
IS0 14024 - Environmental labelling type I - general principles and procedures
IS0 14025 - Environmental labelling type 111 - general principles and procedures
27
Environmental PerjGonnance
IS0 14031 - Environmental Perfonnance Evaluation Explains how to identify suitable environmental indicators for measuring performance against policies objectives and targets
IS0 14032 - Technical report type 3 - Environmental Performance Evaluation - case studies illustrating the use of IS0 14031
Life CycZe Assessments
IS0 14040 - Life cycle assessment - principles and framework
IS014041 - Life Cycle Assessment - life cycle inventory analysis
IS014042 - Life Cycle Assessment - impact assessment
IS0 14043 - Life Cycle Assessment - interpretation
IS014049 - Technical report type 3 - life cycle assessment - examples of the application of IS0 14041
Terms Q Definitions
IS0 14050 - Environmental Management Vocabulary Summarises the terms and definitions used in the IS0 14000 series of standards
Sectors
IS014061 - Technical report type 3 - guidance to assist forestry organisations in the use of IS0 14001 and 14004
28
Annex B
EXAMPLE LEGISLATION SHEET
CATEGORY waste TYPE OF ACTIVITY Duty of Care
LEGISLATION Environmental Protection Act 1990 part 11 Environmental Protection (Duty of Care) Regulations 1991
DETAIL Persons concerned with controlled waste are under a DUTY OF CARE to 1) Prevent any other person committing the offence of depositing disposing or recovering controlled waste without a waste management licence or in a manner likely to cause harm to health or the environment 2) prevent the escape of waste 3) ensure that waste is transferred to an authorised person or to a person authorised to transport waste and 4) ensure the waste is accompanied by a written description (a TRANSFER NOTE) The note must include a description of the waste and details of the parties involved in the transfer It is not necessary if a consignment note is required Further information and a model transfer note can be found in ldquoWaste Management and the Duty of Care A Code of Practicerdquo Also DETRrsquos lsquoWaste Guide advice to Government Departmentsrsquo
PENALTY It is an offence to contravene the Duty of Care requirement Summary conviction - up to euro5000 Conviction on indictment - Unlimited fine Enforcement authority - Environment Agency has an interest in muring the Duty of Care is complied with Anyone may bring a prosecution
WHERE APPLICABLE Current Waste Carrier Licences must be obtained for all waste contractors eg hose that remove paper glass and cans for recycling general waste classified waste scrap metal waste citchen oil clinical waste Transfer notes to obtained for all of the above)
j MONTH REVIEW OF COMPLIANCE An audit of waste licences and transfer notes was carried out on 20598 All licences were found to be current - licence for Contractor X had expired on 31398 and a valid eplacement had been obtained from them Transfer notes had been issued on an individual basis for each ollection of paper for recycling scrap metal waste kitchen oil Annual transfer notes were current for Fenera1 waste classified waste and clinical waste Full compliance with legislation
ZOMPLETED BY REVIEWED BY (EMS team)
iame Name Jnit Date
)ate
29
Annex C
Methodology for determining significant aspects
Important This annex supports steps 5 and 6 of the guide and should be read in conjunction with it and not be used as a stand alone document Some terms such as ldquonormal operating conditions rsquorsquo are defined in the guide itsecf
This methodology was developed to help Government departments determine their significant aspects It supports the requirements of IS0 14001 and EMAS
The methodology is divided into
1) determining significant aspects and
2) maintaining a register of significant aspects
Nore IS0 14001 does not require an organisation to maintain a register of signijkant aspects But it helps to support the documentation of the EMS
Steps for determining significant aspects
Step I define activi9 product and services
Divide the Government Department or Unit into its organisational or management structure - if this has not already been done at the planning stage of the EMS
Identify activities products or services according to existing management structure or sections of the organisation Include in the list of activities operations of the section process unit or building identified
List the activities products and services
List all activities products and services including those initially identified as possibly not having much of an impact on the environment
Step 2 Identfy the environmental aspects associated with each activity prodirct or service
Note I S 0 14001 defines an environmental aspect as an element of an organisationrsquos activiv product or service which can have a beneficial or adverse impact on the environment
30
Inputs
Identify and list the environmental aspects for each activity in terms of inputs for example
energy use (electricity fuel renewable other) water consumption (mains grey other) use of fuels (petroleum diesel alternatives other) land use (natural habitats open space landscapes sensitive areas agriculture other) use of raw or secondary materials (chemicals oils aggregates metals plastic paper other) procured services from suppliers use of natural resources
outputs
Identify and list the environmental aspects for each activity in terms of its outputs for example
wastes and byproducts generated (handling storage and transportation) discharges to water courses sewers or drains (controlled or uncontrolled) impacts on land (contamination natural habitats open space agriculture sensitive areas) discharge of thermal energy generation of noise dust odour or vibration transport products (packaging transport use and disposal) impacts on natural resources and ecosystems including wildlife impacts on built environment visual impact public (influence education regulation enforcement other)
Important Identia both the Direct and Indirect (service) aspects for the organisation Direct aspects arise from every day operations such as water consumption Indirect aspects anie from the servicesprovided by the organisation such as regulatory inspections in the commercial sector
Step 3 IdentifL the associated environmental impact of the aspects
Note IS0 14001 defines an ldquoenvironmental impactrdquo as the change which takesplace in the environment as a result of the aspect
Identify the associated environmental impacts for each aspect of the activity Environmental impacts are the actual or potential change to the environment as a result of the aspect and can be local regional or global in scale For example
31
injury to wildlife destruction of natural habitat conservation of energy waste minimisation
contamination of soil or water release of carbon dioxide to the atmosphere
reduction in vehicle emissions and other pollutants
Notes 1 The Swedish approach on EMSs in Government cover (1) direct) of internal activities (eg conserving water and energy) direct impacts of external activities (eg road construction and defence) and indirect impacts of external activities (eg regulations permits funding system)
2 Canada s system of sustainable development encompasses policies programmes and operations with federal departments working to merge instruments such as Environmental Impact Assessments with EMSs
Table showing examples of activities products and services with their associated aspects and environmental impacts
Activity Product or Service
Activity River maintenance activities
~- Product Annual Environmental Report
Service Regulating Major Industries
Environmental Aspect
Potential for accidental pollution incident
Use of paper
Environmental improvement
Associated Environmental Impact
Deoxygenating of watercourse oil spills contaminating water silt discolouring watercourse fish kill
Misuses of natural resources Destruction of habitats Pollution from production processes
Reduction in emissions reduction in pollution
conserving resources reduction in waste
incidents
Important Environmental aspects can be positive or negative Actual andpotential future aspects must be evaluated
32
Step 4 Determine the significance of the environmental impacts
Use the scoring system in the assessment tool (at the end of this Annex) to calculate the significance of each aspect or impact identified The tool is based on ldquodescriptiverdquo as well as ldquorisk basedrdquo criteria
Each aspect or impact should receive a score for the following factors
1) description of impact 2) likelihood of occurrence 3) likelihood of detection 4) severity of consequence or nuisance
Once a score is determined for all four criteria add them altogether to obtain a ldquosignificance ldquofactor The higher the score the more significant the environmental aspect
Determine the threshold of what score warrants a ldquohighrdquo significance value based on the nature of your organisationrsquos operations and the concerns of its stakeholders
Register of significant aspects
Document the aspects in a ldquoRegister of Significant Aspectsrdquo which should include a summary of the methodology used to determine the ldquosignificancerdquo values The Register should include at least the following
activity identified environmental aspect environmental impact
ldquosignificancerdquo value assigned
cross reference to the register of legislative requirements description of the effect criteria chosen
cross reference to applicable EMS procedures
Completion of the Register
Once the Register is complete work can begin in setting specific objectives and targets for each significant aspect identified
Important Ensure that the register of legislative requirements is complete (or at least that the applicable legislative requirements are identijled for each activiy and aspect) before determining the signijkance of the
organisationrsquos aspects and impacts
33
Assessment tool for determining significance of environmental aspects and impacts (see step 4 of the guide)
Description of Effect
Negligible or no impact No breach of legislation Emergency situations would cause a breach of policy or procedures
Rank Likelihood of
occurrence
0 None
~ Verysmall impact Immediate action possible Emergency situations would cause a breach of legislation Results in breach of own policy or procedures under abnormal conditions
I 1 Very low
Small impact Results in breach of legislation under abnormal conditions Results in breach of own policy or procedures under normal conditions
Moderate impact
Severe impact
Extensive impact
Activity has impact under normal operating conditions Results in breach of legislation under abnormal conditions No previous breach of legislation
Results in breach of legislation under abnormal conditions History of past breaches of legislation
Results in breach of legislation under normal operating conditions History of past breaches of legislation
2 Low
3 Moderate
4 High
5 Very high
Note Stakeholder concerns are not included in the description criteria Each organisation shouId tailor these criteria to take account of the concerns of stakeholder the public or interestedparties
34
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
~~ ~ ~ ~~ significant environmental impacts (actual and potential)
roles and responsibilities of people in achieving conformance
0 potential consequences of failure to follow operating procedures and
merits of improving environmental performance
Training options
Job specific training should cover people and contractors whose work is covered by environmental regulations or is concemed with achieving the environmental objectives and targets eg in procurement and estate and facilities management This might include
1 Formal courses for
0 developing environmental awareness for all
building an understanding of the EMS for managers and key people which explains what the organisation is seeking to achieve and why
explaining work instructions and developing technical skills for specialists operators and those who are responsible for significant environmental impacts
2 Informal on the job training for
helping an employee to do the job correctly safely and effectively
3 Informal training
distance leaming packages
news sheets
in-house newsletters etc
Other methods
Look at other methods of raising awareness such as
vocational training
continuously updated information on Intranet and Internet web sites
0 presentation of a policy statement and environmental reports to each employee
0 participation in Green Teams
0 internal seminars workshops talks and lectures
14
video presentations and
external seminars workshops and conferences
Evaluation
Regularly evaluate training to assess its value to the environmental performance of the organisation
Use compliance audits or audits of the EMS to identify deficiencies resulting from inadequate or lack of training
Training organisations
The UKs Institute of Environmental Managers have designed a Best Practice Programme to help managers put the theory of environmental management into practice
12 Communications Section 443 of the Standard
Check if suitable systems exist for communicatingbetween the various levels and functions of an organisation and with external interested parties
Where necessary establish and maintain procedures to make people and contractors aware of
(a) the importance of conforming to policy procedures and the EMS
(b) the significant environmental impacts (actual and potential)
(c) their roles and responsibilities in achieving conformance and
(d) the potential consequences of departing from specified procedures
Intemal reporting
Reporting on environmental performance is essential in determining improvement over time
Decide
what to communicate
how to communicate it
to whom to communicate i t (eg Management Board Green Ministers Parliamentary Environmental Audit Committee OECD)
Note You must documentyour decision on whom to communicate it to in the Management Manual
how to elicit positive feedback and response and thereby reap a positive reward (the 3 Rs Report-Response-Reward)
15
Note IS0 14031 Guidelines fo r Environmental Performance Evaluation (EPE) provides advice on reporting and communicating EPE information to management employees and interested parties
13 Management manual and related documents Section 444 of the Standard
Senior management should decide the format of the documentation which must demonstrate compliance with the requirements of the EMS and that objectives and targets are being met The documents must be readily identifiable and periodically reviewed and revised Normally they will consist of
Policy statement
Environmental management (or improvement) programme and procedures
Local action plans containing objectives and targets
Register of Significant Environmental Impacts
Register of Regulatory Requirements
Site emergency plans
Work instructions for managing a particular activity or issue
Health and safety instructions
Organisational charts
System Manual
IS0 14001 stipulates that the documentation may be integrated with documentation from other systems implemented by the organisation It does not have to be in the form of a single manual although this tends to be normal practice
The manual is a key document for third party assessment It should provide the principle source of reference for the EMS and as such be relevant to the organisations activities It can cover an entire operation a building Division Directorate or entire Department etc
Ensure that the manual
is concise and well structured (with sub divisions for key areas)
contains a brief introduction to your organisation and its activities
outlines your organisations environmental policies
summarises your significant environmental impacts objectives and targets and the management programme
16
~~ defines key roles and responsibilities
identifies the role of the management representative
indicates how the requirements of IS0 14001 will be met
cross references procedures eg work instructions and other relevant documentation
highlights any emergency plans (eg for spillages)
14 Document control Section 445 of the Standard
The primary purpose of document control is to ensure that the right people have the right information at the right time in the right place Avoid complex document control systems Create and maintain only those documents which are necessary to implement the EMS and achieve improvements in environmental performance
Ensure that
the documents are assigned to the appropriate unit or job title and can be easily found
the documents are periodically reviewed revised as necessary and approved as adequate by authorised people
0 current versions are available at all locations where operations essential to the effective functioning of the environmental management system are performed
obsolete documents are promptly removed from all points of use
any obsolete documents retained for legal or other purposes are suitably identified
all pages are numbered dated and fully referenced
15 Operational control Section 446 of the Standard
This provides the means of keeping control of the system Ensure good control of critical activities by making sure you
check whether requirements are met and where necessary making any necessary corrections
provide key people with work instructions which are identifiable current and available on location
make contractors and suppliers aware of your organisations EMS as i t relates to them
17
e provide contractors with details of relevant operational procedures and requirements
give details of verification methods employed in your manual and work instructions e
e identify the person or persons responsible for
overseeing or directly achieving the objectives and targets eg the officers appointed to develop Green Transport Plans
undertaking physical spot checks
initiating investigations into cases of non compJiance and
- taking the necessary permanent corrective actions
16 Emergencies and contingencies Section 447 of the Standard
IS0 14001 requires an organisation to maintain documented procedures to
e identify potential accidents and emergencies which may arise from hazardous processes and the handling or disposal of dangerous materials
e minimise any environmental impacts resulting from these incidents and
e periodically test such procedures if practicable
Such procedures may already be in place under the Control of Substances Hazardous to Health (COSHH) and Control of Industrial Major Accidents and Hazards (CIMAH) - see the Register of Regulatory Requirements These should if effective be formally adopted and recorded in the EMS documentation Inform directly involved people and contractors and provide additional trzining where the work requires
e complicated monitoring maintenance or inspection routines
e the co-ordination of several operations or
e business continuity plans
17 Monitoring and measuring Section 451 of the Standard
Monitoring and measuring are necessary to test whether the organisation is achieving its objectives and targets and whether the procedures for operational control are effective
Check if systems (with correct procedures) exist for regularly monitoring and measuring
performance against objectives and targets
implementation of operational controls
compliance with the law
Note Always try to build on existing systems to save time and eort
i a
18 Correcting for non-control or non compliance Section 452 of the Standard
IS0 14001 requires procedures for identifying and correcting non compliance In office based organisations this is most likely to result from a failure to meet performance levels or the malfunctioning of the EMS itself (eg ambiguous procedures) rather than through a major process failure which can cause environmental damage
Ensure that the procedures
0 identify the cause of non-conformance
0 identify and implement the necessary corrective action
0 implement or modify controls necessary to avoid future repetitions
0 record any changes in written procedures resulting from the corrective action
0 record any significant environmental impacts arising from the non compliance
0 are included in the manual and other documentation
19 Records Section 453 of the Standard
EMS records are kept to
0 demonstrate compliance with the requirements of your EMS and legislation
0 determine the extent to which targets and objectives have been met in line with your organisations overall environment policy and
0 provide evidence of the on-going operation of the system
Include in your record system
0 reports of audit and reviews
0 training
0 details of any failures to comply with policy and regulations and corrective actions
details of any complaints and the corrective actions taken 0
inspection and maintenance reports
0 information on emergency preparedness and response
quantities of materials collected for recycling or dispose as waste
19
0 meter data for gas electricity and water
licenses and other legal documents ~~~ ~ ~~ ~~~~~~ ~~~~~~ ~~
0
0 communications with suppliers contractors and general public
a notes or minutes of meetings
other relevant records
Establish and record retention times for the records kept and protect them against damage deterioration or loss They may be stored in paper or electronic form or both
Ensure that records kept by other parts of the organisation such as facilities managers and procurement officers are cross referenced with those held centrally
20 Environmental audit Section 454 of the Standard
The purpose of an EMS audit is to assess whether the system conforms to the requirements of the environmental policy and other criteria such as relevant legislation and regulations and if certification is sought IS0 14001
IS0 14001 requires you to
establish and maintain programmes and procedures for lsquo)eriodicaf[y rdquo auditing the EMS
0 base the audit programme on the environmental importance of the activity concerned and the results of previous audits
0 cover the audit scope frequency and methodologies as well as the responsibilities and requirements for conducting audits and reporting results
Intemal audits
Select an audit team of about 3 to 4 persons Ensure that the team members have
0 no direct management responsibility for the part of the organisation being audited
0 sufficient knowledge and expertise to carry it out especially in the areas of
management systems auditing
relevant EMS standards
offices facilities and plant
industry knowledge ( i f appropriate)
environmental legislation and issues
20
Preparation
Prepare ~~ ~
audit checklists which should list all the EMS procedures relevant to the area under review (procedures may vary between different operational areas)
documents for recording non compliance and
a timetable for the audit programme
Gather reference information about the area such as plans COSHH assessments lists of procedures and records Inform managers and people at the site of the timing of the audit its objectives and what is expected from them You will need their co-operation if the audit is to be conducted efficiently and effectively
Getting the most from the audit
Use the audit to
help your organisation develop a framework for conducting its own internal environmental audits and management reviews
maintain increased environmental awareness and a sense of responsibility among people and contractors
determine whether the EMS has been properly implemented and maintained Check that the EMS complies with
the requirements of IS0 14001
the manuals and work instructions of the EMS
your organisations environmental policy objectives and targets
evaluate the value of training to the environmental performance of the organisation and to the protection of the environment as a whole
Review and report
Review and assess the findings and recommendations of the audit and specify a programme for implementing any follow up actions Some actions must be taken immediately eg where a lapse in procedure has led to possible non compliance with legislative requirements
Produce the report and provide results to management Normally the report will consist of
a brief description of the audits objectives
the areas that have been audited
who was involved in auditing them
21
0 references to the source of information on which the audit findings were based
a review of the audit areas highlighting 0
non compliance Le lapses in either the content or implementation and records and
opportunities for improvement eg waste minimisation cleaner processes
Corrective action
Immediately the auditors report is approved draw up an action plan with deadlines to
correct any deficiencies (the major ones first)
0 deliver improvements
ensure everyone is aware of their commitments
0 reassure senior managers that the recommendations are being acted upon and
0 put in place any procedures which are necessary to prevent a repeat of the non compliance
Frequency of audits
Audit all parts of the EMS about every two to three years except in areas with particularly significant environmental impacts Audit these more frequently
Extemal audits
You might wish to pay for audits - see Section 22 on Certification
21 Management review Section 46 of the Standard
The review measures the effectiveness of the system It is an opportunity for the Management Representative and senior management to review the EMS structure and to evaluate the organisations environmental policies objectives targets and procedures to determine
0 whether they are being followed
0 whether they remain suitable adequate and effective
0 where changes are necessary to secure continual improvement and
0 if the EMS is achieving its overall objectives and helping the organisation meet its business goals
The scope of the review should be comprehensive though not all the elements of the EMS need to be reviewed at once The process may extend over a period of time
22
Frequency of reviews
Every one or two years is probably sufficient for most office based organisations However the frequency of reviews will depend on
0 how successfully the EMS is running (see Annex E)
e the significance of the environmental impacts
whether there have been any changes in activities or circumstances eg the contracting out of say facilities management
e whether any extemal issues of importance have arisen eg new or revised regulations changes in Government policies new initiatives from Green Ministers
Review team
Ensure that
0 a team is appointed comprising of individuals with either executive responsibility or specialist responsibility
e the team is provided with all the information necessary to effectively review the EMS such as
internal and extemal audits
environmental policy objectives and targets
operational controls
environmental manual
non compliance reports
concems expressed by relevant parties
0 the sites to be covered by the review are clearly defined
0 direct and indirect impacts are covered and both positive and negative impacts
0 time is provided for the team to look at broader issues relating to your EMS eg new legislation policies technologies and techniques
0 what has happened in the past is covered eg incidents of non compliance and corrective action taken
time is allowed for writing the report which should outline
the scope of the review
23
methods used
details of findings and
recommendations
the recommendations
highlight the areas of the EMS where improvements are required
name the individual who should implement them
the actions resulting from the review are monitored and recorded and
any improvements which can be made to the model framework for greening government operations bee section 6 above) are notified to DETRrsquos Energy and Environment Best Practice Division The address is given at the back of this guide
21 Certification
IS0 14001 allows organisations to make a self declaration of compliance to the requirements of the standard if they do not want to get the EMS formally registered
The certification process provides a mechanism through which organisations can demonstrate their commitment to environmental protection The need to demonstrate this commitment will depend upon stakeholder requirements eg Management Boards Ministers Parliament
Certification for compliance with the standard in the UK is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) The accredited certifiers must in turn have met certain pre-determined criteria to be accredited by UKAS
Certification to IS0 14001 is a two stage process involving
(1) an initial assessment
(2) main assessment
Initial assessment
The objective is to gain an understanding of
0 your EMS in the context of relevant environmental impacts and regulations
0 whether you are fully prepared for assessment
The certification body will
0 check that your EMS
has the commitment of senior management
is based on a proper evaluation of your environmental aspects and impacts
24
meets legislative and regulatory requirements
is intended to control and improve the organisations environmental performance and
is auditable
assess the reliability of your internal audit
plan and allocate resources for further document review (where required for the main assessment) and
provide you with a document explaining what further action you must take
Main assessment
The certifier will ask to see a copy of your organisations environmental manual and procedures to determine whether your organisation is ready for the main assessment The main assessment - involving a site visit from the auditor - is the final stage in the certification process Its main purpose is to
confirm what is written actually represents what is occurring in practice
e confirm that the EMS complies with all the elements of IS0 14001
determine whether the EMS is to achieve and is achieving improvements in environmental performance and regulatory compliance and
confirm that your organisation is complying with its own policies and procedures
This means that the certifier must focus on your organisations
identification and evaluation of its environmental impacts
consequent objectives and targets
performance monitoring measuring reporting and review against your objectives and targets and
auditing to ensure the EMSS effectiveness
Generally an organisation will only fail the certification process at this stage if the corrective actions demanded by the certifier were not completed during the permitted period
The award of an IS0 14001 certificate does not complete the process The certifier will maintain a cycle of continuing assessments to ensure that the EMS complies with the standard and that it can demonstrate continual improvement in its environmental performance The trick is to ensure that the certification process does not impose excessive documentation requirements on your organisation Your system is there to help your organisation - not to make the role of the certifier easier
Certification - because of differing performance objectives - is not sufficient to demonstrate performance improvements This is why the European Unions Eco-Management and Audit Scheme (EMAS) requires organisations to produce an environmental statement
25
22 Environmental Statement
IS0 14001 does not require an environmental statement Although i t does require reports on performance to be made to top management for review and as a basis for improving the EMS
The publication of an environmental statement provides evidence that an organisation is committed to improving its environmental performance What goes in it is a matter for the organisation
Decide
what to communicate
how to communicate it
to whom to communicate it (ie stakeholders eg MPs Ministers Audit bodies)
how to elicit positive feedback and thereby reap a positive reward
Ensure that the statement
is kept simple consistent relevant and balanced (with any necessary detailed information included in annexes)
briefly describes your organisationrsquos activities
contains reliable and accurate information
summarises objectives targets impacts and other relevant issues
highlights the progress you are making
covers good and bad news in a positive manner
gives the name of the accredited certifier
avoids jargon and
is bound and all the pages are numbered
Energy and Environment Best Practice Division (EEBP) November 1998
26
Annex A
I S 0 STANDARDS CLOSELY ASSOCIATED WITH IS0 14001
denotes publication
Environmental Management
IS0 14002 - General guidelines on special considerations for small and medium enterprises
IS0 14004 - General Guidance on Principles Systems and Supporting Techniques Gives practicable help on the design development and maintenance of an EMS
Environmental Auditing
ISO14010 - General Principles Defines the scope of the audit and provides a framework for the structure and format of the audit report
IS0 14011 - Audit Procedures Auditing of Environmental Management Systems Explains the planning and conduct of an EMS audit and gives advice for example on its objectives the roles and responsibilities of those involved and the preparation and documentation of the report
IS0 14012 - Qualifications Cnteria for Environmental Auditors Provides guidance on the minimum qualifications for auditors and how to evaluate their suitability
IS014015 - Guidelines of Environmental Site Assessments
Environmental labels and declarations
IS0 14020 - Environmental labels and declarations - general principles
IS0 14021 - Environmental labelling - self declaration environmental claims - terms and conditions
IS0 14022 - Environmental claims - self declaration environmental claims - symbols
IS0 14023 - Environmental labelling - self declaration environmental claims - testing and verification methodologies
IS0 14024 - Environmental labelling type I - general principles and procedures
IS0 14025 - Environmental labelling type 111 - general principles and procedures
27
Environmental PerjGonnance
IS0 14031 - Environmental Perfonnance Evaluation Explains how to identify suitable environmental indicators for measuring performance against policies objectives and targets
IS0 14032 - Technical report type 3 - Environmental Performance Evaluation - case studies illustrating the use of IS0 14031
Life CycZe Assessments
IS0 14040 - Life cycle assessment - principles and framework
IS014041 - Life Cycle Assessment - life cycle inventory analysis
IS014042 - Life Cycle Assessment - impact assessment
IS0 14043 - Life Cycle Assessment - interpretation
IS014049 - Technical report type 3 - life cycle assessment - examples of the application of IS0 14041
Terms Q Definitions
IS0 14050 - Environmental Management Vocabulary Summarises the terms and definitions used in the IS0 14000 series of standards
Sectors
IS014061 - Technical report type 3 - guidance to assist forestry organisations in the use of IS0 14001 and 14004
28
Annex B
EXAMPLE LEGISLATION SHEET
CATEGORY waste TYPE OF ACTIVITY Duty of Care
LEGISLATION Environmental Protection Act 1990 part 11 Environmental Protection (Duty of Care) Regulations 1991
DETAIL Persons concerned with controlled waste are under a DUTY OF CARE to 1) Prevent any other person committing the offence of depositing disposing or recovering controlled waste without a waste management licence or in a manner likely to cause harm to health or the environment 2) prevent the escape of waste 3) ensure that waste is transferred to an authorised person or to a person authorised to transport waste and 4) ensure the waste is accompanied by a written description (a TRANSFER NOTE) The note must include a description of the waste and details of the parties involved in the transfer It is not necessary if a consignment note is required Further information and a model transfer note can be found in ldquoWaste Management and the Duty of Care A Code of Practicerdquo Also DETRrsquos lsquoWaste Guide advice to Government Departmentsrsquo
PENALTY It is an offence to contravene the Duty of Care requirement Summary conviction - up to euro5000 Conviction on indictment - Unlimited fine Enforcement authority - Environment Agency has an interest in muring the Duty of Care is complied with Anyone may bring a prosecution
WHERE APPLICABLE Current Waste Carrier Licences must be obtained for all waste contractors eg hose that remove paper glass and cans for recycling general waste classified waste scrap metal waste citchen oil clinical waste Transfer notes to obtained for all of the above)
j MONTH REVIEW OF COMPLIANCE An audit of waste licences and transfer notes was carried out on 20598 All licences were found to be current - licence for Contractor X had expired on 31398 and a valid eplacement had been obtained from them Transfer notes had been issued on an individual basis for each ollection of paper for recycling scrap metal waste kitchen oil Annual transfer notes were current for Fenera1 waste classified waste and clinical waste Full compliance with legislation
ZOMPLETED BY REVIEWED BY (EMS team)
iame Name Jnit Date
)ate
29
Annex C
Methodology for determining significant aspects
Important This annex supports steps 5 and 6 of the guide and should be read in conjunction with it and not be used as a stand alone document Some terms such as ldquonormal operating conditions rsquorsquo are defined in the guide itsecf
This methodology was developed to help Government departments determine their significant aspects It supports the requirements of IS0 14001 and EMAS
The methodology is divided into
1) determining significant aspects and
2) maintaining a register of significant aspects
Nore IS0 14001 does not require an organisation to maintain a register of signijkant aspects But it helps to support the documentation of the EMS
Steps for determining significant aspects
Step I define activi9 product and services
Divide the Government Department or Unit into its organisational or management structure - if this has not already been done at the planning stage of the EMS
Identify activities products or services according to existing management structure or sections of the organisation Include in the list of activities operations of the section process unit or building identified
List the activities products and services
List all activities products and services including those initially identified as possibly not having much of an impact on the environment
Step 2 Identfy the environmental aspects associated with each activity prodirct or service
Note I S 0 14001 defines an environmental aspect as an element of an organisationrsquos activiv product or service which can have a beneficial or adverse impact on the environment
30
Inputs
Identify and list the environmental aspects for each activity in terms of inputs for example
energy use (electricity fuel renewable other) water consumption (mains grey other) use of fuels (petroleum diesel alternatives other) land use (natural habitats open space landscapes sensitive areas agriculture other) use of raw or secondary materials (chemicals oils aggregates metals plastic paper other) procured services from suppliers use of natural resources
outputs
Identify and list the environmental aspects for each activity in terms of its outputs for example
wastes and byproducts generated (handling storage and transportation) discharges to water courses sewers or drains (controlled or uncontrolled) impacts on land (contamination natural habitats open space agriculture sensitive areas) discharge of thermal energy generation of noise dust odour or vibration transport products (packaging transport use and disposal) impacts on natural resources and ecosystems including wildlife impacts on built environment visual impact public (influence education regulation enforcement other)
Important Identia both the Direct and Indirect (service) aspects for the organisation Direct aspects arise from every day operations such as water consumption Indirect aspects anie from the servicesprovided by the organisation such as regulatory inspections in the commercial sector
Step 3 IdentifL the associated environmental impact of the aspects
Note IS0 14001 defines an ldquoenvironmental impactrdquo as the change which takesplace in the environment as a result of the aspect
Identify the associated environmental impacts for each aspect of the activity Environmental impacts are the actual or potential change to the environment as a result of the aspect and can be local regional or global in scale For example
31
injury to wildlife destruction of natural habitat conservation of energy waste minimisation
contamination of soil or water release of carbon dioxide to the atmosphere
reduction in vehicle emissions and other pollutants
Notes 1 The Swedish approach on EMSs in Government cover (1) direct) of internal activities (eg conserving water and energy) direct impacts of external activities (eg road construction and defence) and indirect impacts of external activities (eg regulations permits funding system)
2 Canada s system of sustainable development encompasses policies programmes and operations with federal departments working to merge instruments such as Environmental Impact Assessments with EMSs
Table showing examples of activities products and services with their associated aspects and environmental impacts
Activity Product or Service
Activity River maintenance activities
~- Product Annual Environmental Report
Service Regulating Major Industries
Environmental Aspect
Potential for accidental pollution incident
Use of paper
Environmental improvement
Associated Environmental Impact
Deoxygenating of watercourse oil spills contaminating water silt discolouring watercourse fish kill
Misuses of natural resources Destruction of habitats Pollution from production processes
Reduction in emissions reduction in pollution
conserving resources reduction in waste
incidents
Important Environmental aspects can be positive or negative Actual andpotential future aspects must be evaluated
32
Step 4 Determine the significance of the environmental impacts
Use the scoring system in the assessment tool (at the end of this Annex) to calculate the significance of each aspect or impact identified The tool is based on ldquodescriptiverdquo as well as ldquorisk basedrdquo criteria
Each aspect or impact should receive a score for the following factors
1) description of impact 2) likelihood of occurrence 3) likelihood of detection 4) severity of consequence or nuisance
Once a score is determined for all four criteria add them altogether to obtain a ldquosignificance ldquofactor The higher the score the more significant the environmental aspect
Determine the threshold of what score warrants a ldquohighrdquo significance value based on the nature of your organisationrsquos operations and the concerns of its stakeholders
Register of significant aspects
Document the aspects in a ldquoRegister of Significant Aspectsrdquo which should include a summary of the methodology used to determine the ldquosignificancerdquo values The Register should include at least the following
activity identified environmental aspect environmental impact
ldquosignificancerdquo value assigned
cross reference to the register of legislative requirements description of the effect criteria chosen
cross reference to applicable EMS procedures
Completion of the Register
Once the Register is complete work can begin in setting specific objectives and targets for each significant aspect identified
Important Ensure that the register of legislative requirements is complete (or at least that the applicable legislative requirements are identijled for each activiy and aspect) before determining the signijkance of the
organisationrsquos aspects and impacts
33
Assessment tool for determining significance of environmental aspects and impacts (see step 4 of the guide)
Description of Effect
Negligible or no impact No breach of legislation Emergency situations would cause a breach of policy or procedures
Rank Likelihood of
occurrence
0 None
~ Verysmall impact Immediate action possible Emergency situations would cause a breach of legislation Results in breach of own policy or procedures under abnormal conditions
I 1 Very low
Small impact Results in breach of legislation under abnormal conditions Results in breach of own policy or procedures under normal conditions
Moderate impact
Severe impact
Extensive impact
Activity has impact under normal operating conditions Results in breach of legislation under abnormal conditions No previous breach of legislation
Results in breach of legislation under abnormal conditions History of past breaches of legislation
Results in breach of legislation under normal operating conditions History of past breaches of legislation
2 Low
3 Moderate
4 High
5 Very high
Note Stakeholder concerns are not included in the description criteria Each organisation shouId tailor these criteria to take account of the concerns of stakeholder the public or interestedparties
34
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
video presentations and
external seminars workshops and conferences
Evaluation
Regularly evaluate training to assess its value to the environmental performance of the organisation
Use compliance audits or audits of the EMS to identify deficiencies resulting from inadequate or lack of training
Training organisations
The UKs Institute of Environmental Managers have designed a Best Practice Programme to help managers put the theory of environmental management into practice
12 Communications Section 443 of the Standard
Check if suitable systems exist for communicatingbetween the various levels and functions of an organisation and with external interested parties
Where necessary establish and maintain procedures to make people and contractors aware of
(a) the importance of conforming to policy procedures and the EMS
(b) the significant environmental impacts (actual and potential)
(c) their roles and responsibilities in achieving conformance and
(d) the potential consequences of departing from specified procedures
Intemal reporting
Reporting on environmental performance is essential in determining improvement over time
Decide
what to communicate
how to communicate it
to whom to communicate i t (eg Management Board Green Ministers Parliamentary Environmental Audit Committee OECD)
Note You must documentyour decision on whom to communicate it to in the Management Manual
how to elicit positive feedback and response and thereby reap a positive reward (the 3 Rs Report-Response-Reward)
15
Note IS0 14031 Guidelines fo r Environmental Performance Evaluation (EPE) provides advice on reporting and communicating EPE information to management employees and interested parties
13 Management manual and related documents Section 444 of the Standard
Senior management should decide the format of the documentation which must demonstrate compliance with the requirements of the EMS and that objectives and targets are being met The documents must be readily identifiable and periodically reviewed and revised Normally they will consist of
Policy statement
Environmental management (or improvement) programme and procedures
Local action plans containing objectives and targets
Register of Significant Environmental Impacts
Register of Regulatory Requirements
Site emergency plans
Work instructions for managing a particular activity or issue
Health and safety instructions
Organisational charts
System Manual
IS0 14001 stipulates that the documentation may be integrated with documentation from other systems implemented by the organisation It does not have to be in the form of a single manual although this tends to be normal practice
The manual is a key document for third party assessment It should provide the principle source of reference for the EMS and as such be relevant to the organisations activities It can cover an entire operation a building Division Directorate or entire Department etc
Ensure that the manual
is concise and well structured (with sub divisions for key areas)
contains a brief introduction to your organisation and its activities
outlines your organisations environmental policies
summarises your significant environmental impacts objectives and targets and the management programme
16
~~ defines key roles and responsibilities
identifies the role of the management representative
indicates how the requirements of IS0 14001 will be met
cross references procedures eg work instructions and other relevant documentation
highlights any emergency plans (eg for spillages)
14 Document control Section 445 of the Standard
The primary purpose of document control is to ensure that the right people have the right information at the right time in the right place Avoid complex document control systems Create and maintain only those documents which are necessary to implement the EMS and achieve improvements in environmental performance
Ensure that
the documents are assigned to the appropriate unit or job title and can be easily found
the documents are periodically reviewed revised as necessary and approved as adequate by authorised people
0 current versions are available at all locations where operations essential to the effective functioning of the environmental management system are performed
obsolete documents are promptly removed from all points of use
any obsolete documents retained for legal or other purposes are suitably identified
all pages are numbered dated and fully referenced
15 Operational control Section 446 of the Standard
This provides the means of keeping control of the system Ensure good control of critical activities by making sure you
check whether requirements are met and where necessary making any necessary corrections
provide key people with work instructions which are identifiable current and available on location
make contractors and suppliers aware of your organisations EMS as i t relates to them
17
e provide contractors with details of relevant operational procedures and requirements
give details of verification methods employed in your manual and work instructions e
e identify the person or persons responsible for
overseeing or directly achieving the objectives and targets eg the officers appointed to develop Green Transport Plans
undertaking physical spot checks
initiating investigations into cases of non compJiance and
- taking the necessary permanent corrective actions
16 Emergencies and contingencies Section 447 of the Standard
IS0 14001 requires an organisation to maintain documented procedures to
e identify potential accidents and emergencies which may arise from hazardous processes and the handling or disposal of dangerous materials
e minimise any environmental impacts resulting from these incidents and
e periodically test such procedures if practicable
Such procedures may already be in place under the Control of Substances Hazardous to Health (COSHH) and Control of Industrial Major Accidents and Hazards (CIMAH) - see the Register of Regulatory Requirements These should if effective be formally adopted and recorded in the EMS documentation Inform directly involved people and contractors and provide additional trzining where the work requires
e complicated monitoring maintenance or inspection routines
e the co-ordination of several operations or
e business continuity plans
17 Monitoring and measuring Section 451 of the Standard
Monitoring and measuring are necessary to test whether the organisation is achieving its objectives and targets and whether the procedures for operational control are effective
Check if systems (with correct procedures) exist for regularly monitoring and measuring
performance against objectives and targets
implementation of operational controls
compliance with the law
Note Always try to build on existing systems to save time and eort
i a
18 Correcting for non-control or non compliance Section 452 of the Standard
IS0 14001 requires procedures for identifying and correcting non compliance In office based organisations this is most likely to result from a failure to meet performance levels or the malfunctioning of the EMS itself (eg ambiguous procedures) rather than through a major process failure which can cause environmental damage
Ensure that the procedures
0 identify the cause of non-conformance
0 identify and implement the necessary corrective action
0 implement or modify controls necessary to avoid future repetitions
0 record any changes in written procedures resulting from the corrective action
0 record any significant environmental impacts arising from the non compliance
0 are included in the manual and other documentation
19 Records Section 453 of the Standard
EMS records are kept to
0 demonstrate compliance with the requirements of your EMS and legislation
0 determine the extent to which targets and objectives have been met in line with your organisations overall environment policy and
0 provide evidence of the on-going operation of the system
Include in your record system
0 reports of audit and reviews
0 training
0 details of any failures to comply with policy and regulations and corrective actions
details of any complaints and the corrective actions taken 0
inspection and maintenance reports
0 information on emergency preparedness and response
quantities of materials collected for recycling or dispose as waste
19
0 meter data for gas electricity and water
licenses and other legal documents ~~~ ~ ~~ ~~~~~~ ~~~~~~ ~~
0
0 communications with suppliers contractors and general public
a notes or minutes of meetings
other relevant records
Establish and record retention times for the records kept and protect them against damage deterioration or loss They may be stored in paper or electronic form or both
Ensure that records kept by other parts of the organisation such as facilities managers and procurement officers are cross referenced with those held centrally
20 Environmental audit Section 454 of the Standard
The purpose of an EMS audit is to assess whether the system conforms to the requirements of the environmental policy and other criteria such as relevant legislation and regulations and if certification is sought IS0 14001
IS0 14001 requires you to
establish and maintain programmes and procedures for lsquo)eriodicaf[y rdquo auditing the EMS
0 base the audit programme on the environmental importance of the activity concerned and the results of previous audits
0 cover the audit scope frequency and methodologies as well as the responsibilities and requirements for conducting audits and reporting results
Intemal audits
Select an audit team of about 3 to 4 persons Ensure that the team members have
0 no direct management responsibility for the part of the organisation being audited
0 sufficient knowledge and expertise to carry it out especially in the areas of
management systems auditing
relevant EMS standards
offices facilities and plant
industry knowledge ( i f appropriate)
environmental legislation and issues
20
Preparation
Prepare ~~ ~
audit checklists which should list all the EMS procedures relevant to the area under review (procedures may vary between different operational areas)
documents for recording non compliance and
a timetable for the audit programme
Gather reference information about the area such as plans COSHH assessments lists of procedures and records Inform managers and people at the site of the timing of the audit its objectives and what is expected from them You will need their co-operation if the audit is to be conducted efficiently and effectively
Getting the most from the audit
Use the audit to
help your organisation develop a framework for conducting its own internal environmental audits and management reviews
maintain increased environmental awareness and a sense of responsibility among people and contractors
determine whether the EMS has been properly implemented and maintained Check that the EMS complies with
the requirements of IS0 14001
the manuals and work instructions of the EMS
your organisations environmental policy objectives and targets
evaluate the value of training to the environmental performance of the organisation and to the protection of the environment as a whole
Review and report
Review and assess the findings and recommendations of the audit and specify a programme for implementing any follow up actions Some actions must be taken immediately eg where a lapse in procedure has led to possible non compliance with legislative requirements
Produce the report and provide results to management Normally the report will consist of
a brief description of the audits objectives
the areas that have been audited
who was involved in auditing them
21
0 references to the source of information on which the audit findings were based
a review of the audit areas highlighting 0
non compliance Le lapses in either the content or implementation and records and
opportunities for improvement eg waste minimisation cleaner processes
Corrective action
Immediately the auditors report is approved draw up an action plan with deadlines to
correct any deficiencies (the major ones first)
0 deliver improvements
ensure everyone is aware of their commitments
0 reassure senior managers that the recommendations are being acted upon and
0 put in place any procedures which are necessary to prevent a repeat of the non compliance
Frequency of audits
Audit all parts of the EMS about every two to three years except in areas with particularly significant environmental impacts Audit these more frequently
Extemal audits
You might wish to pay for audits - see Section 22 on Certification
21 Management review Section 46 of the Standard
The review measures the effectiveness of the system It is an opportunity for the Management Representative and senior management to review the EMS structure and to evaluate the organisations environmental policies objectives targets and procedures to determine
0 whether they are being followed
0 whether they remain suitable adequate and effective
0 where changes are necessary to secure continual improvement and
0 if the EMS is achieving its overall objectives and helping the organisation meet its business goals
The scope of the review should be comprehensive though not all the elements of the EMS need to be reviewed at once The process may extend over a period of time
22
Frequency of reviews
Every one or two years is probably sufficient for most office based organisations However the frequency of reviews will depend on
0 how successfully the EMS is running (see Annex E)
e the significance of the environmental impacts
whether there have been any changes in activities or circumstances eg the contracting out of say facilities management
e whether any extemal issues of importance have arisen eg new or revised regulations changes in Government policies new initiatives from Green Ministers
Review team
Ensure that
0 a team is appointed comprising of individuals with either executive responsibility or specialist responsibility
e the team is provided with all the information necessary to effectively review the EMS such as
internal and extemal audits
environmental policy objectives and targets
operational controls
environmental manual
non compliance reports
concems expressed by relevant parties
0 the sites to be covered by the review are clearly defined
0 direct and indirect impacts are covered and both positive and negative impacts
0 time is provided for the team to look at broader issues relating to your EMS eg new legislation policies technologies and techniques
0 what has happened in the past is covered eg incidents of non compliance and corrective action taken
time is allowed for writing the report which should outline
the scope of the review
23
methods used
details of findings and
recommendations
the recommendations
highlight the areas of the EMS where improvements are required
name the individual who should implement them
the actions resulting from the review are monitored and recorded and
any improvements which can be made to the model framework for greening government operations bee section 6 above) are notified to DETRrsquos Energy and Environment Best Practice Division The address is given at the back of this guide
21 Certification
IS0 14001 allows organisations to make a self declaration of compliance to the requirements of the standard if they do not want to get the EMS formally registered
The certification process provides a mechanism through which organisations can demonstrate their commitment to environmental protection The need to demonstrate this commitment will depend upon stakeholder requirements eg Management Boards Ministers Parliament
Certification for compliance with the standard in the UK is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) The accredited certifiers must in turn have met certain pre-determined criteria to be accredited by UKAS
Certification to IS0 14001 is a two stage process involving
(1) an initial assessment
(2) main assessment
Initial assessment
The objective is to gain an understanding of
0 your EMS in the context of relevant environmental impacts and regulations
0 whether you are fully prepared for assessment
The certification body will
0 check that your EMS
has the commitment of senior management
is based on a proper evaluation of your environmental aspects and impacts
24
meets legislative and regulatory requirements
is intended to control and improve the organisations environmental performance and
is auditable
assess the reliability of your internal audit
plan and allocate resources for further document review (where required for the main assessment) and
provide you with a document explaining what further action you must take
Main assessment
The certifier will ask to see a copy of your organisations environmental manual and procedures to determine whether your organisation is ready for the main assessment The main assessment - involving a site visit from the auditor - is the final stage in the certification process Its main purpose is to
confirm what is written actually represents what is occurring in practice
e confirm that the EMS complies with all the elements of IS0 14001
determine whether the EMS is to achieve and is achieving improvements in environmental performance and regulatory compliance and
confirm that your organisation is complying with its own policies and procedures
This means that the certifier must focus on your organisations
identification and evaluation of its environmental impacts
consequent objectives and targets
performance monitoring measuring reporting and review against your objectives and targets and
auditing to ensure the EMSS effectiveness
Generally an organisation will only fail the certification process at this stage if the corrective actions demanded by the certifier were not completed during the permitted period
The award of an IS0 14001 certificate does not complete the process The certifier will maintain a cycle of continuing assessments to ensure that the EMS complies with the standard and that it can demonstrate continual improvement in its environmental performance The trick is to ensure that the certification process does not impose excessive documentation requirements on your organisation Your system is there to help your organisation - not to make the role of the certifier easier
Certification - because of differing performance objectives - is not sufficient to demonstrate performance improvements This is why the European Unions Eco-Management and Audit Scheme (EMAS) requires organisations to produce an environmental statement
25
22 Environmental Statement
IS0 14001 does not require an environmental statement Although i t does require reports on performance to be made to top management for review and as a basis for improving the EMS
The publication of an environmental statement provides evidence that an organisation is committed to improving its environmental performance What goes in it is a matter for the organisation
Decide
what to communicate
how to communicate it
to whom to communicate it (ie stakeholders eg MPs Ministers Audit bodies)
how to elicit positive feedback and thereby reap a positive reward
Ensure that the statement
is kept simple consistent relevant and balanced (with any necessary detailed information included in annexes)
briefly describes your organisationrsquos activities
contains reliable and accurate information
summarises objectives targets impacts and other relevant issues
highlights the progress you are making
covers good and bad news in a positive manner
gives the name of the accredited certifier
avoids jargon and
is bound and all the pages are numbered
Energy and Environment Best Practice Division (EEBP) November 1998
26
Annex A
I S 0 STANDARDS CLOSELY ASSOCIATED WITH IS0 14001
denotes publication
Environmental Management
IS0 14002 - General guidelines on special considerations for small and medium enterprises
IS0 14004 - General Guidance on Principles Systems and Supporting Techniques Gives practicable help on the design development and maintenance of an EMS
Environmental Auditing
ISO14010 - General Principles Defines the scope of the audit and provides a framework for the structure and format of the audit report
IS0 14011 - Audit Procedures Auditing of Environmental Management Systems Explains the planning and conduct of an EMS audit and gives advice for example on its objectives the roles and responsibilities of those involved and the preparation and documentation of the report
IS0 14012 - Qualifications Cnteria for Environmental Auditors Provides guidance on the minimum qualifications for auditors and how to evaluate their suitability
IS014015 - Guidelines of Environmental Site Assessments
Environmental labels and declarations
IS0 14020 - Environmental labels and declarations - general principles
IS0 14021 - Environmental labelling - self declaration environmental claims - terms and conditions
IS0 14022 - Environmental claims - self declaration environmental claims - symbols
IS0 14023 - Environmental labelling - self declaration environmental claims - testing and verification methodologies
IS0 14024 - Environmental labelling type I - general principles and procedures
IS0 14025 - Environmental labelling type 111 - general principles and procedures
27
Environmental PerjGonnance
IS0 14031 - Environmental Perfonnance Evaluation Explains how to identify suitable environmental indicators for measuring performance against policies objectives and targets
IS0 14032 - Technical report type 3 - Environmental Performance Evaluation - case studies illustrating the use of IS0 14031
Life CycZe Assessments
IS0 14040 - Life cycle assessment - principles and framework
IS014041 - Life Cycle Assessment - life cycle inventory analysis
IS014042 - Life Cycle Assessment - impact assessment
IS0 14043 - Life Cycle Assessment - interpretation
IS014049 - Technical report type 3 - life cycle assessment - examples of the application of IS0 14041
Terms Q Definitions
IS0 14050 - Environmental Management Vocabulary Summarises the terms and definitions used in the IS0 14000 series of standards
Sectors
IS014061 - Technical report type 3 - guidance to assist forestry organisations in the use of IS0 14001 and 14004
28
Annex B
EXAMPLE LEGISLATION SHEET
CATEGORY waste TYPE OF ACTIVITY Duty of Care
LEGISLATION Environmental Protection Act 1990 part 11 Environmental Protection (Duty of Care) Regulations 1991
DETAIL Persons concerned with controlled waste are under a DUTY OF CARE to 1) Prevent any other person committing the offence of depositing disposing or recovering controlled waste without a waste management licence or in a manner likely to cause harm to health or the environment 2) prevent the escape of waste 3) ensure that waste is transferred to an authorised person or to a person authorised to transport waste and 4) ensure the waste is accompanied by a written description (a TRANSFER NOTE) The note must include a description of the waste and details of the parties involved in the transfer It is not necessary if a consignment note is required Further information and a model transfer note can be found in ldquoWaste Management and the Duty of Care A Code of Practicerdquo Also DETRrsquos lsquoWaste Guide advice to Government Departmentsrsquo
PENALTY It is an offence to contravene the Duty of Care requirement Summary conviction - up to euro5000 Conviction on indictment - Unlimited fine Enforcement authority - Environment Agency has an interest in muring the Duty of Care is complied with Anyone may bring a prosecution
WHERE APPLICABLE Current Waste Carrier Licences must be obtained for all waste contractors eg hose that remove paper glass and cans for recycling general waste classified waste scrap metal waste citchen oil clinical waste Transfer notes to obtained for all of the above)
j MONTH REVIEW OF COMPLIANCE An audit of waste licences and transfer notes was carried out on 20598 All licences were found to be current - licence for Contractor X had expired on 31398 and a valid eplacement had been obtained from them Transfer notes had been issued on an individual basis for each ollection of paper for recycling scrap metal waste kitchen oil Annual transfer notes were current for Fenera1 waste classified waste and clinical waste Full compliance with legislation
ZOMPLETED BY REVIEWED BY (EMS team)
iame Name Jnit Date
)ate
29
Annex C
Methodology for determining significant aspects
Important This annex supports steps 5 and 6 of the guide and should be read in conjunction with it and not be used as a stand alone document Some terms such as ldquonormal operating conditions rsquorsquo are defined in the guide itsecf
This methodology was developed to help Government departments determine their significant aspects It supports the requirements of IS0 14001 and EMAS
The methodology is divided into
1) determining significant aspects and
2) maintaining a register of significant aspects
Nore IS0 14001 does not require an organisation to maintain a register of signijkant aspects But it helps to support the documentation of the EMS
Steps for determining significant aspects
Step I define activi9 product and services
Divide the Government Department or Unit into its organisational or management structure - if this has not already been done at the planning stage of the EMS
Identify activities products or services according to existing management structure or sections of the organisation Include in the list of activities operations of the section process unit or building identified
List the activities products and services
List all activities products and services including those initially identified as possibly not having much of an impact on the environment
Step 2 Identfy the environmental aspects associated with each activity prodirct or service
Note I S 0 14001 defines an environmental aspect as an element of an organisationrsquos activiv product or service which can have a beneficial or adverse impact on the environment
30
Inputs
Identify and list the environmental aspects for each activity in terms of inputs for example
energy use (electricity fuel renewable other) water consumption (mains grey other) use of fuels (petroleum diesel alternatives other) land use (natural habitats open space landscapes sensitive areas agriculture other) use of raw or secondary materials (chemicals oils aggregates metals plastic paper other) procured services from suppliers use of natural resources
outputs
Identify and list the environmental aspects for each activity in terms of its outputs for example
wastes and byproducts generated (handling storage and transportation) discharges to water courses sewers or drains (controlled or uncontrolled) impacts on land (contamination natural habitats open space agriculture sensitive areas) discharge of thermal energy generation of noise dust odour or vibration transport products (packaging transport use and disposal) impacts on natural resources and ecosystems including wildlife impacts on built environment visual impact public (influence education regulation enforcement other)
Important Identia both the Direct and Indirect (service) aspects for the organisation Direct aspects arise from every day operations such as water consumption Indirect aspects anie from the servicesprovided by the organisation such as regulatory inspections in the commercial sector
Step 3 IdentifL the associated environmental impact of the aspects
Note IS0 14001 defines an ldquoenvironmental impactrdquo as the change which takesplace in the environment as a result of the aspect
Identify the associated environmental impacts for each aspect of the activity Environmental impacts are the actual or potential change to the environment as a result of the aspect and can be local regional or global in scale For example
31
injury to wildlife destruction of natural habitat conservation of energy waste minimisation
contamination of soil or water release of carbon dioxide to the atmosphere
reduction in vehicle emissions and other pollutants
Notes 1 The Swedish approach on EMSs in Government cover (1) direct) of internal activities (eg conserving water and energy) direct impacts of external activities (eg road construction and defence) and indirect impacts of external activities (eg regulations permits funding system)
2 Canada s system of sustainable development encompasses policies programmes and operations with federal departments working to merge instruments such as Environmental Impact Assessments with EMSs
Table showing examples of activities products and services with their associated aspects and environmental impacts
Activity Product or Service
Activity River maintenance activities
~- Product Annual Environmental Report
Service Regulating Major Industries
Environmental Aspect
Potential for accidental pollution incident
Use of paper
Environmental improvement
Associated Environmental Impact
Deoxygenating of watercourse oil spills contaminating water silt discolouring watercourse fish kill
Misuses of natural resources Destruction of habitats Pollution from production processes
Reduction in emissions reduction in pollution
conserving resources reduction in waste
incidents
Important Environmental aspects can be positive or negative Actual andpotential future aspects must be evaluated
32
Step 4 Determine the significance of the environmental impacts
Use the scoring system in the assessment tool (at the end of this Annex) to calculate the significance of each aspect or impact identified The tool is based on ldquodescriptiverdquo as well as ldquorisk basedrdquo criteria
Each aspect or impact should receive a score for the following factors
1) description of impact 2) likelihood of occurrence 3) likelihood of detection 4) severity of consequence or nuisance
Once a score is determined for all four criteria add them altogether to obtain a ldquosignificance ldquofactor The higher the score the more significant the environmental aspect
Determine the threshold of what score warrants a ldquohighrdquo significance value based on the nature of your organisationrsquos operations and the concerns of its stakeholders
Register of significant aspects
Document the aspects in a ldquoRegister of Significant Aspectsrdquo which should include a summary of the methodology used to determine the ldquosignificancerdquo values The Register should include at least the following
activity identified environmental aspect environmental impact
ldquosignificancerdquo value assigned
cross reference to the register of legislative requirements description of the effect criteria chosen
cross reference to applicable EMS procedures
Completion of the Register
Once the Register is complete work can begin in setting specific objectives and targets for each significant aspect identified
Important Ensure that the register of legislative requirements is complete (or at least that the applicable legislative requirements are identijled for each activiy and aspect) before determining the signijkance of the
organisationrsquos aspects and impacts
33
Assessment tool for determining significance of environmental aspects and impacts (see step 4 of the guide)
Description of Effect
Negligible or no impact No breach of legislation Emergency situations would cause a breach of policy or procedures
Rank Likelihood of
occurrence
0 None
~ Verysmall impact Immediate action possible Emergency situations would cause a breach of legislation Results in breach of own policy or procedures under abnormal conditions
I 1 Very low
Small impact Results in breach of legislation under abnormal conditions Results in breach of own policy or procedures under normal conditions
Moderate impact
Severe impact
Extensive impact
Activity has impact under normal operating conditions Results in breach of legislation under abnormal conditions No previous breach of legislation
Results in breach of legislation under abnormal conditions History of past breaches of legislation
Results in breach of legislation under normal operating conditions History of past breaches of legislation
2 Low
3 Moderate
4 High
5 Very high
Note Stakeholder concerns are not included in the description criteria Each organisation shouId tailor these criteria to take account of the concerns of stakeholder the public or interestedparties
34
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
Note IS0 14031 Guidelines fo r Environmental Performance Evaluation (EPE) provides advice on reporting and communicating EPE information to management employees and interested parties
13 Management manual and related documents Section 444 of the Standard
Senior management should decide the format of the documentation which must demonstrate compliance with the requirements of the EMS and that objectives and targets are being met The documents must be readily identifiable and periodically reviewed and revised Normally they will consist of
Policy statement
Environmental management (or improvement) programme and procedures
Local action plans containing objectives and targets
Register of Significant Environmental Impacts
Register of Regulatory Requirements
Site emergency plans
Work instructions for managing a particular activity or issue
Health and safety instructions
Organisational charts
System Manual
IS0 14001 stipulates that the documentation may be integrated with documentation from other systems implemented by the organisation It does not have to be in the form of a single manual although this tends to be normal practice
The manual is a key document for third party assessment It should provide the principle source of reference for the EMS and as such be relevant to the organisations activities It can cover an entire operation a building Division Directorate or entire Department etc
Ensure that the manual
is concise and well structured (with sub divisions for key areas)
contains a brief introduction to your organisation and its activities
outlines your organisations environmental policies
summarises your significant environmental impacts objectives and targets and the management programme
16
~~ defines key roles and responsibilities
identifies the role of the management representative
indicates how the requirements of IS0 14001 will be met
cross references procedures eg work instructions and other relevant documentation
highlights any emergency plans (eg for spillages)
14 Document control Section 445 of the Standard
The primary purpose of document control is to ensure that the right people have the right information at the right time in the right place Avoid complex document control systems Create and maintain only those documents which are necessary to implement the EMS and achieve improvements in environmental performance
Ensure that
the documents are assigned to the appropriate unit or job title and can be easily found
the documents are periodically reviewed revised as necessary and approved as adequate by authorised people
0 current versions are available at all locations where operations essential to the effective functioning of the environmental management system are performed
obsolete documents are promptly removed from all points of use
any obsolete documents retained for legal or other purposes are suitably identified
all pages are numbered dated and fully referenced
15 Operational control Section 446 of the Standard
This provides the means of keeping control of the system Ensure good control of critical activities by making sure you
check whether requirements are met and where necessary making any necessary corrections
provide key people with work instructions which are identifiable current and available on location
make contractors and suppliers aware of your organisations EMS as i t relates to them
17
e provide contractors with details of relevant operational procedures and requirements
give details of verification methods employed in your manual and work instructions e
e identify the person or persons responsible for
overseeing or directly achieving the objectives and targets eg the officers appointed to develop Green Transport Plans
undertaking physical spot checks
initiating investigations into cases of non compJiance and
- taking the necessary permanent corrective actions
16 Emergencies and contingencies Section 447 of the Standard
IS0 14001 requires an organisation to maintain documented procedures to
e identify potential accidents and emergencies which may arise from hazardous processes and the handling or disposal of dangerous materials
e minimise any environmental impacts resulting from these incidents and
e periodically test such procedures if practicable
Such procedures may already be in place under the Control of Substances Hazardous to Health (COSHH) and Control of Industrial Major Accidents and Hazards (CIMAH) - see the Register of Regulatory Requirements These should if effective be formally adopted and recorded in the EMS documentation Inform directly involved people and contractors and provide additional trzining where the work requires
e complicated monitoring maintenance or inspection routines
e the co-ordination of several operations or
e business continuity plans
17 Monitoring and measuring Section 451 of the Standard
Monitoring and measuring are necessary to test whether the organisation is achieving its objectives and targets and whether the procedures for operational control are effective
Check if systems (with correct procedures) exist for regularly monitoring and measuring
performance against objectives and targets
implementation of operational controls
compliance with the law
Note Always try to build on existing systems to save time and eort
i a
18 Correcting for non-control or non compliance Section 452 of the Standard
IS0 14001 requires procedures for identifying and correcting non compliance In office based organisations this is most likely to result from a failure to meet performance levels or the malfunctioning of the EMS itself (eg ambiguous procedures) rather than through a major process failure which can cause environmental damage
Ensure that the procedures
0 identify the cause of non-conformance
0 identify and implement the necessary corrective action
0 implement or modify controls necessary to avoid future repetitions
0 record any changes in written procedures resulting from the corrective action
0 record any significant environmental impacts arising from the non compliance
0 are included in the manual and other documentation
19 Records Section 453 of the Standard
EMS records are kept to
0 demonstrate compliance with the requirements of your EMS and legislation
0 determine the extent to which targets and objectives have been met in line with your organisations overall environment policy and
0 provide evidence of the on-going operation of the system
Include in your record system
0 reports of audit and reviews
0 training
0 details of any failures to comply with policy and regulations and corrective actions
details of any complaints and the corrective actions taken 0
inspection and maintenance reports
0 information on emergency preparedness and response
quantities of materials collected for recycling or dispose as waste
19
0 meter data for gas electricity and water
licenses and other legal documents ~~~ ~ ~~ ~~~~~~ ~~~~~~ ~~
0
0 communications with suppliers contractors and general public
a notes or minutes of meetings
other relevant records
Establish and record retention times for the records kept and protect them against damage deterioration or loss They may be stored in paper or electronic form or both
Ensure that records kept by other parts of the organisation such as facilities managers and procurement officers are cross referenced with those held centrally
20 Environmental audit Section 454 of the Standard
The purpose of an EMS audit is to assess whether the system conforms to the requirements of the environmental policy and other criteria such as relevant legislation and regulations and if certification is sought IS0 14001
IS0 14001 requires you to
establish and maintain programmes and procedures for lsquo)eriodicaf[y rdquo auditing the EMS
0 base the audit programme on the environmental importance of the activity concerned and the results of previous audits
0 cover the audit scope frequency and methodologies as well as the responsibilities and requirements for conducting audits and reporting results
Intemal audits
Select an audit team of about 3 to 4 persons Ensure that the team members have
0 no direct management responsibility for the part of the organisation being audited
0 sufficient knowledge and expertise to carry it out especially in the areas of
management systems auditing
relevant EMS standards
offices facilities and plant
industry knowledge ( i f appropriate)
environmental legislation and issues
20
Preparation
Prepare ~~ ~
audit checklists which should list all the EMS procedures relevant to the area under review (procedures may vary between different operational areas)
documents for recording non compliance and
a timetable for the audit programme
Gather reference information about the area such as plans COSHH assessments lists of procedures and records Inform managers and people at the site of the timing of the audit its objectives and what is expected from them You will need their co-operation if the audit is to be conducted efficiently and effectively
Getting the most from the audit
Use the audit to
help your organisation develop a framework for conducting its own internal environmental audits and management reviews
maintain increased environmental awareness and a sense of responsibility among people and contractors
determine whether the EMS has been properly implemented and maintained Check that the EMS complies with
the requirements of IS0 14001
the manuals and work instructions of the EMS
your organisations environmental policy objectives and targets
evaluate the value of training to the environmental performance of the organisation and to the protection of the environment as a whole
Review and report
Review and assess the findings and recommendations of the audit and specify a programme for implementing any follow up actions Some actions must be taken immediately eg where a lapse in procedure has led to possible non compliance with legislative requirements
Produce the report and provide results to management Normally the report will consist of
a brief description of the audits objectives
the areas that have been audited
who was involved in auditing them
21
0 references to the source of information on which the audit findings were based
a review of the audit areas highlighting 0
non compliance Le lapses in either the content or implementation and records and
opportunities for improvement eg waste minimisation cleaner processes
Corrective action
Immediately the auditors report is approved draw up an action plan with deadlines to
correct any deficiencies (the major ones first)
0 deliver improvements
ensure everyone is aware of their commitments
0 reassure senior managers that the recommendations are being acted upon and
0 put in place any procedures which are necessary to prevent a repeat of the non compliance
Frequency of audits
Audit all parts of the EMS about every two to three years except in areas with particularly significant environmental impacts Audit these more frequently
Extemal audits
You might wish to pay for audits - see Section 22 on Certification
21 Management review Section 46 of the Standard
The review measures the effectiveness of the system It is an opportunity for the Management Representative and senior management to review the EMS structure and to evaluate the organisations environmental policies objectives targets and procedures to determine
0 whether they are being followed
0 whether they remain suitable adequate and effective
0 where changes are necessary to secure continual improvement and
0 if the EMS is achieving its overall objectives and helping the organisation meet its business goals
The scope of the review should be comprehensive though not all the elements of the EMS need to be reviewed at once The process may extend over a period of time
22
Frequency of reviews
Every one or two years is probably sufficient for most office based organisations However the frequency of reviews will depend on
0 how successfully the EMS is running (see Annex E)
e the significance of the environmental impacts
whether there have been any changes in activities or circumstances eg the contracting out of say facilities management
e whether any extemal issues of importance have arisen eg new or revised regulations changes in Government policies new initiatives from Green Ministers
Review team
Ensure that
0 a team is appointed comprising of individuals with either executive responsibility or specialist responsibility
e the team is provided with all the information necessary to effectively review the EMS such as
internal and extemal audits
environmental policy objectives and targets
operational controls
environmental manual
non compliance reports
concems expressed by relevant parties
0 the sites to be covered by the review are clearly defined
0 direct and indirect impacts are covered and both positive and negative impacts
0 time is provided for the team to look at broader issues relating to your EMS eg new legislation policies technologies and techniques
0 what has happened in the past is covered eg incidents of non compliance and corrective action taken
time is allowed for writing the report which should outline
the scope of the review
23
methods used
details of findings and
recommendations
the recommendations
highlight the areas of the EMS where improvements are required
name the individual who should implement them
the actions resulting from the review are monitored and recorded and
any improvements which can be made to the model framework for greening government operations bee section 6 above) are notified to DETRrsquos Energy and Environment Best Practice Division The address is given at the back of this guide
21 Certification
IS0 14001 allows organisations to make a self declaration of compliance to the requirements of the standard if they do not want to get the EMS formally registered
The certification process provides a mechanism through which organisations can demonstrate their commitment to environmental protection The need to demonstrate this commitment will depend upon stakeholder requirements eg Management Boards Ministers Parliament
Certification for compliance with the standard in the UK is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) The accredited certifiers must in turn have met certain pre-determined criteria to be accredited by UKAS
Certification to IS0 14001 is a two stage process involving
(1) an initial assessment
(2) main assessment
Initial assessment
The objective is to gain an understanding of
0 your EMS in the context of relevant environmental impacts and regulations
0 whether you are fully prepared for assessment
The certification body will
0 check that your EMS
has the commitment of senior management
is based on a proper evaluation of your environmental aspects and impacts
24
meets legislative and regulatory requirements
is intended to control and improve the organisations environmental performance and
is auditable
assess the reliability of your internal audit
plan and allocate resources for further document review (where required for the main assessment) and
provide you with a document explaining what further action you must take
Main assessment
The certifier will ask to see a copy of your organisations environmental manual and procedures to determine whether your organisation is ready for the main assessment The main assessment - involving a site visit from the auditor - is the final stage in the certification process Its main purpose is to
confirm what is written actually represents what is occurring in practice
e confirm that the EMS complies with all the elements of IS0 14001
determine whether the EMS is to achieve and is achieving improvements in environmental performance and regulatory compliance and
confirm that your organisation is complying with its own policies and procedures
This means that the certifier must focus on your organisations
identification and evaluation of its environmental impacts
consequent objectives and targets
performance monitoring measuring reporting and review against your objectives and targets and
auditing to ensure the EMSS effectiveness
Generally an organisation will only fail the certification process at this stage if the corrective actions demanded by the certifier were not completed during the permitted period
The award of an IS0 14001 certificate does not complete the process The certifier will maintain a cycle of continuing assessments to ensure that the EMS complies with the standard and that it can demonstrate continual improvement in its environmental performance The trick is to ensure that the certification process does not impose excessive documentation requirements on your organisation Your system is there to help your organisation - not to make the role of the certifier easier
Certification - because of differing performance objectives - is not sufficient to demonstrate performance improvements This is why the European Unions Eco-Management and Audit Scheme (EMAS) requires organisations to produce an environmental statement
25
22 Environmental Statement
IS0 14001 does not require an environmental statement Although i t does require reports on performance to be made to top management for review and as a basis for improving the EMS
The publication of an environmental statement provides evidence that an organisation is committed to improving its environmental performance What goes in it is a matter for the organisation
Decide
what to communicate
how to communicate it
to whom to communicate it (ie stakeholders eg MPs Ministers Audit bodies)
how to elicit positive feedback and thereby reap a positive reward
Ensure that the statement
is kept simple consistent relevant and balanced (with any necessary detailed information included in annexes)
briefly describes your organisationrsquos activities
contains reliable and accurate information
summarises objectives targets impacts and other relevant issues
highlights the progress you are making
covers good and bad news in a positive manner
gives the name of the accredited certifier
avoids jargon and
is bound and all the pages are numbered
Energy and Environment Best Practice Division (EEBP) November 1998
26
Annex A
I S 0 STANDARDS CLOSELY ASSOCIATED WITH IS0 14001
denotes publication
Environmental Management
IS0 14002 - General guidelines on special considerations for small and medium enterprises
IS0 14004 - General Guidance on Principles Systems and Supporting Techniques Gives practicable help on the design development and maintenance of an EMS
Environmental Auditing
ISO14010 - General Principles Defines the scope of the audit and provides a framework for the structure and format of the audit report
IS0 14011 - Audit Procedures Auditing of Environmental Management Systems Explains the planning and conduct of an EMS audit and gives advice for example on its objectives the roles and responsibilities of those involved and the preparation and documentation of the report
IS0 14012 - Qualifications Cnteria for Environmental Auditors Provides guidance on the minimum qualifications for auditors and how to evaluate their suitability
IS014015 - Guidelines of Environmental Site Assessments
Environmental labels and declarations
IS0 14020 - Environmental labels and declarations - general principles
IS0 14021 - Environmental labelling - self declaration environmental claims - terms and conditions
IS0 14022 - Environmental claims - self declaration environmental claims - symbols
IS0 14023 - Environmental labelling - self declaration environmental claims - testing and verification methodologies
IS0 14024 - Environmental labelling type I - general principles and procedures
IS0 14025 - Environmental labelling type 111 - general principles and procedures
27
Environmental PerjGonnance
IS0 14031 - Environmental Perfonnance Evaluation Explains how to identify suitable environmental indicators for measuring performance against policies objectives and targets
IS0 14032 - Technical report type 3 - Environmental Performance Evaluation - case studies illustrating the use of IS0 14031
Life CycZe Assessments
IS0 14040 - Life cycle assessment - principles and framework
IS014041 - Life Cycle Assessment - life cycle inventory analysis
IS014042 - Life Cycle Assessment - impact assessment
IS0 14043 - Life Cycle Assessment - interpretation
IS014049 - Technical report type 3 - life cycle assessment - examples of the application of IS0 14041
Terms Q Definitions
IS0 14050 - Environmental Management Vocabulary Summarises the terms and definitions used in the IS0 14000 series of standards
Sectors
IS014061 - Technical report type 3 - guidance to assist forestry organisations in the use of IS0 14001 and 14004
28
Annex B
EXAMPLE LEGISLATION SHEET
CATEGORY waste TYPE OF ACTIVITY Duty of Care
LEGISLATION Environmental Protection Act 1990 part 11 Environmental Protection (Duty of Care) Regulations 1991
DETAIL Persons concerned with controlled waste are under a DUTY OF CARE to 1) Prevent any other person committing the offence of depositing disposing or recovering controlled waste without a waste management licence or in a manner likely to cause harm to health or the environment 2) prevent the escape of waste 3) ensure that waste is transferred to an authorised person or to a person authorised to transport waste and 4) ensure the waste is accompanied by a written description (a TRANSFER NOTE) The note must include a description of the waste and details of the parties involved in the transfer It is not necessary if a consignment note is required Further information and a model transfer note can be found in ldquoWaste Management and the Duty of Care A Code of Practicerdquo Also DETRrsquos lsquoWaste Guide advice to Government Departmentsrsquo
PENALTY It is an offence to contravene the Duty of Care requirement Summary conviction - up to euro5000 Conviction on indictment - Unlimited fine Enforcement authority - Environment Agency has an interest in muring the Duty of Care is complied with Anyone may bring a prosecution
WHERE APPLICABLE Current Waste Carrier Licences must be obtained for all waste contractors eg hose that remove paper glass and cans for recycling general waste classified waste scrap metal waste citchen oil clinical waste Transfer notes to obtained for all of the above)
j MONTH REVIEW OF COMPLIANCE An audit of waste licences and transfer notes was carried out on 20598 All licences were found to be current - licence for Contractor X had expired on 31398 and a valid eplacement had been obtained from them Transfer notes had been issued on an individual basis for each ollection of paper for recycling scrap metal waste kitchen oil Annual transfer notes were current for Fenera1 waste classified waste and clinical waste Full compliance with legislation
ZOMPLETED BY REVIEWED BY (EMS team)
iame Name Jnit Date
)ate
29
Annex C
Methodology for determining significant aspects
Important This annex supports steps 5 and 6 of the guide and should be read in conjunction with it and not be used as a stand alone document Some terms such as ldquonormal operating conditions rsquorsquo are defined in the guide itsecf
This methodology was developed to help Government departments determine their significant aspects It supports the requirements of IS0 14001 and EMAS
The methodology is divided into
1) determining significant aspects and
2) maintaining a register of significant aspects
Nore IS0 14001 does not require an organisation to maintain a register of signijkant aspects But it helps to support the documentation of the EMS
Steps for determining significant aspects
Step I define activi9 product and services
Divide the Government Department or Unit into its organisational or management structure - if this has not already been done at the planning stage of the EMS
Identify activities products or services according to existing management structure or sections of the organisation Include in the list of activities operations of the section process unit or building identified
List the activities products and services
List all activities products and services including those initially identified as possibly not having much of an impact on the environment
Step 2 Identfy the environmental aspects associated with each activity prodirct or service
Note I S 0 14001 defines an environmental aspect as an element of an organisationrsquos activiv product or service which can have a beneficial or adverse impact on the environment
30
Inputs
Identify and list the environmental aspects for each activity in terms of inputs for example
energy use (electricity fuel renewable other) water consumption (mains grey other) use of fuels (petroleum diesel alternatives other) land use (natural habitats open space landscapes sensitive areas agriculture other) use of raw or secondary materials (chemicals oils aggregates metals plastic paper other) procured services from suppliers use of natural resources
outputs
Identify and list the environmental aspects for each activity in terms of its outputs for example
wastes and byproducts generated (handling storage and transportation) discharges to water courses sewers or drains (controlled or uncontrolled) impacts on land (contamination natural habitats open space agriculture sensitive areas) discharge of thermal energy generation of noise dust odour or vibration transport products (packaging transport use and disposal) impacts on natural resources and ecosystems including wildlife impacts on built environment visual impact public (influence education regulation enforcement other)
Important Identia both the Direct and Indirect (service) aspects for the organisation Direct aspects arise from every day operations such as water consumption Indirect aspects anie from the servicesprovided by the organisation such as regulatory inspections in the commercial sector
Step 3 IdentifL the associated environmental impact of the aspects
Note IS0 14001 defines an ldquoenvironmental impactrdquo as the change which takesplace in the environment as a result of the aspect
Identify the associated environmental impacts for each aspect of the activity Environmental impacts are the actual or potential change to the environment as a result of the aspect and can be local regional or global in scale For example
31
injury to wildlife destruction of natural habitat conservation of energy waste minimisation
contamination of soil or water release of carbon dioxide to the atmosphere
reduction in vehicle emissions and other pollutants
Notes 1 The Swedish approach on EMSs in Government cover (1) direct) of internal activities (eg conserving water and energy) direct impacts of external activities (eg road construction and defence) and indirect impacts of external activities (eg regulations permits funding system)
2 Canada s system of sustainable development encompasses policies programmes and operations with federal departments working to merge instruments such as Environmental Impact Assessments with EMSs
Table showing examples of activities products and services with their associated aspects and environmental impacts
Activity Product or Service
Activity River maintenance activities
~- Product Annual Environmental Report
Service Regulating Major Industries
Environmental Aspect
Potential for accidental pollution incident
Use of paper
Environmental improvement
Associated Environmental Impact
Deoxygenating of watercourse oil spills contaminating water silt discolouring watercourse fish kill
Misuses of natural resources Destruction of habitats Pollution from production processes
Reduction in emissions reduction in pollution
conserving resources reduction in waste
incidents
Important Environmental aspects can be positive or negative Actual andpotential future aspects must be evaluated
32
Step 4 Determine the significance of the environmental impacts
Use the scoring system in the assessment tool (at the end of this Annex) to calculate the significance of each aspect or impact identified The tool is based on ldquodescriptiverdquo as well as ldquorisk basedrdquo criteria
Each aspect or impact should receive a score for the following factors
1) description of impact 2) likelihood of occurrence 3) likelihood of detection 4) severity of consequence or nuisance
Once a score is determined for all four criteria add them altogether to obtain a ldquosignificance ldquofactor The higher the score the more significant the environmental aspect
Determine the threshold of what score warrants a ldquohighrdquo significance value based on the nature of your organisationrsquos operations and the concerns of its stakeholders
Register of significant aspects
Document the aspects in a ldquoRegister of Significant Aspectsrdquo which should include a summary of the methodology used to determine the ldquosignificancerdquo values The Register should include at least the following
activity identified environmental aspect environmental impact
ldquosignificancerdquo value assigned
cross reference to the register of legislative requirements description of the effect criteria chosen
cross reference to applicable EMS procedures
Completion of the Register
Once the Register is complete work can begin in setting specific objectives and targets for each significant aspect identified
Important Ensure that the register of legislative requirements is complete (or at least that the applicable legislative requirements are identijled for each activiy and aspect) before determining the signijkance of the
organisationrsquos aspects and impacts
33
Assessment tool for determining significance of environmental aspects and impacts (see step 4 of the guide)
Description of Effect
Negligible or no impact No breach of legislation Emergency situations would cause a breach of policy or procedures
Rank Likelihood of
occurrence
0 None
~ Verysmall impact Immediate action possible Emergency situations would cause a breach of legislation Results in breach of own policy or procedures under abnormal conditions
I 1 Very low
Small impact Results in breach of legislation under abnormal conditions Results in breach of own policy or procedures under normal conditions
Moderate impact
Severe impact
Extensive impact
Activity has impact under normal operating conditions Results in breach of legislation under abnormal conditions No previous breach of legislation
Results in breach of legislation under abnormal conditions History of past breaches of legislation
Results in breach of legislation under normal operating conditions History of past breaches of legislation
2 Low
3 Moderate
4 High
5 Very high
Note Stakeholder concerns are not included in the description criteria Each organisation shouId tailor these criteria to take account of the concerns of stakeholder the public or interestedparties
34
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
~~ defines key roles and responsibilities
identifies the role of the management representative
indicates how the requirements of IS0 14001 will be met
cross references procedures eg work instructions and other relevant documentation
highlights any emergency plans (eg for spillages)
14 Document control Section 445 of the Standard
The primary purpose of document control is to ensure that the right people have the right information at the right time in the right place Avoid complex document control systems Create and maintain only those documents which are necessary to implement the EMS and achieve improvements in environmental performance
Ensure that
the documents are assigned to the appropriate unit or job title and can be easily found
the documents are periodically reviewed revised as necessary and approved as adequate by authorised people
0 current versions are available at all locations where operations essential to the effective functioning of the environmental management system are performed
obsolete documents are promptly removed from all points of use
any obsolete documents retained for legal or other purposes are suitably identified
all pages are numbered dated and fully referenced
15 Operational control Section 446 of the Standard
This provides the means of keeping control of the system Ensure good control of critical activities by making sure you
check whether requirements are met and where necessary making any necessary corrections
provide key people with work instructions which are identifiable current and available on location
make contractors and suppliers aware of your organisations EMS as i t relates to them
17
e provide contractors with details of relevant operational procedures and requirements
give details of verification methods employed in your manual and work instructions e
e identify the person or persons responsible for
overseeing or directly achieving the objectives and targets eg the officers appointed to develop Green Transport Plans
undertaking physical spot checks
initiating investigations into cases of non compJiance and
- taking the necessary permanent corrective actions
16 Emergencies and contingencies Section 447 of the Standard
IS0 14001 requires an organisation to maintain documented procedures to
e identify potential accidents and emergencies which may arise from hazardous processes and the handling or disposal of dangerous materials
e minimise any environmental impacts resulting from these incidents and
e periodically test such procedures if practicable
Such procedures may already be in place under the Control of Substances Hazardous to Health (COSHH) and Control of Industrial Major Accidents and Hazards (CIMAH) - see the Register of Regulatory Requirements These should if effective be formally adopted and recorded in the EMS documentation Inform directly involved people and contractors and provide additional trzining where the work requires
e complicated monitoring maintenance or inspection routines
e the co-ordination of several operations or
e business continuity plans
17 Monitoring and measuring Section 451 of the Standard
Monitoring and measuring are necessary to test whether the organisation is achieving its objectives and targets and whether the procedures for operational control are effective
Check if systems (with correct procedures) exist for regularly monitoring and measuring
performance against objectives and targets
implementation of operational controls
compliance with the law
Note Always try to build on existing systems to save time and eort
i a
18 Correcting for non-control or non compliance Section 452 of the Standard
IS0 14001 requires procedures for identifying and correcting non compliance In office based organisations this is most likely to result from a failure to meet performance levels or the malfunctioning of the EMS itself (eg ambiguous procedures) rather than through a major process failure which can cause environmental damage
Ensure that the procedures
0 identify the cause of non-conformance
0 identify and implement the necessary corrective action
0 implement or modify controls necessary to avoid future repetitions
0 record any changes in written procedures resulting from the corrective action
0 record any significant environmental impacts arising from the non compliance
0 are included in the manual and other documentation
19 Records Section 453 of the Standard
EMS records are kept to
0 demonstrate compliance with the requirements of your EMS and legislation
0 determine the extent to which targets and objectives have been met in line with your organisations overall environment policy and
0 provide evidence of the on-going operation of the system
Include in your record system
0 reports of audit and reviews
0 training
0 details of any failures to comply with policy and regulations and corrective actions
details of any complaints and the corrective actions taken 0
inspection and maintenance reports
0 information on emergency preparedness and response
quantities of materials collected for recycling or dispose as waste
19
0 meter data for gas electricity and water
licenses and other legal documents ~~~ ~ ~~ ~~~~~~ ~~~~~~ ~~
0
0 communications with suppliers contractors and general public
a notes or minutes of meetings
other relevant records
Establish and record retention times for the records kept and protect them against damage deterioration or loss They may be stored in paper or electronic form or both
Ensure that records kept by other parts of the organisation such as facilities managers and procurement officers are cross referenced with those held centrally
20 Environmental audit Section 454 of the Standard
The purpose of an EMS audit is to assess whether the system conforms to the requirements of the environmental policy and other criteria such as relevant legislation and regulations and if certification is sought IS0 14001
IS0 14001 requires you to
establish and maintain programmes and procedures for lsquo)eriodicaf[y rdquo auditing the EMS
0 base the audit programme on the environmental importance of the activity concerned and the results of previous audits
0 cover the audit scope frequency and methodologies as well as the responsibilities and requirements for conducting audits and reporting results
Intemal audits
Select an audit team of about 3 to 4 persons Ensure that the team members have
0 no direct management responsibility for the part of the organisation being audited
0 sufficient knowledge and expertise to carry it out especially in the areas of
management systems auditing
relevant EMS standards
offices facilities and plant
industry knowledge ( i f appropriate)
environmental legislation and issues
20
Preparation
Prepare ~~ ~
audit checklists which should list all the EMS procedures relevant to the area under review (procedures may vary between different operational areas)
documents for recording non compliance and
a timetable for the audit programme
Gather reference information about the area such as plans COSHH assessments lists of procedures and records Inform managers and people at the site of the timing of the audit its objectives and what is expected from them You will need their co-operation if the audit is to be conducted efficiently and effectively
Getting the most from the audit
Use the audit to
help your organisation develop a framework for conducting its own internal environmental audits and management reviews
maintain increased environmental awareness and a sense of responsibility among people and contractors
determine whether the EMS has been properly implemented and maintained Check that the EMS complies with
the requirements of IS0 14001
the manuals and work instructions of the EMS
your organisations environmental policy objectives and targets
evaluate the value of training to the environmental performance of the organisation and to the protection of the environment as a whole
Review and report
Review and assess the findings and recommendations of the audit and specify a programme for implementing any follow up actions Some actions must be taken immediately eg where a lapse in procedure has led to possible non compliance with legislative requirements
Produce the report and provide results to management Normally the report will consist of
a brief description of the audits objectives
the areas that have been audited
who was involved in auditing them
21
0 references to the source of information on which the audit findings were based
a review of the audit areas highlighting 0
non compliance Le lapses in either the content or implementation and records and
opportunities for improvement eg waste minimisation cleaner processes
Corrective action
Immediately the auditors report is approved draw up an action plan with deadlines to
correct any deficiencies (the major ones first)
0 deliver improvements
ensure everyone is aware of their commitments
0 reassure senior managers that the recommendations are being acted upon and
0 put in place any procedures which are necessary to prevent a repeat of the non compliance
Frequency of audits
Audit all parts of the EMS about every two to three years except in areas with particularly significant environmental impacts Audit these more frequently
Extemal audits
You might wish to pay for audits - see Section 22 on Certification
21 Management review Section 46 of the Standard
The review measures the effectiveness of the system It is an opportunity for the Management Representative and senior management to review the EMS structure and to evaluate the organisations environmental policies objectives targets and procedures to determine
0 whether they are being followed
0 whether they remain suitable adequate and effective
0 where changes are necessary to secure continual improvement and
0 if the EMS is achieving its overall objectives and helping the organisation meet its business goals
The scope of the review should be comprehensive though not all the elements of the EMS need to be reviewed at once The process may extend over a period of time
22
Frequency of reviews
Every one or two years is probably sufficient for most office based organisations However the frequency of reviews will depend on
0 how successfully the EMS is running (see Annex E)
e the significance of the environmental impacts
whether there have been any changes in activities or circumstances eg the contracting out of say facilities management
e whether any extemal issues of importance have arisen eg new or revised regulations changes in Government policies new initiatives from Green Ministers
Review team
Ensure that
0 a team is appointed comprising of individuals with either executive responsibility or specialist responsibility
e the team is provided with all the information necessary to effectively review the EMS such as
internal and extemal audits
environmental policy objectives and targets
operational controls
environmental manual
non compliance reports
concems expressed by relevant parties
0 the sites to be covered by the review are clearly defined
0 direct and indirect impacts are covered and both positive and negative impacts
0 time is provided for the team to look at broader issues relating to your EMS eg new legislation policies technologies and techniques
0 what has happened in the past is covered eg incidents of non compliance and corrective action taken
time is allowed for writing the report which should outline
the scope of the review
23
methods used
details of findings and
recommendations
the recommendations
highlight the areas of the EMS where improvements are required
name the individual who should implement them
the actions resulting from the review are monitored and recorded and
any improvements which can be made to the model framework for greening government operations bee section 6 above) are notified to DETRrsquos Energy and Environment Best Practice Division The address is given at the back of this guide
21 Certification
IS0 14001 allows organisations to make a self declaration of compliance to the requirements of the standard if they do not want to get the EMS formally registered
The certification process provides a mechanism through which organisations can demonstrate their commitment to environmental protection The need to demonstrate this commitment will depend upon stakeholder requirements eg Management Boards Ministers Parliament
Certification for compliance with the standard in the UK is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) The accredited certifiers must in turn have met certain pre-determined criteria to be accredited by UKAS
Certification to IS0 14001 is a two stage process involving
(1) an initial assessment
(2) main assessment
Initial assessment
The objective is to gain an understanding of
0 your EMS in the context of relevant environmental impacts and regulations
0 whether you are fully prepared for assessment
The certification body will
0 check that your EMS
has the commitment of senior management
is based on a proper evaluation of your environmental aspects and impacts
24
meets legislative and regulatory requirements
is intended to control and improve the organisations environmental performance and
is auditable
assess the reliability of your internal audit
plan and allocate resources for further document review (where required for the main assessment) and
provide you with a document explaining what further action you must take
Main assessment
The certifier will ask to see a copy of your organisations environmental manual and procedures to determine whether your organisation is ready for the main assessment The main assessment - involving a site visit from the auditor - is the final stage in the certification process Its main purpose is to
confirm what is written actually represents what is occurring in practice
e confirm that the EMS complies with all the elements of IS0 14001
determine whether the EMS is to achieve and is achieving improvements in environmental performance and regulatory compliance and
confirm that your organisation is complying with its own policies and procedures
This means that the certifier must focus on your organisations
identification and evaluation of its environmental impacts
consequent objectives and targets
performance monitoring measuring reporting and review against your objectives and targets and
auditing to ensure the EMSS effectiveness
Generally an organisation will only fail the certification process at this stage if the corrective actions demanded by the certifier were not completed during the permitted period
The award of an IS0 14001 certificate does not complete the process The certifier will maintain a cycle of continuing assessments to ensure that the EMS complies with the standard and that it can demonstrate continual improvement in its environmental performance The trick is to ensure that the certification process does not impose excessive documentation requirements on your organisation Your system is there to help your organisation - not to make the role of the certifier easier
Certification - because of differing performance objectives - is not sufficient to demonstrate performance improvements This is why the European Unions Eco-Management and Audit Scheme (EMAS) requires organisations to produce an environmental statement
25
22 Environmental Statement
IS0 14001 does not require an environmental statement Although i t does require reports on performance to be made to top management for review and as a basis for improving the EMS
The publication of an environmental statement provides evidence that an organisation is committed to improving its environmental performance What goes in it is a matter for the organisation
Decide
what to communicate
how to communicate it
to whom to communicate it (ie stakeholders eg MPs Ministers Audit bodies)
how to elicit positive feedback and thereby reap a positive reward
Ensure that the statement
is kept simple consistent relevant and balanced (with any necessary detailed information included in annexes)
briefly describes your organisationrsquos activities
contains reliable and accurate information
summarises objectives targets impacts and other relevant issues
highlights the progress you are making
covers good and bad news in a positive manner
gives the name of the accredited certifier
avoids jargon and
is bound and all the pages are numbered
Energy and Environment Best Practice Division (EEBP) November 1998
26
Annex A
I S 0 STANDARDS CLOSELY ASSOCIATED WITH IS0 14001
denotes publication
Environmental Management
IS0 14002 - General guidelines on special considerations for small and medium enterprises
IS0 14004 - General Guidance on Principles Systems and Supporting Techniques Gives practicable help on the design development and maintenance of an EMS
Environmental Auditing
ISO14010 - General Principles Defines the scope of the audit and provides a framework for the structure and format of the audit report
IS0 14011 - Audit Procedures Auditing of Environmental Management Systems Explains the planning and conduct of an EMS audit and gives advice for example on its objectives the roles and responsibilities of those involved and the preparation and documentation of the report
IS0 14012 - Qualifications Cnteria for Environmental Auditors Provides guidance on the minimum qualifications for auditors and how to evaluate their suitability
IS014015 - Guidelines of Environmental Site Assessments
Environmental labels and declarations
IS0 14020 - Environmental labels and declarations - general principles
IS0 14021 - Environmental labelling - self declaration environmental claims - terms and conditions
IS0 14022 - Environmental claims - self declaration environmental claims - symbols
IS0 14023 - Environmental labelling - self declaration environmental claims - testing and verification methodologies
IS0 14024 - Environmental labelling type I - general principles and procedures
IS0 14025 - Environmental labelling type 111 - general principles and procedures
27
Environmental PerjGonnance
IS0 14031 - Environmental Perfonnance Evaluation Explains how to identify suitable environmental indicators for measuring performance against policies objectives and targets
IS0 14032 - Technical report type 3 - Environmental Performance Evaluation - case studies illustrating the use of IS0 14031
Life CycZe Assessments
IS0 14040 - Life cycle assessment - principles and framework
IS014041 - Life Cycle Assessment - life cycle inventory analysis
IS014042 - Life Cycle Assessment - impact assessment
IS0 14043 - Life Cycle Assessment - interpretation
IS014049 - Technical report type 3 - life cycle assessment - examples of the application of IS0 14041
Terms Q Definitions
IS0 14050 - Environmental Management Vocabulary Summarises the terms and definitions used in the IS0 14000 series of standards
Sectors
IS014061 - Technical report type 3 - guidance to assist forestry organisations in the use of IS0 14001 and 14004
28
Annex B
EXAMPLE LEGISLATION SHEET
CATEGORY waste TYPE OF ACTIVITY Duty of Care
LEGISLATION Environmental Protection Act 1990 part 11 Environmental Protection (Duty of Care) Regulations 1991
DETAIL Persons concerned with controlled waste are under a DUTY OF CARE to 1) Prevent any other person committing the offence of depositing disposing or recovering controlled waste without a waste management licence or in a manner likely to cause harm to health or the environment 2) prevent the escape of waste 3) ensure that waste is transferred to an authorised person or to a person authorised to transport waste and 4) ensure the waste is accompanied by a written description (a TRANSFER NOTE) The note must include a description of the waste and details of the parties involved in the transfer It is not necessary if a consignment note is required Further information and a model transfer note can be found in ldquoWaste Management and the Duty of Care A Code of Practicerdquo Also DETRrsquos lsquoWaste Guide advice to Government Departmentsrsquo
PENALTY It is an offence to contravene the Duty of Care requirement Summary conviction - up to euro5000 Conviction on indictment - Unlimited fine Enforcement authority - Environment Agency has an interest in muring the Duty of Care is complied with Anyone may bring a prosecution
WHERE APPLICABLE Current Waste Carrier Licences must be obtained for all waste contractors eg hose that remove paper glass and cans for recycling general waste classified waste scrap metal waste citchen oil clinical waste Transfer notes to obtained for all of the above)
j MONTH REVIEW OF COMPLIANCE An audit of waste licences and transfer notes was carried out on 20598 All licences were found to be current - licence for Contractor X had expired on 31398 and a valid eplacement had been obtained from them Transfer notes had been issued on an individual basis for each ollection of paper for recycling scrap metal waste kitchen oil Annual transfer notes were current for Fenera1 waste classified waste and clinical waste Full compliance with legislation
ZOMPLETED BY REVIEWED BY (EMS team)
iame Name Jnit Date
)ate
29
Annex C
Methodology for determining significant aspects
Important This annex supports steps 5 and 6 of the guide and should be read in conjunction with it and not be used as a stand alone document Some terms such as ldquonormal operating conditions rsquorsquo are defined in the guide itsecf
This methodology was developed to help Government departments determine their significant aspects It supports the requirements of IS0 14001 and EMAS
The methodology is divided into
1) determining significant aspects and
2) maintaining a register of significant aspects
Nore IS0 14001 does not require an organisation to maintain a register of signijkant aspects But it helps to support the documentation of the EMS
Steps for determining significant aspects
Step I define activi9 product and services
Divide the Government Department or Unit into its organisational or management structure - if this has not already been done at the planning stage of the EMS
Identify activities products or services according to existing management structure or sections of the organisation Include in the list of activities operations of the section process unit or building identified
List the activities products and services
List all activities products and services including those initially identified as possibly not having much of an impact on the environment
Step 2 Identfy the environmental aspects associated with each activity prodirct or service
Note I S 0 14001 defines an environmental aspect as an element of an organisationrsquos activiv product or service which can have a beneficial or adverse impact on the environment
30
Inputs
Identify and list the environmental aspects for each activity in terms of inputs for example
energy use (electricity fuel renewable other) water consumption (mains grey other) use of fuels (petroleum diesel alternatives other) land use (natural habitats open space landscapes sensitive areas agriculture other) use of raw or secondary materials (chemicals oils aggregates metals plastic paper other) procured services from suppliers use of natural resources
outputs
Identify and list the environmental aspects for each activity in terms of its outputs for example
wastes and byproducts generated (handling storage and transportation) discharges to water courses sewers or drains (controlled or uncontrolled) impacts on land (contamination natural habitats open space agriculture sensitive areas) discharge of thermal energy generation of noise dust odour or vibration transport products (packaging transport use and disposal) impacts on natural resources and ecosystems including wildlife impacts on built environment visual impact public (influence education regulation enforcement other)
Important Identia both the Direct and Indirect (service) aspects for the organisation Direct aspects arise from every day operations such as water consumption Indirect aspects anie from the servicesprovided by the organisation such as regulatory inspections in the commercial sector
Step 3 IdentifL the associated environmental impact of the aspects
Note IS0 14001 defines an ldquoenvironmental impactrdquo as the change which takesplace in the environment as a result of the aspect
Identify the associated environmental impacts for each aspect of the activity Environmental impacts are the actual or potential change to the environment as a result of the aspect and can be local regional or global in scale For example
31
injury to wildlife destruction of natural habitat conservation of energy waste minimisation
contamination of soil or water release of carbon dioxide to the atmosphere
reduction in vehicle emissions and other pollutants
Notes 1 The Swedish approach on EMSs in Government cover (1) direct) of internal activities (eg conserving water and energy) direct impacts of external activities (eg road construction and defence) and indirect impacts of external activities (eg regulations permits funding system)
2 Canada s system of sustainable development encompasses policies programmes and operations with federal departments working to merge instruments such as Environmental Impact Assessments with EMSs
Table showing examples of activities products and services with their associated aspects and environmental impacts
Activity Product or Service
Activity River maintenance activities
~- Product Annual Environmental Report
Service Regulating Major Industries
Environmental Aspect
Potential for accidental pollution incident
Use of paper
Environmental improvement
Associated Environmental Impact
Deoxygenating of watercourse oil spills contaminating water silt discolouring watercourse fish kill
Misuses of natural resources Destruction of habitats Pollution from production processes
Reduction in emissions reduction in pollution
conserving resources reduction in waste
incidents
Important Environmental aspects can be positive or negative Actual andpotential future aspects must be evaluated
32
Step 4 Determine the significance of the environmental impacts
Use the scoring system in the assessment tool (at the end of this Annex) to calculate the significance of each aspect or impact identified The tool is based on ldquodescriptiverdquo as well as ldquorisk basedrdquo criteria
Each aspect or impact should receive a score for the following factors
1) description of impact 2) likelihood of occurrence 3) likelihood of detection 4) severity of consequence or nuisance
Once a score is determined for all four criteria add them altogether to obtain a ldquosignificance ldquofactor The higher the score the more significant the environmental aspect
Determine the threshold of what score warrants a ldquohighrdquo significance value based on the nature of your organisationrsquos operations and the concerns of its stakeholders
Register of significant aspects
Document the aspects in a ldquoRegister of Significant Aspectsrdquo which should include a summary of the methodology used to determine the ldquosignificancerdquo values The Register should include at least the following
activity identified environmental aspect environmental impact
ldquosignificancerdquo value assigned
cross reference to the register of legislative requirements description of the effect criteria chosen
cross reference to applicable EMS procedures
Completion of the Register
Once the Register is complete work can begin in setting specific objectives and targets for each significant aspect identified
Important Ensure that the register of legislative requirements is complete (or at least that the applicable legislative requirements are identijled for each activiy and aspect) before determining the signijkance of the
organisationrsquos aspects and impacts
33
Assessment tool for determining significance of environmental aspects and impacts (see step 4 of the guide)
Description of Effect
Negligible or no impact No breach of legislation Emergency situations would cause a breach of policy or procedures
Rank Likelihood of
occurrence
0 None
~ Verysmall impact Immediate action possible Emergency situations would cause a breach of legislation Results in breach of own policy or procedures under abnormal conditions
I 1 Very low
Small impact Results in breach of legislation under abnormal conditions Results in breach of own policy or procedures under normal conditions
Moderate impact
Severe impact
Extensive impact
Activity has impact under normal operating conditions Results in breach of legislation under abnormal conditions No previous breach of legislation
Results in breach of legislation under abnormal conditions History of past breaches of legislation
Results in breach of legislation under normal operating conditions History of past breaches of legislation
2 Low
3 Moderate
4 High
5 Very high
Note Stakeholder concerns are not included in the description criteria Each organisation shouId tailor these criteria to take account of the concerns of stakeholder the public or interestedparties
34
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
e provide contractors with details of relevant operational procedures and requirements
give details of verification methods employed in your manual and work instructions e
e identify the person or persons responsible for
overseeing or directly achieving the objectives and targets eg the officers appointed to develop Green Transport Plans
undertaking physical spot checks
initiating investigations into cases of non compJiance and
- taking the necessary permanent corrective actions
16 Emergencies and contingencies Section 447 of the Standard
IS0 14001 requires an organisation to maintain documented procedures to
e identify potential accidents and emergencies which may arise from hazardous processes and the handling or disposal of dangerous materials
e minimise any environmental impacts resulting from these incidents and
e periodically test such procedures if practicable
Such procedures may already be in place under the Control of Substances Hazardous to Health (COSHH) and Control of Industrial Major Accidents and Hazards (CIMAH) - see the Register of Regulatory Requirements These should if effective be formally adopted and recorded in the EMS documentation Inform directly involved people and contractors and provide additional trzining where the work requires
e complicated monitoring maintenance or inspection routines
e the co-ordination of several operations or
e business continuity plans
17 Monitoring and measuring Section 451 of the Standard
Monitoring and measuring are necessary to test whether the organisation is achieving its objectives and targets and whether the procedures for operational control are effective
Check if systems (with correct procedures) exist for regularly monitoring and measuring
performance against objectives and targets
implementation of operational controls
compliance with the law
Note Always try to build on existing systems to save time and eort
i a
18 Correcting for non-control or non compliance Section 452 of the Standard
IS0 14001 requires procedures for identifying and correcting non compliance In office based organisations this is most likely to result from a failure to meet performance levels or the malfunctioning of the EMS itself (eg ambiguous procedures) rather than through a major process failure which can cause environmental damage
Ensure that the procedures
0 identify the cause of non-conformance
0 identify and implement the necessary corrective action
0 implement or modify controls necessary to avoid future repetitions
0 record any changes in written procedures resulting from the corrective action
0 record any significant environmental impacts arising from the non compliance
0 are included in the manual and other documentation
19 Records Section 453 of the Standard
EMS records are kept to
0 demonstrate compliance with the requirements of your EMS and legislation
0 determine the extent to which targets and objectives have been met in line with your organisations overall environment policy and
0 provide evidence of the on-going operation of the system
Include in your record system
0 reports of audit and reviews
0 training
0 details of any failures to comply with policy and regulations and corrective actions
details of any complaints and the corrective actions taken 0
inspection and maintenance reports
0 information on emergency preparedness and response
quantities of materials collected for recycling or dispose as waste
19
0 meter data for gas electricity and water
licenses and other legal documents ~~~ ~ ~~ ~~~~~~ ~~~~~~ ~~
0
0 communications with suppliers contractors and general public
a notes or minutes of meetings
other relevant records
Establish and record retention times for the records kept and protect them against damage deterioration or loss They may be stored in paper or electronic form or both
Ensure that records kept by other parts of the organisation such as facilities managers and procurement officers are cross referenced with those held centrally
20 Environmental audit Section 454 of the Standard
The purpose of an EMS audit is to assess whether the system conforms to the requirements of the environmental policy and other criteria such as relevant legislation and regulations and if certification is sought IS0 14001
IS0 14001 requires you to
establish and maintain programmes and procedures for lsquo)eriodicaf[y rdquo auditing the EMS
0 base the audit programme on the environmental importance of the activity concerned and the results of previous audits
0 cover the audit scope frequency and methodologies as well as the responsibilities and requirements for conducting audits and reporting results
Intemal audits
Select an audit team of about 3 to 4 persons Ensure that the team members have
0 no direct management responsibility for the part of the organisation being audited
0 sufficient knowledge and expertise to carry it out especially in the areas of
management systems auditing
relevant EMS standards
offices facilities and plant
industry knowledge ( i f appropriate)
environmental legislation and issues
20
Preparation
Prepare ~~ ~
audit checklists which should list all the EMS procedures relevant to the area under review (procedures may vary between different operational areas)
documents for recording non compliance and
a timetable for the audit programme
Gather reference information about the area such as plans COSHH assessments lists of procedures and records Inform managers and people at the site of the timing of the audit its objectives and what is expected from them You will need their co-operation if the audit is to be conducted efficiently and effectively
Getting the most from the audit
Use the audit to
help your organisation develop a framework for conducting its own internal environmental audits and management reviews
maintain increased environmental awareness and a sense of responsibility among people and contractors
determine whether the EMS has been properly implemented and maintained Check that the EMS complies with
the requirements of IS0 14001
the manuals and work instructions of the EMS
your organisations environmental policy objectives and targets
evaluate the value of training to the environmental performance of the organisation and to the protection of the environment as a whole
Review and report
Review and assess the findings and recommendations of the audit and specify a programme for implementing any follow up actions Some actions must be taken immediately eg where a lapse in procedure has led to possible non compliance with legislative requirements
Produce the report and provide results to management Normally the report will consist of
a brief description of the audits objectives
the areas that have been audited
who was involved in auditing them
21
0 references to the source of information on which the audit findings were based
a review of the audit areas highlighting 0
non compliance Le lapses in either the content or implementation and records and
opportunities for improvement eg waste minimisation cleaner processes
Corrective action
Immediately the auditors report is approved draw up an action plan with deadlines to
correct any deficiencies (the major ones first)
0 deliver improvements
ensure everyone is aware of their commitments
0 reassure senior managers that the recommendations are being acted upon and
0 put in place any procedures which are necessary to prevent a repeat of the non compliance
Frequency of audits
Audit all parts of the EMS about every two to three years except in areas with particularly significant environmental impacts Audit these more frequently
Extemal audits
You might wish to pay for audits - see Section 22 on Certification
21 Management review Section 46 of the Standard
The review measures the effectiveness of the system It is an opportunity for the Management Representative and senior management to review the EMS structure and to evaluate the organisations environmental policies objectives targets and procedures to determine
0 whether they are being followed
0 whether they remain suitable adequate and effective
0 where changes are necessary to secure continual improvement and
0 if the EMS is achieving its overall objectives and helping the organisation meet its business goals
The scope of the review should be comprehensive though not all the elements of the EMS need to be reviewed at once The process may extend over a period of time
22
Frequency of reviews
Every one or two years is probably sufficient for most office based organisations However the frequency of reviews will depend on
0 how successfully the EMS is running (see Annex E)
e the significance of the environmental impacts
whether there have been any changes in activities or circumstances eg the contracting out of say facilities management
e whether any extemal issues of importance have arisen eg new or revised regulations changes in Government policies new initiatives from Green Ministers
Review team
Ensure that
0 a team is appointed comprising of individuals with either executive responsibility or specialist responsibility
e the team is provided with all the information necessary to effectively review the EMS such as
internal and extemal audits
environmental policy objectives and targets
operational controls
environmental manual
non compliance reports
concems expressed by relevant parties
0 the sites to be covered by the review are clearly defined
0 direct and indirect impacts are covered and both positive and negative impacts
0 time is provided for the team to look at broader issues relating to your EMS eg new legislation policies technologies and techniques
0 what has happened in the past is covered eg incidents of non compliance and corrective action taken
time is allowed for writing the report which should outline
the scope of the review
23
methods used
details of findings and
recommendations
the recommendations
highlight the areas of the EMS where improvements are required
name the individual who should implement them
the actions resulting from the review are monitored and recorded and
any improvements which can be made to the model framework for greening government operations bee section 6 above) are notified to DETRrsquos Energy and Environment Best Practice Division The address is given at the back of this guide
21 Certification
IS0 14001 allows organisations to make a self declaration of compliance to the requirements of the standard if they do not want to get the EMS formally registered
The certification process provides a mechanism through which organisations can demonstrate their commitment to environmental protection The need to demonstrate this commitment will depend upon stakeholder requirements eg Management Boards Ministers Parliament
Certification for compliance with the standard in the UK is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) The accredited certifiers must in turn have met certain pre-determined criteria to be accredited by UKAS
Certification to IS0 14001 is a two stage process involving
(1) an initial assessment
(2) main assessment
Initial assessment
The objective is to gain an understanding of
0 your EMS in the context of relevant environmental impacts and regulations
0 whether you are fully prepared for assessment
The certification body will
0 check that your EMS
has the commitment of senior management
is based on a proper evaluation of your environmental aspects and impacts
24
meets legislative and regulatory requirements
is intended to control and improve the organisations environmental performance and
is auditable
assess the reliability of your internal audit
plan and allocate resources for further document review (where required for the main assessment) and
provide you with a document explaining what further action you must take
Main assessment
The certifier will ask to see a copy of your organisations environmental manual and procedures to determine whether your organisation is ready for the main assessment The main assessment - involving a site visit from the auditor - is the final stage in the certification process Its main purpose is to
confirm what is written actually represents what is occurring in practice
e confirm that the EMS complies with all the elements of IS0 14001
determine whether the EMS is to achieve and is achieving improvements in environmental performance and regulatory compliance and
confirm that your organisation is complying with its own policies and procedures
This means that the certifier must focus on your organisations
identification and evaluation of its environmental impacts
consequent objectives and targets
performance monitoring measuring reporting and review against your objectives and targets and
auditing to ensure the EMSS effectiveness
Generally an organisation will only fail the certification process at this stage if the corrective actions demanded by the certifier were not completed during the permitted period
The award of an IS0 14001 certificate does not complete the process The certifier will maintain a cycle of continuing assessments to ensure that the EMS complies with the standard and that it can demonstrate continual improvement in its environmental performance The trick is to ensure that the certification process does not impose excessive documentation requirements on your organisation Your system is there to help your organisation - not to make the role of the certifier easier
Certification - because of differing performance objectives - is not sufficient to demonstrate performance improvements This is why the European Unions Eco-Management and Audit Scheme (EMAS) requires organisations to produce an environmental statement
25
22 Environmental Statement
IS0 14001 does not require an environmental statement Although i t does require reports on performance to be made to top management for review and as a basis for improving the EMS
The publication of an environmental statement provides evidence that an organisation is committed to improving its environmental performance What goes in it is a matter for the organisation
Decide
what to communicate
how to communicate it
to whom to communicate it (ie stakeholders eg MPs Ministers Audit bodies)
how to elicit positive feedback and thereby reap a positive reward
Ensure that the statement
is kept simple consistent relevant and balanced (with any necessary detailed information included in annexes)
briefly describes your organisationrsquos activities
contains reliable and accurate information
summarises objectives targets impacts and other relevant issues
highlights the progress you are making
covers good and bad news in a positive manner
gives the name of the accredited certifier
avoids jargon and
is bound and all the pages are numbered
Energy and Environment Best Practice Division (EEBP) November 1998
26
Annex A
I S 0 STANDARDS CLOSELY ASSOCIATED WITH IS0 14001
denotes publication
Environmental Management
IS0 14002 - General guidelines on special considerations for small and medium enterprises
IS0 14004 - General Guidance on Principles Systems and Supporting Techniques Gives practicable help on the design development and maintenance of an EMS
Environmental Auditing
ISO14010 - General Principles Defines the scope of the audit and provides a framework for the structure and format of the audit report
IS0 14011 - Audit Procedures Auditing of Environmental Management Systems Explains the planning and conduct of an EMS audit and gives advice for example on its objectives the roles and responsibilities of those involved and the preparation and documentation of the report
IS0 14012 - Qualifications Cnteria for Environmental Auditors Provides guidance on the minimum qualifications for auditors and how to evaluate their suitability
IS014015 - Guidelines of Environmental Site Assessments
Environmental labels and declarations
IS0 14020 - Environmental labels and declarations - general principles
IS0 14021 - Environmental labelling - self declaration environmental claims - terms and conditions
IS0 14022 - Environmental claims - self declaration environmental claims - symbols
IS0 14023 - Environmental labelling - self declaration environmental claims - testing and verification methodologies
IS0 14024 - Environmental labelling type I - general principles and procedures
IS0 14025 - Environmental labelling type 111 - general principles and procedures
27
Environmental PerjGonnance
IS0 14031 - Environmental Perfonnance Evaluation Explains how to identify suitable environmental indicators for measuring performance against policies objectives and targets
IS0 14032 - Technical report type 3 - Environmental Performance Evaluation - case studies illustrating the use of IS0 14031
Life CycZe Assessments
IS0 14040 - Life cycle assessment - principles and framework
IS014041 - Life Cycle Assessment - life cycle inventory analysis
IS014042 - Life Cycle Assessment - impact assessment
IS0 14043 - Life Cycle Assessment - interpretation
IS014049 - Technical report type 3 - life cycle assessment - examples of the application of IS0 14041
Terms Q Definitions
IS0 14050 - Environmental Management Vocabulary Summarises the terms and definitions used in the IS0 14000 series of standards
Sectors
IS014061 - Technical report type 3 - guidance to assist forestry organisations in the use of IS0 14001 and 14004
28
Annex B
EXAMPLE LEGISLATION SHEET
CATEGORY waste TYPE OF ACTIVITY Duty of Care
LEGISLATION Environmental Protection Act 1990 part 11 Environmental Protection (Duty of Care) Regulations 1991
DETAIL Persons concerned with controlled waste are under a DUTY OF CARE to 1) Prevent any other person committing the offence of depositing disposing or recovering controlled waste without a waste management licence or in a manner likely to cause harm to health or the environment 2) prevent the escape of waste 3) ensure that waste is transferred to an authorised person or to a person authorised to transport waste and 4) ensure the waste is accompanied by a written description (a TRANSFER NOTE) The note must include a description of the waste and details of the parties involved in the transfer It is not necessary if a consignment note is required Further information and a model transfer note can be found in ldquoWaste Management and the Duty of Care A Code of Practicerdquo Also DETRrsquos lsquoWaste Guide advice to Government Departmentsrsquo
PENALTY It is an offence to contravene the Duty of Care requirement Summary conviction - up to euro5000 Conviction on indictment - Unlimited fine Enforcement authority - Environment Agency has an interest in muring the Duty of Care is complied with Anyone may bring a prosecution
WHERE APPLICABLE Current Waste Carrier Licences must be obtained for all waste contractors eg hose that remove paper glass and cans for recycling general waste classified waste scrap metal waste citchen oil clinical waste Transfer notes to obtained for all of the above)
j MONTH REVIEW OF COMPLIANCE An audit of waste licences and transfer notes was carried out on 20598 All licences were found to be current - licence for Contractor X had expired on 31398 and a valid eplacement had been obtained from them Transfer notes had been issued on an individual basis for each ollection of paper for recycling scrap metal waste kitchen oil Annual transfer notes were current for Fenera1 waste classified waste and clinical waste Full compliance with legislation
ZOMPLETED BY REVIEWED BY (EMS team)
iame Name Jnit Date
)ate
29
Annex C
Methodology for determining significant aspects
Important This annex supports steps 5 and 6 of the guide and should be read in conjunction with it and not be used as a stand alone document Some terms such as ldquonormal operating conditions rsquorsquo are defined in the guide itsecf
This methodology was developed to help Government departments determine their significant aspects It supports the requirements of IS0 14001 and EMAS
The methodology is divided into
1) determining significant aspects and
2) maintaining a register of significant aspects
Nore IS0 14001 does not require an organisation to maintain a register of signijkant aspects But it helps to support the documentation of the EMS
Steps for determining significant aspects
Step I define activi9 product and services
Divide the Government Department or Unit into its organisational or management structure - if this has not already been done at the planning stage of the EMS
Identify activities products or services according to existing management structure or sections of the organisation Include in the list of activities operations of the section process unit or building identified
List the activities products and services
List all activities products and services including those initially identified as possibly not having much of an impact on the environment
Step 2 Identfy the environmental aspects associated with each activity prodirct or service
Note I S 0 14001 defines an environmental aspect as an element of an organisationrsquos activiv product or service which can have a beneficial or adverse impact on the environment
30
Inputs
Identify and list the environmental aspects for each activity in terms of inputs for example
energy use (electricity fuel renewable other) water consumption (mains grey other) use of fuels (petroleum diesel alternatives other) land use (natural habitats open space landscapes sensitive areas agriculture other) use of raw or secondary materials (chemicals oils aggregates metals plastic paper other) procured services from suppliers use of natural resources
outputs
Identify and list the environmental aspects for each activity in terms of its outputs for example
wastes and byproducts generated (handling storage and transportation) discharges to water courses sewers or drains (controlled or uncontrolled) impacts on land (contamination natural habitats open space agriculture sensitive areas) discharge of thermal energy generation of noise dust odour or vibration transport products (packaging transport use and disposal) impacts on natural resources and ecosystems including wildlife impacts on built environment visual impact public (influence education regulation enforcement other)
Important Identia both the Direct and Indirect (service) aspects for the organisation Direct aspects arise from every day operations such as water consumption Indirect aspects anie from the servicesprovided by the organisation such as regulatory inspections in the commercial sector
Step 3 IdentifL the associated environmental impact of the aspects
Note IS0 14001 defines an ldquoenvironmental impactrdquo as the change which takesplace in the environment as a result of the aspect
Identify the associated environmental impacts for each aspect of the activity Environmental impacts are the actual or potential change to the environment as a result of the aspect and can be local regional or global in scale For example
31
injury to wildlife destruction of natural habitat conservation of energy waste minimisation
contamination of soil or water release of carbon dioxide to the atmosphere
reduction in vehicle emissions and other pollutants
Notes 1 The Swedish approach on EMSs in Government cover (1) direct) of internal activities (eg conserving water and energy) direct impacts of external activities (eg road construction and defence) and indirect impacts of external activities (eg regulations permits funding system)
2 Canada s system of sustainable development encompasses policies programmes and operations with federal departments working to merge instruments such as Environmental Impact Assessments with EMSs
Table showing examples of activities products and services with their associated aspects and environmental impacts
Activity Product or Service
Activity River maintenance activities
~- Product Annual Environmental Report
Service Regulating Major Industries
Environmental Aspect
Potential for accidental pollution incident
Use of paper
Environmental improvement
Associated Environmental Impact
Deoxygenating of watercourse oil spills contaminating water silt discolouring watercourse fish kill
Misuses of natural resources Destruction of habitats Pollution from production processes
Reduction in emissions reduction in pollution
conserving resources reduction in waste
incidents
Important Environmental aspects can be positive or negative Actual andpotential future aspects must be evaluated
32
Step 4 Determine the significance of the environmental impacts
Use the scoring system in the assessment tool (at the end of this Annex) to calculate the significance of each aspect or impact identified The tool is based on ldquodescriptiverdquo as well as ldquorisk basedrdquo criteria
Each aspect or impact should receive a score for the following factors
1) description of impact 2) likelihood of occurrence 3) likelihood of detection 4) severity of consequence or nuisance
Once a score is determined for all four criteria add them altogether to obtain a ldquosignificance ldquofactor The higher the score the more significant the environmental aspect
Determine the threshold of what score warrants a ldquohighrdquo significance value based on the nature of your organisationrsquos operations and the concerns of its stakeholders
Register of significant aspects
Document the aspects in a ldquoRegister of Significant Aspectsrdquo which should include a summary of the methodology used to determine the ldquosignificancerdquo values The Register should include at least the following
activity identified environmental aspect environmental impact
ldquosignificancerdquo value assigned
cross reference to the register of legislative requirements description of the effect criteria chosen
cross reference to applicable EMS procedures
Completion of the Register
Once the Register is complete work can begin in setting specific objectives and targets for each significant aspect identified
Important Ensure that the register of legislative requirements is complete (or at least that the applicable legislative requirements are identijled for each activiy and aspect) before determining the signijkance of the
organisationrsquos aspects and impacts
33
Assessment tool for determining significance of environmental aspects and impacts (see step 4 of the guide)
Description of Effect
Negligible or no impact No breach of legislation Emergency situations would cause a breach of policy or procedures
Rank Likelihood of
occurrence
0 None
~ Verysmall impact Immediate action possible Emergency situations would cause a breach of legislation Results in breach of own policy or procedures under abnormal conditions
I 1 Very low
Small impact Results in breach of legislation under abnormal conditions Results in breach of own policy or procedures under normal conditions
Moderate impact
Severe impact
Extensive impact
Activity has impact under normal operating conditions Results in breach of legislation under abnormal conditions No previous breach of legislation
Results in breach of legislation under abnormal conditions History of past breaches of legislation
Results in breach of legislation under normal operating conditions History of past breaches of legislation
2 Low
3 Moderate
4 High
5 Very high
Note Stakeholder concerns are not included in the description criteria Each organisation shouId tailor these criteria to take account of the concerns of stakeholder the public or interestedparties
34
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
18 Correcting for non-control or non compliance Section 452 of the Standard
IS0 14001 requires procedures for identifying and correcting non compliance In office based organisations this is most likely to result from a failure to meet performance levels or the malfunctioning of the EMS itself (eg ambiguous procedures) rather than through a major process failure which can cause environmental damage
Ensure that the procedures
0 identify the cause of non-conformance
0 identify and implement the necessary corrective action
0 implement or modify controls necessary to avoid future repetitions
0 record any changes in written procedures resulting from the corrective action
0 record any significant environmental impacts arising from the non compliance
0 are included in the manual and other documentation
19 Records Section 453 of the Standard
EMS records are kept to
0 demonstrate compliance with the requirements of your EMS and legislation
0 determine the extent to which targets and objectives have been met in line with your organisations overall environment policy and
0 provide evidence of the on-going operation of the system
Include in your record system
0 reports of audit and reviews
0 training
0 details of any failures to comply with policy and regulations and corrective actions
details of any complaints and the corrective actions taken 0
inspection and maintenance reports
0 information on emergency preparedness and response
quantities of materials collected for recycling or dispose as waste
19
0 meter data for gas electricity and water
licenses and other legal documents ~~~ ~ ~~ ~~~~~~ ~~~~~~ ~~
0
0 communications with suppliers contractors and general public
a notes or minutes of meetings
other relevant records
Establish and record retention times for the records kept and protect them against damage deterioration or loss They may be stored in paper or electronic form or both
Ensure that records kept by other parts of the organisation such as facilities managers and procurement officers are cross referenced with those held centrally
20 Environmental audit Section 454 of the Standard
The purpose of an EMS audit is to assess whether the system conforms to the requirements of the environmental policy and other criteria such as relevant legislation and regulations and if certification is sought IS0 14001
IS0 14001 requires you to
establish and maintain programmes and procedures for lsquo)eriodicaf[y rdquo auditing the EMS
0 base the audit programme on the environmental importance of the activity concerned and the results of previous audits
0 cover the audit scope frequency and methodologies as well as the responsibilities and requirements for conducting audits and reporting results
Intemal audits
Select an audit team of about 3 to 4 persons Ensure that the team members have
0 no direct management responsibility for the part of the organisation being audited
0 sufficient knowledge and expertise to carry it out especially in the areas of
management systems auditing
relevant EMS standards
offices facilities and plant
industry knowledge ( i f appropriate)
environmental legislation and issues
20
Preparation
Prepare ~~ ~
audit checklists which should list all the EMS procedures relevant to the area under review (procedures may vary between different operational areas)
documents for recording non compliance and
a timetable for the audit programme
Gather reference information about the area such as plans COSHH assessments lists of procedures and records Inform managers and people at the site of the timing of the audit its objectives and what is expected from them You will need their co-operation if the audit is to be conducted efficiently and effectively
Getting the most from the audit
Use the audit to
help your organisation develop a framework for conducting its own internal environmental audits and management reviews
maintain increased environmental awareness and a sense of responsibility among people and contractors
determine whether the EMS has been properly implemented and maintained Check that the EMS complies with
the requirements of IS0 14001
the manuals and work instructions of the EMS
your organisations environmental policy objectives and targets
evaluate the value of training to the environmental performance of the organisation and to the protection of the environment as a whole
Review and report
Review and assess the findings and recommendations of the audit and specify a programme for implementing any follow up actions Some actions must be taken immediately eg where a lapse in procedure has led to possible non compliance with legislative requirements
Produce the report and provide results to management Normally the report will consist of
a brief description of the audits objectives
the areas that have been audited
who was involved in auditing them
21
0 references to the source of information on which the audit findings were based
a review of the audit areas highlighting 0
non compliance Le lapses in either the content or implementation and records and
opportunities for improvement eg waste minimisation cleaner processes
Corrective action
Immediately the auditors report is approved draw up an action plan with deadlines to
correct any deficiencies (the major ones first)
0 deliver improvements
ensure everyone is aware of their commitments
0 reassure senior managers that the recommendations are being acted upon and
0 put in place any procedures which are necessary to prevent a repeat of the non compliance
Frequency of audits
Audit all parts of the EMS about every two to three years except in areas with particularly significant environmental impacts Audit these more frequently
Extemal audits
You might wish to pay for audits - see Section 22 on Certification
21 Management review Section 46 of the Standard
The review measures the effectiveness of the system It is an opportunity for the Management Representative and senior management to review the EMS structure and to evaluate the organisations environmental policies objectives targets and procedures to determine
0 whether they are being followed
0 whether they remain suitable adequate and effective
0 where changes are necessary to secure continual improvement and
0 if the EMS is achieving its overall objectives and helping the organisation meet its business goals
The scope of the review should be comprehensive though not all the elements of the EMS need to be reviewed at once The process may extend over a period of time
22
Frequency of reviews
Every one or two years is probably sufficient for most office based organisations However the frequency of reviews will depend on
0 how successfully the EMS is running (see Annex E)
e the significance of the environmental impacts
whether there have been any changes in activities or circumstances eg the contracting out of say facilities management
e whether any extemal issues of importance have arisen eg new or revised regulations changes in Government policies new initiatives from Green Ministers
Review team
Ensure that
0 a team is appointed comprising of individuals with either executive responsibility or specialist responsibility
e the team is provided with all the information necessary to effectively review the EMS such as
internal and extemal audits
environmental policy objectives and targets
operational controls
environmental manual
non compliance reports
concems expressed by relevant parties
0 the sites to be covered by the review are clearly defined
0 direct and indirect impacts are covered and both positive and negative impacts
0 time is provided for the team to look at broader issues relating to your EMS eg new legislation policies technologies and techniques
0 what has happened in the past is covered eg incidents of non compliance and corrective action taken
time is allowed for writing the report which should outline
the scope of the review
23
methods used
details of findings and
recommendations
the recommendations
highlight the areas of the EMS where improvements are required
name the individual who should implement them
the actions resulting from the review are monitored and recorded and
any improvements which can be made to the model framework for greening government operations bee section 6 above) are notified to DETRrsquos Energy and Environment Best Practice Division The address is given at the back of this guide
21 Certification
IS0 14001 allows organisations to make a self declaration of compliance to the requirements of the standard if they do not want to get the EMS formally registered
The certification process provides a mechanism through which organisations can demonstrate their commitment to environmental protection The need to demonstrate this commitment will depend upon stakeholder requirements eg Management Boards Ministers Parliament
Certification for compliance with the standard in the UK is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) The accredited certifiers must in turn have met certain pre-determined criteria to be accredited by UKAS
Certification to IS0 14001 is a two stage process involving
(1) an initial assessment
(2) main assessment
Initial assessment
The objective is to gain an understanding of
0 your EMS in the context of relevant environmental impacts and regulations
0 whether you are fully prepared for assessment
The certification body will
0 check that your EMS
has the commitment of senior management
is based on a proper evaluation of your environmental aspects and impacts
24
meets legislative and regulatory requirements
is intended to control and improve the organisations environmental performance and
is auditable
assess the reliability of your internal audit
plan and allocate resources for further document review (where required for the main assessment) and
provide you with a document explaining what further action you must take
Main assessment
The certifier will ask to see a copy of your organisations environmental manual and procedures to determine whether your organisation is ready for the main assessment The main assessment - involving a site visit from the auditor - is the final stage in the certification process Its main purpose is to
confirm what is written actually represents what is occurring in practice
e confirm that the EMS complies with all the elements of IS0 14001
determine whether the EMS is to achieve and is achieving improvements in environmental performance and regulatory compliance and
confirm that your organisation is complying with its own policies and procedures
This means that the certifier must focus on your organisations
identification and evaluation of its environmental impacts
consequent objectives and targets
performance monitoring measuring reporting and review against your objectives and targets and
auditing to ensure the EMSS effectiveness
Generally an organisation will only fail the certification process at this stage if the corrective actions demanded by the certifier were not completed during the permitted period
The award of an IS0 14001 certificate does not complete the process The certifier will maintain a cycle of continuing assessments to ensure that the EMS complies with the standard and that it can demonstrate continual improvement in its environmental performance The trick is to ensure that the certification process does not impose excessive documentation requirements on your organisation Your system is there to help your organisation - not to make the role of the certifier easier
Certification - because of differing performance objectives - is not sufficient to demonstrate performance improvements This is why the European Unions Eco-Management and Audit Scheme (EMAS) requires organisations to produce an environmental statement
25
22 Environmental Statement
IS0 14001 does not require an environmental statement Although i t does require reports on performance to be made to top management for review and as a basis for improving the EMS
The publication of an environmental statement provides evidence that an organisation is committed to improving its environmental performance What goes in it is a matter for the organisation
Decide
what to communicate
how to communicate it
to whom to communicate it (ie stakeholders eg MPs Ministers Audit bodies)
how to elicit positive feedback and thereby reap a positive reward
Ensure that the statement
is kept simple consistent relevant and balanced (with any necessary detailed information included in annexes)
briefly describes your organisationrsquos activities
contains reliable and accurate information
summarises objectives targets impacts and other relevant issues
highlights the progress you are making
covers good and bad news in a positive manner
gives the name of the accredited certifier
avoids jargon and
is bound and all the pages are numbered
Energy and Environment Best Practice Division (EEBP) November 1998
26
Annex A
I S 0 STANDARDS CLOSELY ASSOCIATED WITH IS0 14001
denotes publication
Environmental Management
IS0 14002 - General guidelines on special considerations for small and medium enterprises
IS0 14004 - General Guidance on Principles Systems and Supporting Techniques Gives practicable help on the design development and maintenance of an EMS
Environmental Auditing
ISO14010 - General Principles Defines the scope of the audit and provides a framework for the structure and format of the audit report
IS0 14011 - Audit Procedures Auditing of Environmental Management Systems Explains the planning and conduct of an EMS audit and gives advice for example on its objectives the roles and responsibilities of those involved and the preparation and documentation of the report
IS0 14012 - Qualifications Cnteria for Environmental Auditors Provides guidance on the minimum qualifications for auditors and how to evaluate their suitability
IS014015 - Guidelines of Environmental Site Assessments
Environmental labels and declarations
IS0 14020 - Environmental labels and declarations - general principles
IS0 14021 - Environmental labelling - self declaration environmental claims - terms and conditions
IS0 14022 - Environmental claims - self declaration environmental claims - symbols
IS0 14023 - Environmental labelling - self declaration environmental claims - testing and verification methodologies
IS0 14024 - Environmental labelling type I - general principles and procedures
IS0 14025 - Environmental labelling type 111 - general principles and procedures
27
Environmental PerjGonnance
IS0 14031 - Environmental Perfonnance Evaluation Explains how to identify suitable environmental indicators for measuring performance against policies objectives and targets
IS0 14032 - Technical report type 3 - Environmental Performance Evaluation - case studies illustrating the use of IS0 14031
Life CycZe Assessments
IS0 14040 - Life cycle assessment - principles and framework
IS014041 - Life Cycle Assessment - life cycle inventory analysis
IS014042 - Life Cycle Assessment - impact assessment
IS0 14043 - Life Cycle Assessment - interpretation
IS014049 - Technical report type 3 - life cycle assessment - examples of the application of IS0 14041
Terms Q Definitions
IS0 14050 - Environmental Management Vocabulary Summarises the terms and definitions used in the IS0 14000 series of standards
Sectors
IS014061 - Technical report type 3 - guidance to assist forestry organisations in the use of IS0 14001 and 14004
28
Annex B
EXAMPLE LEGISLATION SHEET
CATEGORY waste TYPE OF ACTIVITY Duty of Care
LEGISLATION Environmental Protection Act 1990 part 11 Environmental Protection (Duty of Care) Regulations 1991
DETAIL Persons concerned with controlled waste are under a DUTY OF CARE to 1) Prevent any other person committing the offence of depositing disposing or recovering controlled waste without a waste management licence or in a manner likely to cause harm to health or the environment 2) prevent the escape of waste 3) ensure that waste is transferred to an authorised person or to a person authorised to transport waste and 4) ensure the waste is accompanied by a written description (a TRANSFER NOTE) The note must include a description of the waste and details of the parties involved in the transfer It is not necessary if a consignment note is required Further information and a model transfer note can be found in ldquoWaste Management and the Duty of Care A Code of Practicerdquo Also DETRrsquos lsquoWaste Guide advice to Government Departmentsrsquo
PENALTY It is an offence to contravene the Duty of Care requirement Summary conviction - up to euro5000 Conviction on indictment - Unlimited fine Enforcement authority - Environment Agency has an interest in muring the Duty of Care is complied with Anyone may bring a prosecution
WHERE APPLICABLE Current Waste Carrier Licences must be obtained for all waste contractors eg hose that remove paper glass and cans for recycling general waste classified waste scrap metal waste citchen oil clinical waste Transfer notes to obtained for all of the above)
j MONTH REVIEW OF COMPLIANCE An audit of waste licences and transfer notes was carried out on 20598 All licences were found to be current - licence for Contractor X had expired on 31398 and a valid eplacement had been obtained from them Transfer notes had been issued on an individual basis for each ollection of paper for recycling scrap metal waste kitchen oil Annual transfer notes were current for Fenera1 waste classified waste and clinical waste Full compliance with legislation
ZOMPLETED BY REVIEWED BY (EMS team)
iame Name Jnit Date
)ate
29
Annex C
Methodology for determining significant aspects
Important This annex supports steps 5 and 6 of the guide and should be read in conjunction with it and not be used as a stand alone document Some terms such as ldquonormal operating conditions rsquorsquo are defined in the guide itsecf
This methodology was developed to help Government departments determine their significant aspects It supports the requirements of IS0 14001 and EMAS
The methodology is divided into
1) determining significant aspects and
2) maintaining a register of significant aspects
Nore IS0 14001 does not require an organisation to maintain a register of signijkant aspects But it helps to support the documentation of the EMS
Steps for determining significant aspects
Step I define activi9 product and services
Divide the Government Department or Unit into its organisational or management structure - if this has not already been done at the planning stage of the EMS
Identify activities products or services according to existing management structure or sections of the organisation Include in the list of activities operations of the section process unit or building identified
List the activities products and services
List all activities products and services including those initially identified as possibly not having much of an impact on the environment
Step 2 Identfy the environmental aspects associated with each activity prodirct or service
Note I S 0 14001 defines an environmental aspect as an element of an organisationrsquos activiv product or service which can have a beneficial or adverse impact on the environment
30
Inputs
Identify and list the environmental aspects for each activity in terms of inputs for example
energy use (electricity fuel renewable other) water consumption (mains grey other) use of fuels (petroleum diesel alternatives other) land use (natural habitats open space landscapes sensitive areas agriculture other) use of raw or secondary materials (chemicals oils aggregates metals plastic paper other) procured services from suppliers use of natural resources
outputs
Identify and list the environmental aspects for each activity in terms of its outputs for example
wastes and byproducts generated (handling storage and transportation) discharges to water courses sewers or drains (controlled or uncontrolled) impacts on land (contamination natural habitats open space agriculture sensitive areas) discharge of thermal energy generation of noise dust odour or vibration transport products (packaging transport use and disposal) impacts on natural resources and ecosystems including wildlife impacts on built environment visual impact public (influence education regulation enforcement other)
Important Identia both the Direct and Indirect (service) aspects for the organisation Direct aspects arise from every day operations such as water consumption Indirect aspects anie from the servicesprovided by the organisation such as regulatory inspections in the commercial sector
Step 3 IdentifL the associated environmental impact of the aspects
Note IS0 14001 defines an ldquoenvironmental impactrdquo as the change which takesplace in the environment as a result of the aspect
Identify the associated environmental impacts for each aspect of the activity Environmental impacts are the actual or potential change to the environment as a result of the aspect and can be local regional or global in scale For example
31
injury to wildlife destruction of natural habitat conservation of energy waste minimisation
contamination of soil or water release of carbon dioxide to the atmosphere
reduction in vehicle emissions and other pollutants
Notes 1 The Swedish approach on EMSs in Government cover (1) direct) of internal activities (eg conserving water and energy) direct impacts of external activities (eg road construction and defence) and indirect impacts of external activities (eg regulations permits funding system)
2 Canada s system of sustainable development encompasses policies programmes and operations with federal departments working to merge instruments such as Environmental Impact Assessments with EMSs
Table showing examples of activities products and services with their associated aspects and environmental impacts
Activity Product or Service
Activity River maintenance activities
~- Product Annual Environmental Report
Service Regulating Major Industries
Environmental Aspect
Potential for accidental pollution incident
Use of paper
Environmental improvement
Associated Environmental Impact
Deoxygenating of watercourse oil spills contaminating water silt discolouring watercourse fish kill
Misuses of natural resources Destruction of habitats Pollution from production processes
Reduction in emissions reduction in pollution
conserving resources reduction in waste
incidents
Important Environmental aspects can be positive or negative Actual andpotential future aspects must be evaluated
32
Step 4 Determine the significance of the environmental impacts
Use the scoring system in the assessment tool (at the end of this Annex) to calculate the significance of each aspect or impact identified The tool is based on ldquodescriptiverdquo as well as ldquorisk basedrdquo criteria
Each aspect or impact should receive a score for the following factors
1) description of impact 2) likelihood of occurrence 3) likelihood of detection 4) severity of consequence or nuisance
Once a score is determined for all four criteria add them altogether to obtain a ldquosignificance ldquofactor The higher the score the more significant the environmental aspect
Determine the threshold of what score warrants a ldquohighrdquo significance value based on the nature of your organisationrsquos operations and the concerns of its stakeholders
Register of significant aspects
Document the aspects in a ldquoRegister of Significant Aspectsrdquo which should include a summary of the methodology used to determine the ldquosignificancerdquo values The Register should include at least the following
activity identified environmental aspect environmental impact
ldquosignificancerdquo value assigned
cross reference to the register of legislative requirements description of the effect criteria chosen
cross reference to applicable EMS procedures
Completion of the Register
Once the Register is complete work can begin in setting specific objectives and targets for each significant aspect identified
Important Ensure that the register of legislative requirements is complete (or at least that the applicable legislative requirements are identijled for each activiy and aspect) before determining the signijkance of the
organisationrsquos aspects and impacts
33
Assessment tool for determining significance of environmental aspects and impacts (see step 4 of the guide)
Description of Effect
Negligible or no impact No breach of legislation Emergency situations would cause a breach of policy or procedures
Rank Likelihood of
occurrence
0 None
~ Verysmall impact Immediate action possible Emergency situations would cause a breach of legislation Results in breach of own policy or procedures under abnormal conditions
I 1 Very low
Small impact Results in breach of legislation under abnormal conditions Results in breach of own policy or procedures under normal conditions
Moderate impact
Severe impact
Extensive impact
Activity has impact under normal operating conditions Results in breach of legislation under abnormal conditions No previous breach of legislation
Results in breach of legislation under abnormal conditions History of past breaches of legislation
Results in breach of legislation under normal operating conditions History of past breaches of legislation
2 Low
3 Moderate
4 High
5 Very high
Note Stakeholder concerns are not included in the description criteria Each organisation shouId tailor these criteria to take account of the concerns of stakeholder the public or interestedparties
34
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
0 meter data for gas electricity and water
licenses and other legal documents ~~~ ~ ~~ ~~~~~~ ~~~~~~ ~~
0
0 communications with suppliers contractors and general public
a notes or minutes of meetings
other relevant records
Establish and record retention times for the records kept and protect them against damage deterioration or loss They may be stored in paper or electronic form or both
Ensure that records kept by other parts of the organisation such as facilities managers and procurement officers are cross referenced with those held centrally
20 Environmental audit Section 454 of the Standard
The purpose of an EMS audit is to assess whether the system conforms to the requirements of the environmental policy and other criteria such as relevant legislation and regulations and if certification is sought IS0 14001
IS0 14001 requires you to
establish and maintain programmes and procedures for lsquo)eriodicaf[y rdquo auditing the EMS
0 base the audit programme on the environmental importance of the activity concerned and the results of previous audits
0 cover the audit scope frequency and methodologies as well as the responsibilities and requirements for conducting audits and reporting results
Intemal audits
Select an audit team of about 3 to 4 persons Ensure that the team members have
0 no direct management responsibility for the part of the organisation being audited
0 sufficient knowledge and expertise to carry it out especially in the areas of
management systems auditing
relevant EMS standards
offices facilities and plant
industry knowledge ( i f appropriate)
environmental legislation and issues
20
Preparation
Prepare ~~ ~
audit checklists which should list all the EMS procedures relevant to the area under review (procedures may vary between different operational areas)
documents for recording non compliance and
a timetable for the audit programme
Gather reference information about the area such as plans COSHH assessments lists of procedures and records Inform managers and people at the site of the timing of the audit its objectives and what is expected from them You will need their co-operation if the audit is to be conducted efficiently and effectively
Getting the most from the audit
Use the audit to
help your organisation develop a framework for conducting its own internal environmental audits and management reviews
maintain increased environmental awareness and a sense of responsibility among people and contractors
determine whether the EMS has been properly implemented and maintained Check that the EMS complies with
the requirements of IS0 14001
the manuals and work instructions of the EMS
your organisations environmental policy objectives and targets
evaluate the value of training to the environmental performance of the organisation and to the protection of the environment as a whole
Review and report
Review and assess the findings and recommendations of the audit and specify a programme for implementing any follow up actions Some actions must be taken immediately eg where a lapse in procedure has led to possible non compliance with legislative requirements
Produce the report and provide results to management Normally the report will consist of
a brief description of the audits objectives
the areas that have been audited
who was involved in auditing them
21
0 references to the source of information on which the audit findings were based
a review of the audit areas highlighting 0
non compliance Le lapses in either the content or implementation and records and
opportunities for improvement eg waste minimisation cleaner processes
Corrective action
Immediately the auditors report is approved draw up an action plan with deadlines to
correct any deficiencies (the major ones first)
0 deliver improvements
ensure everyone is aware of their commitments
0 reassure senior managers that the recommendations are being acted upon and
0 put in place any procedures which are necessary to prevent a repeat of the non compliance
Frequency of audits
Audit all parts of the EMS about every two to three years except in areas with particularly significant environmental impacts Audit these more frequently
Extemal audits
You might wish to pay for audits - see Section 22 on Certification
21 Management review Section 46 of the Standard
The review measures the effectiveness of the system It is an opportunity for the Management Representative and senior management to review the EMS structure and to evaluate the organisations environmental policies objectives targets and procedures to determine
0 whether they are being followed
0 whether they remain suitable adequate and effective
0 where changes are necessary to secure continual improvement and
0 if the EMS is achieving its overall objectives and helping the organisation meet its business goals
The scope of the review should be comprehensive though not all the elements of the EMS need to be reviewed at once The process may extend over a period of time
22
Frequency of reviews
Every one or two years is probably sufficient for most office based organisations However the frequency of reviews will depend on
0 how successfully the EMS is running (see Annex E)
e the significance of the environmental impacts
whether there have been any changes in activities or circumstances eg the contracting out of say facilities management
e whether any extemal issues of importance have arisen eg new or revised regulations changes in Government policies new initiatives from Green Ministers
Review team
Ensure that
0 a team is appointed comprising of individuals with either executive responsibility or specialist responsibility
e the team is provided with all the information necessary to effectively review the EMS such as
internal and extemal audits
environmental policy objectives and targets
operational controls
environmental manual
non compliance reports
concems expressed by relevant parties
0 the sites to be covered by the review are clearly defined
0 direct and indirect impacts are covered and both positive and negative impacts
0 time is provided for the team to look at broader issues relating to your EMS eg new legislation policies technologies and techniques
0 what has happened in the past is covered eg incidents of non compliance and corrective action taken
time is allowed for writing the report which should outline
the scope of the review
23
methods used
details of findings and
recommendations
the recommendations
highlight the areas of the EMS where improvements are required
name the individual who should implement them
the actions resulting from the review are monitored and recorded and
any improvements which can be made to the model framework for greening government operations bee section 6 above) are notified to DETRrsquos Energy and Environment Best Practice Division The address is given at the back of this guide
21 Certification
IS0 14001 allows organisations to make a self declaration of compliance to the requirements of the standard if they do not want to get the EMS formally registered
The certification process provides a mechanism through which organisations can demonstrate their commitment to environmental protection The need to demonstrate this commitment will depend upon stakeholder requirements eg Management Boards Ministers Parliament
Certification for compliance with the standard in the UK is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) The accredited certifiers must in turn have met certain pre-determined criteria to be accredited by UKAS
Certification to IS0 14001 is a two stage process involving
(1) an initial assessment
(2) main assessment
Initial assessment
The objective is to gain an understanding of
0 your EMS in the context of relevant environmental impacts and regulations
0 whether you are fully prepared for assessment
The certification body will
0 check that your EMS
has the commitment of senior management
is based on a proper evaluation of your environmental aspects and impacts
24
meets legislative and regulatory requirements
is intended to control and improve the organisations environmental performance and
is auditable
assess the reliability of your internal audit
plan and allocate resources for further document review (where required for the main assessment) and
provide you with a document explaining what further action you must take
Main assessment
The certifier will ask to see a copy of your organisations environmental manual and procedures to determine whether your organisation is ready for the main assessment The main assessment - involving a site visit from the auditor - is the final stage in the certification process Its main purpose is to
confirm what is written actually represents what is occurring in practice
e confirm that the EMS complies with all the elements of IS0 14001
determine whether the EMS is to achieve and is achieving improvements in environmental performance and regulatory compliance and
confirm that your organisation is complying with its own policies and procedures
This means that the certifier must focus on your organisations
identification and evaluation of its environmental impacts
consequent objectives and targets
performance monitoring measuring reporting and review against your objectives and targets and
auditing to ensure the EMSS effectiveness
Generally an organisation will only fail the certification process at this stage if the corrective actions demanded by the certifier were not completed during the permitted period
The award of an IS0 14001 certificate does not complete the process The certifier will maintain a cycle of continuing assessments to ensure that the EMS complies with the standard and that it can demonstrate continual improvement in its environmental performance The trick is to ensure that the certification process does not impose excessive documentation requirements on your organisation Your system is there to help your organisation - not to make the role of the certifier easier
Certification - because of differing performance objectives - is not sufficient to demonstrate performance improvements This is why the European Unions Eco-Management and Audit Scheme (EMAS) requires organisations to produce an environmental statement
25
22 Environmental Statement
IS0 14001 does not require an environmental statement Although i t does require reports on performance to be made to top management for review and as a basis for improving the EMS
The publication of an environmental statement provides evidence that an organisation is committed to improving its environmental performance What goes in it is a matter for the organisation
Decide
what to communicate
how to communicate it
to whom to communicate it (ie stakeholders eg MPs Ministers Audit bodies)
how to elicit positive feedback and thereby reap a positive reward
Ensure that the statement
is kept simple consistent relevant and balanced (with any necessary detailed information included in annexes)
briefly describes your organisationrsquos activities
contains reliable and accurate information
summarises objectives targets impacts and other relevant issues
highlights the progress you are making
covers good and bad news in a positive manner
gives the name of the accredited certifier
avoids jargon and
is bound and all the pages are numbered
Energy and Environment Best Practice Division (EEBP) November 1998
26
Annex A
I S 0 STANDARDS CLOSELY ASSOCIATED WITH IS0 14001
denotes publication
Environmental Management
IS0 14002 - General guidelines on special considerations for small and medium enterprises
IS0 14004 - General Guidance on Principles Systems and Supporting Techniques Gives practicable help on the design development and maintenance of an EMS
Environmental Auditing
ISO14010 - General Principles Defines the scope of the audit and provides a framework for the structure and format of the audit report
IS0 14011 - Audit Procedures Auditing of Environmental Management Systems Explains the planning and conduct of an EMS audit and gives advice for example on its objectives the roles and responsibilities of those involved and the preparation and documentation of the report
IS0 14012 - Qualifications Cnteria for Environmental Auditors Provides guidance on the minimum qualifications for auditors and how to evaluate their suitability
IS014015 - Guidelines of Environmental Site Assessments
Environmental labels and declarations
IS0 14020 - Environmental labels and declarations - general principles
IS0 14021 - Environmental labelling - self declaration environmental claims - terms and conditions
IS0 14022 - Environmental claims - self declaration environmental claims - symbols
IS0 14023 - Environmental labelling - self declaration environmental claims - testing and verification methodologies
IS0 14024 - Environmental labelling type I - general principles and procedures
IS0 14025 - Environmental labelling type 111 - general principles and procedures
27
Environmental PerjGonnance
IS0 14031 - Environmental Perfonnance Evaluation Explains how to identify suitable environmental indicators for measuring performance against policies objectives and targets
IS0 14032 - Technical report type 3 - Environmental Performance Evaluation - case studies illustrating the use of IS0 14031
Life CycZe Assessments
IS0 14040 - Life cycle assessment - principles and framework
IS014041 - Life Cycle Assessment - life cycle inventory analysis
IS014042 - Life Cycle Assessment - impact assessment
IS0 14043 - Life Cycle Assessment - interpretation
IS014049 - Technical report type 3 - life cycle assessment - examples of the application of IS0 14041
Terms Q Definitions
IS0 14050 - Environmental Management Vocabulary Summarises the terms and definitions used in the IS0 14000 series of standards
Sectors
IS014061 - Technical report type 3 - guidance to assist forestry organisations in the use of IS0 14001 and 14004
28
Annex B
EXAMPLE LEGISLATION SHEET
CATEGORY waste TYPE OF ACTIVITY Duty of Care
LEGISLATION Environmental Protection Act 1990 part 11 Environmental Protection (Duty of Care) Regulations 1991
DETAIL Persons concerned with controlled waste are under a DUTY OF CARE to 1) Prevent any other person committing the offence of depositing disposing or recovering controlled waste without a waste management licence or in a manner likely to cause harm to health or the environment 2) prevent the escape of waste 3) ensure that waste is transferred to an authorised person or to a person authorised to transport waste and 4) ensure the waste is accompanied by a written description (a TRANSFER NOTE) The note must include a description of the waste and details of the parties involved in the transfer It is not necessary if a consignment note is required Further information and a model transfer note can be found in ldquoWaste Management and the Duty of Care A Code of Practicerdquo Also DETRrsquos lsquoWaste Guide advice to Government Departmentsrsquo
PENALTY It is an offence to contravene the Duty of Care requirement Summary conviction - up to euro5000 Conviction on indictment - Unlimited fine Enforcement authority - Environment Agency has an interest in muring the Duty of Care is complied with Anyone may bring a prosecution
WHERE APPLICABLE Current Waste Carrier Licences must be obtained for all waste contractors eg hose that remove paper glass and cans for recycling general waste classified waste scrap metal waste citchen oil clinical waste Transfer notes to obtained for all of the above)
j MONTH REVIEW OF COMPLIANCE An audit of waste licences and transfer notes was carried out on 20598 All licences were found to be current - licence for Contractor X had expired on 31398 and a valid eplacement had been obtained from them Transfer notes had been issued on an individual basis for each ollection of paper for recycling scrap metal waste kitchen oil Annual transfer notes were current for Fenera1 waste classified waste and clinical waste Full compliance with legislation
ZOMPLETED BY REVIEWED BY (EMS team)
iame Name Jnit Date
)ate
29
Annex C
Methodology for determining significant aspects
Important This annex supports steps 5 and 6 of the guide and should be read in conjunction with it and not be used as a stand alone document Some terms such as ldquonormal operating conditions rsquorsquo are defined in the guide itsecf
This methodology was developed to help Government departments determine their significant aspects It supports the requirements of IS0 14001 and EMAS
The methodology is divided into
1) determining significant aspects and
2) maintaining a register of significant aspects
Nore IS0 14001 does not require an organisation to maintain a register of signijkant aspects But it helps to support the documentation of the EMS
Steps for determining significant aspects
Step I define activi9 product and services
Divide the Government Department or Unit into its organisational or management structure - if this has not already been done at the planning stage of the EMS
Identify activities products or services according to existing management structure or sections of the organisation Include in the list of activities operations of the section process unit or building identified
List the activities products and services
List all activities products and services including those initially identified as possibly not having much of an impact on the environment
Step 2 Identfy the environmental aspects associated with each activity prodirct or service
Note I S 0 14001 defines an environmental aspect as an element of an organisationrsquos activiv product or service which can have a beneficial or adverse impact on the environment
30
Inputs
Identify and list the environmental aspects for each activity in terms of inputs for example
energy use (electricity fuel renewable other) water consumption (mains grey other) use of fuels (petroleum diesel alternatives other) land use (natural habitats open space landscapes sensitive areas agriculture other) use of raw or secondary materials (chemicals oils aggregates metals plastic paper other) procured services from suppliers use of natural resources
outputs
Identify and list the environmental aspects for each activity in terms of its outputs for example
wastes and byproducts generated (handling storage and transportation) discharges to water courses sewers or drains (controlled or uncontrolled) impacts on land (contamination natural habitats open space agriculture sensitive areas) discharge of thermal energy generation of noise dust odour or vibration transport products (packaging transport use and disposal) impacts on natural resources and ecosystems including wildlife impacts on built environment visual impact public (influence education regulation enforcement other)
Important Identia both the Direct and Indirect (service) aspects for the organisation Direct aspects arise from every day operations such as water consumption Indirect aspects anie from the servicesprovided by the organisation such as regulatory inspections in the commercial sector
Step 3 IdentifL the associated environmental impact of the aspects
Note IS0 14001 defines an ldquoenvironmental impactrdquo as the change which takesplace in the environment as a result of the aspect
Identify the associated environmental impacts for each aspect of the activity Environmental impacts are the actual or potential change to the environment as a result of the aspect and can be local regional or global in scale For example
31
injury to wildlife destruction of natural habitat conservation of energy waste minimisation
contamination of soil or water release of carbon dioxide to the atmosphere
reduction in vehicle emissions and other pollutants
Notes 1 The Swedish approach on EMSs in Government cover (1) direct) of internal activities (eg conserving water and energy) direct impacts of external activities (eg road construction and defence) and indirect impacts of external activities (eg regulations permits funding system)
2 Canada s system of sustainable development encompasses policies programmes and operations with federal departments working to merge instruments such as Environmental Impact Assessments with EMSs
Table showing examples of activities products and services with their associated aspects and environmental impacts
Activity Product or Service
Activity River maintenance activities
~- Product Annual Environmental Report
Service Regulating Major Industries
Environmental Aspect
Potential for accidental pollution incident
Use of paper
Environmental improvement
Associated Environmental Impact
Deoxygenating of watercourse oil spills contaminating water silt discolouring watercourse fish kill
Misuses of natural resources Destruction of habitats Pollution from production processes
Reduction in emissions reduction in pollution
conserving resources reduction in waste
incidents
Important Environmental aspects can be positive or negative Actual andpotential future aspects must be evaluated
32
Step 4 Determine the significance of the environmental impacts
Use the scoring system in the assessment tool (at the end of this Annex) to calculate the significance of each aspect or impact identified The tool is based on ldquodescriptiverdquo as well as ldquorisk basedrdquo criteria
Each aspect or impact should receive a score for the following factors
1) description of impact 2) likelihood of occurrence 3) likelihood of detection 4) severity of consequence or nuisance
Once a score is determined for all four criteria add them altogether to obtain a ldquosignificance ldquofactor The higher the score the more significant the environmental aspect
Determine the threshold of what score warrants a ldquohighrdquo significance value based on the nature of your organisationrsquos operations and the concerns of its stakeholders
Register of significant aspects
Document the aspects in a ldquoRegister of Significant Aspectsrdquo which should include a summary of the methodology used to determine the ldquosignificancerdquo values The Register should include at least the following
activity identified environmental aspect environmental impact
ldquosignificancerdquo value assigned
cross reference to the register of legislative requirements description of the effect criteria chosen
cross reference to applicable EMS procedures
Completion of the Register
Once the Register is complete work can begin in setting specific objectives and targets for each significant aspect identified
Important Ensure that the register of legislative requirements is complete (or at least that the applicable legislative requirements are identijled for each activiy and aspect) before determining the signijkance of the
organisationrsquos aspects and impacts
33
Assessment tool for determining significance of environmental aspects and impacts (see step 4 of the guide)
Description of Effect
Negligible or no impact No breach of legislation Emergency situations would cause a breach of policy or procedures
Rank Likelihood of
occurrence
0 None
~ Verysmall impact Immediate action possible Emergency situations would cause a breach of legislation Results in breach of own policy or procedures under abnormal conditions
I 1 Very low
Small impact Results in breach of legislation under abnormal conditions Results in breach of own policy or procedures under normal conditions
Moderate impact
Severe impact
Extensive impact
Activity has impact under normal operating conditions Results in breach of legislation under abnormal conditions No previous breach of legislation
Results in breach of legislation under abnormal conditions History of past breaches of legislation
Results in breach of legislation under normal operating conditions History of past breaches of legislation
2 Low
3 Moderate
4 High
5 Very high
Note Stakeholder concerns are not included in the description criteria Each organisation shouId tailor these criteria to take account of the concerns of stakeholder the public or interestedparties
34
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
Preparation
Prepare ~~ ~
audit checklists which should list all the EMS procedures relevant to the area under review (procedures may vary between different operational areas)
documents for recording non compliance and
a timetable for the audit programme
Gather reference information about the area such as plans COSHH assessments lists of procedures and records Inform managers and people at the site of the timing of the audit its objectives and what is expected from them You will need their co-operation if the audit is to be conducted efficiently and effectively
Getting the most from the audit
Use the audit to
help your organisation develop a framework for conducting its own internal environmental audits and management reviews
maintain increased environmental awareness and a sense of responsibility among people and contractors
determine whether the EMS has been properly implemented and maintained Check that the EMS complies with
the requirements of IS0 14001
the manuals and work instructions of the EMS
your organisations environmental policy objectives and targets
evaluate the value of training to the environmental performance of the organisation and to the protection of the environment as a whole
Review and report
Review and assess the findings and recommendations of the audit and specify a programme for implementing any follow up actions Some actions must be taken immediately eg where a lapse in procedure has led to possible non compliance with legislative requirements
Produce the report and provide results to management Normally the report will consist of
a brief description of the audits objectives
the areas that have been audited
who was involved in auditing them
21
0 references to the source of information on which the audit findings were based
a review of the audit areas highlighting 0
non compliance Le lapses in either the content or implementation and records and
opportunities for improvement eg waste minimisation cleaner processes
Corrective action
Immediately the auditors report is approved draw up an action plan with deadlines to
correct any deficiencies (the major ones first)
0 deliver improvements
ensure everyone is aware of their commitments
0 reassure senior managers that the recommendations are being acted upon and
0 put in place any procedures which are necessary to prevent a repeat of the non compliance
Frequency of audits
Audit all parts of the EMS about every two to three years except in areas with particularly significant environmental impacts Audit these more frequently
Extemal audits
You might wish to pay for audits - see Section 22 on Certification
21 Management review Section 46 of the Standard
The review measures the effectiveness of the system It is an opportunity for the Management Representative and senior management to review the EMS structure and to evaluate the organisations environmental policies objectives targets and procedures to determine
0 whether they are being followed
0 whether they remain suitable adequate and effective
0 where changes are necessary to secure continual improvement and
0 if the EMS is achieving its overall objectives and helping the organisation meet its business goals
The scope of the review should be comprehensive though not all the elements of the EMS need to be reviewed at once The process may extend over a period of time
22
Frequency of reviews
Every one or two years is probably sufficient for most office based organisations However the frequency of reviews will depend on
0 how successfully the EMS is running (see Annex E)
e the significance of the environmental impacts
whether there have been any changes in activities or circumstances eg the contracting out of say facilities management
e whether any extemal issues of importance have arisen eg new or revised regulations changes in Government policies new initiatives from Green Ministers
Review team
Ensure that
0 a team is appointed comprising of individuals with either executive responsibility or specialist responsibility
e the team is provided with all the information necessary to effectively review the EMS such as
internal and extemal audits
environmental policy objectives and targets
operational controls
environmental manual
non compliance reports
concems expressed by relevant parties
0 the sites to be covered by the review are clearly defined
0 direct and indirect impacts are covered and both positive and negative impacts
0 time is provided for the team to look at broader issues relating to your EMS eg new legislation policies technologies and techniques
0 what has happened in the past is covered eg incidents of non compliance and corrective action taken
time is allowed for writing the report which should outline
the scope of the review
23
methods used
details of findings and
recommendations
the recommendations
highlight the areas of the EMS where improvements are required
name the individual who should implement them
the actions resulting from the review are monitored and recorded and
any improvements which can be made to the model framework for greening government operations bee section 6 above) are notified to DETRrsquos Energy and Environment Best Practice Division The address is given at the back of this guide
21 Certification
IS0 14001 allows organisations to make a self declaration of compliance to the requirements of the standard if they do not want to get the EMS formally registered
The certification process provides a mechanism through which organisations can demonstrate their commitment to environmental protection The need to demonstrate this commitment will depend upon stakeholder requirements eg Management Boards Ministers Parliament
Certification for compliance with the standard in the UK is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) The accredited certifiers must in turn have met certain pre-determined criteria to be accredited by UKAS
Certification to IS0 14001 is a two stage process involving
(1) an initial assessment
(2) main assessment
Initial assessment
The objective is to gain an understanding of
0 your EMS in the context of relevant environmental impacts and regulations
0 whether you are fully prepared for assessment
The certification body will
0 check that your EMS
has the commitment of senior management
is based on a proper evaluation of your environmental aspects and impacts
24
meets legislative and regulatory requirements
is intended to control and improve the organisations environmental performance and
is auditable
assess the reliability of your internal audit
plan and allocate resources for further document review (where required for the main assessment) and
provide you with a document explaining what further action you must take
Main assessment
The certifier will ask to see a copy of your organisations environmental manual and procedures to determine whether your organisation is ready for the main assessment The main assessment - involving a site visit from the auditor - is the final stage in the certification process Its main purpose is to
confirm what is written actually represents what is occurring in practice
e confirm that the EMS complies with all the elements of IS0 14001
determine whether the EMS is to achieve and is achieving improvements in environmental performance and regulatory compliance and
confirm that your organisation is complying with its own policies and procedures
This means that the certifier must focus on your organisations
identification and evaluation of its environmental impacts
consequent objectives and targets
performance monitoring measuring reporting and review against your objectives and targets and
auditing to ensure the EMSS effectiveness
Generally an organisation will only fail the certification process at this stage if the corrective actions demanded by the certifier were not completed during the permitted period
The award of an IS0 14001 certificate does not complete the process The certifier will maintain a cycle of continuing assessments to ensure that the EMS complies with the standard and that it can demonstrate continual improvement in its environmental performance The trick is to ensure that the certification process does not impose excessive documentation requirements on your organisation Your system is there to help your organisation - not to make the role of the certifier easier
Certification - because of differing performance objectives - is not sufficient to demonstrate performance improvements This is why the European Unions Eco-Management and Audit Scheme (EMAS) requires organisations to produce an environmental statement
25
22 Environmental Statement
IS0 14001 does not require an environmental statement Although i t does require reports on performance to be made to top management for review and as a basis for improving the EMS
The publication of an environmental statement provides evidence that an organisation is committed to improving its environmental performance What goes in it is a matter for the organisation
Decide
what to communicate
how to communicate it
to whom to communicate it (ie stakeholders eg MPs Ministers Audit bodies)
how to elicit positive feedback and thereby reap a positive reward
Ensure that the statement
is kept simple consistent relevant and balanced (with any necessary detailed information included in annexes)
briefly describes your organisationrsquos activities
contains reliable and accurate information
summarises objectives targets impacts and other relevant issues
highlights the progress you are making
covers good and bad news in a positive manner
gives the name of the accredited certifier
avoids jargon and
is bound and all the pages are numbered
Energy and Environment Best Practice Division (EEBP) November 1998
26
Annex A
I S 0 STANDARDS CLOSELY ASSOCIATED WITH IS0 14001
denotes publication
Environmental Management
IS0 14002 - General guidelines on special considerations for small and medium enterprises
IS0 14004 - General Guidance on Principles Systems and Supporting Techniques Gives practicable help on the design development and maintenance of an EMS
Environmental Auditing
ISO14010 - General Principles Defines the scope of the audit and provides a framework for the structure and format of the audit report
IS0 14011 - Audit Procedures Auditing of Environmental Management Systems Explains the planning and conduct of an EMS audit and gives advice for example on its objectives the roles and responsibilities of those involved and the preparation and documentation of the report
IS0 14012 - Qualifications Cnteria for Environmental Auditors Provides guidance on the minimum qualifications for auditors and how to evaluate their suitability
IS014015 - Guidelines of Environmental Site Assessments
Environmental labels and declarations
IS0 14020 - Environmental labels and declarations - general principles
IS0 14021 - Environmental labelling - self declaration environmental claims - terms and conditions
IS0 14022 - Environmental claims - self declaration environmental claims - symbols
IS0 14023 - Environmental labelling - self declaration environmental claims - testing and verification methodologies
IS0 14024 - Environmental labelling type I - general principles and procedures
IS0 14025 - Environmental labelling type 111 - general principles and procedures
27
Environmental PerjGonnance
IS0 14031 - Environmental Perfonnance Evaluation Explains how to identify suitable environmental indicators for measuring performance against policies objectives and targets
IS0 14032 - Technical report type 3 - Environmental Performance Evaluation - case studies illustrating the use of IS0 14031
Life CycZe Assessments
IS0 14040 - Life cycle assessment - principles and framework
IS014041 - Life Cycle Assessment - life cycle inventory analysis
IS014042 - Life Cycle Assessment - impact assessment
IS0 14043 - Life Cycle Assessment - interpretation
IS014049 - Technical report type 3 - life cycle assessment - examples of the application of IS0 14041
Terms Q Definitions
IS0 14050 - Environmental Management Vocabulary Summarises the terms and definitions used in the IS0 14000 series of standards
Sectors
IS014061 - Technical report type 3 - guidance to assist forestry organisations in the use of IS0 14001 and 14004
28
Annex B
EXAMPLE LEGISLATION SHEET
CATEGORY waste TYPE OF ACTIVITY Duty of Care
LEGISLATION Environmental Protection Act 1990 part 11 Environmental Protection (Duty of Care) Regulations 1991
DETAIL Persons concerned with controlled waste are under a DUTY OF CARE to 1) Prevent any other person committing the offence of depositing disposing or recovering controlled waste without a waste management licence or in a manner likely to cause harm to health or the environment 2) prevent the escape of waste 3) ensure that waste is transferred to an authorised person or to a person authorised to transport waste and 4) ensure the waste is accompanied by a written description (a TRANSFER NOTE) The note must include a description of the waste and details of the parties involved in the transfer It is not necessary if a consignment note is required Further information and a model transfer note can be found in ldquoWaste Management and the Duty of Care A Code of Practicerdquo Also DETRrsquos lsquoWaste Guide advice to Government Departmentsrsquo
PENALTY It is an offence to contravene the Duty of Care requirement Summary conviction - up to euro5000 Conviction on indictment - Unlimited fine Enforcement authority - Environment Agency has an interest in muring the Duty of Care is complied with Anyone may bring a prosecution
WHERE APPLICABLE Current Waste Carrier Licences must be obtained for all waste contractors eg hose that remove paper glass and cans for recycling general waste classified waste scrap metal waste citchen oil clinical waste Transfer notes to obtained for all of the above)
j MONTH REVIEW OF COMPLIANCE An audit of waste licences and transfer notes was carried out on 20598 All licences were found to be current - licence for Contractor X had expired on 31398 and a valid eplacement had been obtained from them Transfer notes had been issued on an individual basis for each ollection of paper for recycling scrap metal waste kitchen oil Annual transfer notes were current for Fenera1 waste classified waste and clinical waste Full compliance with legislation
ZOMPLETED BY REVIEWED BY (EMS team)
iame Name Jnit Date
)ate
29
Annex C
Methodology for determining significant aspects
Important This annex supports steps 5 and 6 of the guide and should be read in conjunction with it and not be used as a stand alone document Some terms such as ldquonormal operating conditions rsquorsquo are defined in the guide itsecf
This methodology was developed to help Government departments determine their significant aspects It supports the requirements of IS0 14001 and EMAS
The methodology is divided into
1) determining significant aspects and
2) maintaining a register of significant aspects
Nore IS0 14001 does not require an organisation to maintain a register of signijkant aspects But it helps to support the documentation of the EMS
Steps for determining significant aspects
Step I define activi9 product and services
Divide the Government Department or Unit into its organisational or management structure - if this has not already been done at the planning stage of the EMS
Identify activities products or services according to existing management structure or sections of the organisation Include in the list of activities operations of the section process unit or building identified
List the activities products and services
List all activities products and services including those initially identified as possibly not having much of an impact on the environment
Step 2 Identfy the environmental aspects associated with each activity prodirct or service
Note I S 0 14001 defines an environmental aspect as an element of an organisationrsquos activiv product or service which can have a beneficial or adverse impact on the environment
30
Inputs
Identify and list the environmental aspects for each activity in terms of inputs for example
energy use (electricity fuel renewable other) water consumption (mains grey other) use of fuels (petroleum diesel alternatives other) land use (natural habitats open space landscapes sensitive areas agriculture other) use of raw or secondary materials (chemicals oils aggregates metals plastic paper other) procured services from suppliers use of natural resources
outputs
Identify and list the environmental aspects for each activity in terms of its outputs for example
wastes and byproducts generated (handling storage and transportation) discharges to water courses sewers or drains (controlled or uncontrolled) impacts on land (contamination natural habitats open space agriculture sensitive areas) discharge of thermal energy generation of noise dust odour or vibration transport products (packaging transport use and disposal) impacts on natural resources and ecosystems including wildlife impacts on built environment visual impact public (influence education regulation enforcement other)
Important Identia both the Direct and Indirect (service) aspects for the organisation Direct aspects arise from every day operations such as water consumption Indirect aspects anie from the servicesprovided by the organisation such as regulatory inspections in the commercial sector
Step 3 IdentifL the associated environmental impact of the aspects
Note IS0 14001 defines an ldquoenvironmental impactrdquo as the change which takesplace in the environment as a result of the aspect
Identify the associated environmental impacts for each aspect of the activity Environmental impacts are the actual or potential change to the environment as a result of the aspect and can be local regional or global in scale For example
31
injury to wildlife destruction of natural habitat conservation of energy waste minimisation
contamination of soil or water release of carbon dioxide to the atmosphere
reduction in vehicle emissions and other pollutants
Notes 1 The Swedish approach on EMSs in Government cover (1) direct) of internal activities (eg conserving water and energy) direct impacts of external activities (eg road construction and defence) and indirect impacts of external activities (eg regulations permits funding system)
2 Canada s system of sustainable development encompasses policies programmes and operations with federal departments working to merge instruments such as Environmental Impact Assessments with EMSs
Table showing examples of activities products and services with their associated aspects and environmental impacts
Activity Product or Service
Activity River maintenance activities
~- Product Annual Environmental Report
Service Regulating Major Industries
Environmental Aspect
Potential for accidental pollution incident
Use of paper
Environmental improvement
Associated Environmental Impact
Deoxygenating of watercourse oil spills contaminating water silt discolouring watercourse fish kill
Misuses of natural resources Destruction of habitats Pollution from production processes
Reduction in emissions reduction in pollution
conserving resources reduction in waste
incidents
Important Environmental aspects can be positive or negative Actual andpotential future aspects must be evaluated
32
Step 4 Determine the significance of the environmental impacts
Use the scoring system in the assessment tool (at the end of this Annex) to calculate the significance of each aspect or impact identified The tool is based on ldquodescriptiverdquo as well as ldquorisk basedrdquo criteria
Each aspect or impact should receive a score for the following factors
1) description of impact 2) likelihood of occurrence 3) likelihood of detection 4) severity of consequence or nuisance
Once a score is determined for all four criteria add them altogether to obtain a ldquosignificance ldquofactor The higher the score the more significant the environmental aspect
Determine the threshold of what score warrants a ldquohighrdquo significance value based on the nature of your organisationrsquos operations and the concerns of its stakeholders
Register of significant aspects
Document the aspects in a ldquoRegister of Significant Aspectsrdquo which should include a summary of the methodology used to determine the ldquosignificancerdquo values The Register should include at least the following
activity identified environmental aspect environmental impact
ldquosignificancerdquo value assigned
cross reference to the register of legislative requirements description of the effect criteria chosen
cross reference to applicable EMS procedures
Completion of the Register
Once the Register is complete work can begin in setting specific objectives and targets for each significant aspect identified
Important Ensure that the register of legislative requirements is complete (or at least that the applicable legislative requirements are identijled for each activiy and aspect) before determining the signijkance of the
organisationrsquos aspects and impacts
33
Assessment tool for determining significance of environmental aspects and impacts (see step 4 of the guide)
Description of Effect
Negligible or no impact No breach of legislation Emergency situations would cause a breach of policy or procedures
Rank Likelihood of
occurrence
0 None
~ Verysmall impact Immediate action possible Emergency situations would cause a breach of legislation Results in breach of own policy or procedures under abnormal conditions
I 1 Very low
Small impact Results in breach of legislation under abnormal conditions Results in breach of own policy or procedures under normal conditions
Moderate impact
Severe impact
Extensive impact
Activity has impact under normal operating conditions Results in breach of legislation under abnormal conditions No previous breach of legislation
Results in breach of legislation under abnormal conditions History of past breaches of legislation
Results in breach of legislation under normal operating conditions History of past breaches of legislation
2 Low
3 Moderate
4 High
5 Very high
Note Stakeholder concerns are not included in the description criteria Each organisation shouId tailor these criteria to take account of the concerns of stakeholder the public or interestedparties
34
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
0 references to the source of information on which the audit findings were based
a review of the audit areas highlighting 0
non compliance Le lapses in either the content or implementation and records and
opportunities for improvement eg waste minimisation cleaner processes
Corrective action
Immediately the auditors report is approved draw up an action plan with deadlines to
correct any deficiencies (the major ones first)
0 deliver improvements
ensure everyone is aware of their commitments
0 reassure senior managers that the recommendations are being acted upon and
0 put in place any procedures which are necessary to prevent a repeat of the non compliance
Frequency of audits
Audit all parts of the EMS about every two to three years except in areas with particularly significant environmental impacts Audit these more frequently
Extemal audits
You might wish to pay for audits - see Section 22 on Certification
21 Management review Section 46 of the Standard
The review measures the effectiveness of the system It is an opportunity for the Management Representative and senior management to review the EMS structure and to evaluate the organisations environmental policies objectives targets and procedures to determine
0 whether they are being followed
0 whether they remain suitable adequate and effective
0 where changes are necessary to secure continual improvement and
0 if the EMS is achieving its overall objectives and helping the organisation meet its business goals
The scope of the review should be comprehensive though not all the elements of the EMS need to be reviewed at once The process may extend over a period of time
22
Frequency of reviews
Every one or two years is probably sufficient for most office based organisations However the frequency of reviews will depend on
0 how successfully the EMS is running (see Annex E)
e the significance of the environmental impacts
whether there have been any changes in activities or circumstances eg the contracting out of say facilities management
e whether any extemal issues of importance have arisen eg new or revised regulations changes in Government policies new initiatives from Green Ministers
Review team
Ensure that
0 a team is appointed comprising of individuals with either executive responsibility or specialist responsibility
e the team is provided with all the information necessary to effectively review the EMS such as
internal and extemal audits
environmental policy objectives and targets
operational controls
environmental manual
non compliance reports
concems expressed by relevant parties
0 the sites to be covered by the review are clearly defined
0 direct and indirect impacts are covered and both positive and negative impacts
0 time is provided for the team to look at broader issues relating to your EMS eg new legislation policies technologies and techniques
0 what has happened in the past is covered eg incidents of non compliance and corrective action taken
time is allowed for writing the report which should outline
the scope of the review
23
methods used
details of findings and
recommendations
the recommendations
highlight the areas of the EMS where improvements are required
name the individual who should implement them
the actions resulting from the review are monitored and recorded and
any improvements which can be made to the model framework for greening government operations bee section 6 above) are notified to DETRrsquos Energy and Environment Best Practice Division The address is given at the back of this guide
21 Certification
IS0 14001 allows organisations to make a self declaration of compliance to the requirements of the standard if they do not want to get the EMS formally registered
The certification process provides a mechanism through which organisations can demonstrate their commitment to environmental protection The need to demonstrate this commitment will depend upon stakeholder requirements eg Management Boards Ministers Parliament
Certification for compliance with the standard in the UK is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) The accredited certifiers must in turn have met certain pre-determined criteria to be accredited by UKAS
Certification to IS0 14001 is a two stage process involving
(1) an initial assessment
(2) main assessment
Initial assessment
The objective is to gain an understanding of
0 your EMS in the context of relevant environmental impacts and regulations
0 whether you are fully prepared for assessment
The certification body will
0 check that your EMS
has the commitment of senior management
is based on a proper evaluation of your environmental aspects and impacts
24
meets legislative and regulatory requirements
is intended to control and improve the organisations environmental performance and
is auditable
assess the reliability of your internal audit
plan and allocate resources for further document review (where required for the main assessment) and
provide you with a document explaining what further action you must take
Main assessment
The certifier will ask to see a copy of your organisations environmental manual and procedures to determine whether your organisation is ready for the main assessment The main assessment - involving a site visit from the auditor - is the final stage in the certification process Its main purpose is to
confirm what is written actually represents what is occurring in practice
e confirm that the EMS complies with all the elements of IS0 14001
determine whether the EMS is to achieve and is achieving improvements in environmental performance and regulatory compliance and
confirm that your organisation is complying with its own policies and procedures
This means that the certifier must focus on your organisations
identification and evaluation of its environmental impacts
consequent objectives and targets
performance monitoring measuring reporting and review against your objectives and targets and
auditing to ensure the EMSS effectiveness
Generally an organisation will only fail the certification process at this stage if the corrective actions demanded by the certifier were not completed during the permitted period
The award of an IS0 14001 certificate does not complete the process The certifier will maintain a cycle of continuing assessments to ensure that the EMS complies with the standard and that it can demonstrate continual improvement in its environmental performance The trick is to ensure that the certification process does not impose excessive documentation requirements on your organisation Your system is there to help your organisation - not to make the role of the certifier easier
Certification - because of differing performance objectives - is not sufficient to demonstrate performance improvements This is why the European Unions Eco-Management and Audit Scheme (EMAS) requires organisations to produce an environmental statement
25
22 Environmental Statement
IS0 14001 does not require an environmental statement Although i t does require reports on performance to be made to top management for review and as a basis for improving the EMS
The publication of an environmental statement provides evidence that an organisation is committed to improving its environmental performance What goes in it is a matter for the organisation
Decide
what to communicate
how to communicate it
to whom to communicate it (ie stakeholders eg MPs Ministers Audit bodies)
how to elicit positive feedback and thereby reap a positive reward
Ensure that the statement
is kept simple consistent relevant and balanced (with any necessary detailed information included in annexes)
briefly describes your organisationrsquos activities
contains reliable and accurate information
summarises objectives targets impacts and other relevant issues
highlights the progress you are making
covers good and bad news in a positive manner
gives the name of the accredited certifier
avoids jargon and
is bound and all the pages are numbered
Energy and Environment Best Practice Division (EEBP) November 1998
26
Annex A
I S 0 STANDARDS CLOSELY ASSOCIATED WITH IS0 14001
denotes publication
Environmental Management
IS0 14002 - General guidelines on special considerations for small and medium enterprises
IS0 14004 - General Guidance on Principles Systems and Supporting Techniques Gives practicable help on the design development and maintenance of an EMS
Environmental Auditing
ISO14010 - General Principles Defines the scope of the audit and provides a framework for the structure and format of the audit report
IS0 14011 - Audit Procedures Auditing of Environmental Management Systems Explains the planning and conduct of an EMS audit and gives advice for example on its objectives the roles and responsibilities of those involved and the preparation and documentation of the report
IS0 14012 - Qualifications Cnteria for Environmental Auditors Provides guidance on the minimum qualifications for auditors and how to evaluate their suitability
IS014015 - Guidelines of Environmental Site Assessments
Environmental labels and declarations
IS0 14020 - Environmental labels and declarations - general principles
IS0 14021 - Environmental labelling - self declaration environmental claims - terms and conditions
IS0 14022 - Environmental claims - self declaration environmental claims - symbols
IS0 14023 - Environmental labelling - self declaration environmental claims - testing and verification methodologies
IS0 14024 - Environmental labelling type I - general principles and procedures
IS0 14025 - Environmental labelling type 111 - general principles and procedures
27
Environmental PerjGonnance
IS0 14031 - Environmental Perfonnance Evaluation Explains how to identify suitable environmental indicators for measuring performance against policies objectives and targets
IS0 14032 - Technical report type 3 - Environmental Performance Evaluation - case studies illustrating the use of IS0 14031
Life CycZe Assessments
IS0 14040 - Life cycle assessment - principles and framework
IS014041 - Life Cycle Assessment - life cycle inventory analysis
IS014042 - Life Cycle Assessment - impact assessment
IS0 14043 - Life Cycle Assessment - interpretation
IS014049 - Technical report type 3 - life cycle assessment - examples of the application of IS0 14041
Terms Q Definitions
IS0 14050 - Environmental Management Vocabulary Summarises the terms and definitions used in the IS0 14000 series of standards
Sectors
IS014061 - Technical report type 3 - guidance to assist forestry organisations in the use of IS0 14001 and 14004
28
Annex B
EXAMPLE LEGISLATION SHEET
CATEGORY waste TYPE OF ACTIVITY Duty of Care
LEGISLATION Environmental Protection Act 1990 part 11 Environmental Protection (Duty of Care) Regulations 1991
DETAIL Persons concerned with controlled waste are under a DUTY OF CARE to 1) Prevent any other person committing the offence of depositing disposing or recovering controlled waste without a waste management licence or in a manner likely to cause harm to health or the environment 2) prevent the escape of waste 3) ensure that waste is transferred to an authorised person or to a person authorised to transport waste and 4) ensure the waste is accompanied by a written description (a TRANSFER NOTE) The note must include a description of the waste and details of the parties involved in the transfer It is not necessary if a consignment note is required Further information and a model transfer note can be found in ldquoWaste Management and the Duty of Care A Code of Practicerdquo Also DETRrsquos lsquoWaste Guide advice to Government Departmentsrsquo
PENALTY It is an offence to contravene the Duty of Care requirement Summary conviction - up to euro5000 Conviction on indictment - Unlimited fine Enforcement authority - Environment Agency has an interest in muring the Duty of Care is complied with Anyone may bring a prosecution
WHERE APPLICABLE Current Waste Carrier Licences must be obtained for all waste contractors eg hose that remove paper glass and cans for recycling general waste classified waste scrap metal waste citchen oil clinical waste Transfer notes to obtained for all of the above)
j MONTH REVIEW OF COMPLIANCE An audit of waste licences and transfer notes was carried out on 20598 All licences were found to be current - licence for Contractor X had expired on 31398 and a valid eplacement had been obtained from them Transfer notes had been issued on an individual basis for each ollection of paper for recycling scrap metal waste kitchen oil Annual transfer notes were current for Fenera1 waste classified waste and clinical waste Full compliance with legislation
ZOMPLETED BY REVIEWED BY (EMS team)
iame Name Jnit Date
)ate
29
Annex C
Methodology for determining significant aspects
Important This annex supports steps 5 and 6 of the guide and should be read in conjunction with it and not be used as a stand alone document Some terms such as ldquonormal operating conditions rsquorsquo are defined in the guide itsecf
This methodology was developed to help Government departments determine their significant aspects It supports the requirements of IS0 14001 and EMAS
The methodology is divided into
1) determining significant aspects and
2) maintaining a register of significant aspects
Nore IS0 14001 does not require an organisation to maintain a register of signijkant aspects But it helps to support the documentation of the EMS
Steps for determining significant aspects
Step I define activi9 product and services
Divide the Government Department or Unit into its organisational or management structure - if this has not already been done at the planning stage of the EMS
Identify activities products or services according to existing management structure or sections of the organisation Include in the list of activities operations of the section process unit or building identified
List the activities products and services
List all activities products and services including those initially identified as possibly not having much of an impact on the environment
Step 2 Identfy the environmental aspects associated with each activity prodirct or service
Note I S 0 14001 defines an environmental aspect as an element of an organisationrsquos activiv product or service which can have a beneficial or adverse impact on the environment
30
Inputs
Identify and list the environmental aspects for each activity in terms of inputs for example
energy use (electricity fuel renewable other) water consumption (mains grey other) use of fuels (petroleum diesel alternatives other) land use (natural habitats open space landscapes sensitive areas agriculture other) use of raw or secondary materials (chemicals oils aggregates metals plastic paper other) procured services from suppliers use of natural resources
outputs
Identify and list the environmental aspects for each activity in terms of its outputs for example
wastes and byproducts generated (handling storage and transportation) discharges to water courses sewers or drains (controlled or uncontrolled) impacts on land (contamination natural habitats open space agriculture sensitive areas) discharge of thermal energy generation of noise dust odour or vibration transport products (packaging transport use and disposal) impacts on natural resources and ecosystems including wildlife impacts on built environment visual impact public (influence education regulation enforcement other)
Important Identia both the Direct and Indirect (service) aspects for the organisation Direct aspects arise from every day operations such as water consumption Indirect aspects anie from the servicesprovided by the organisation such as regulatory inspections in the commercial sector
Step 3 IdentifL the associated environmental impact of the aspects
Note IS0 14001 defines an ldquoenvironmental impactrdquo as the change which takesplace in the environment as a result of the aspect
Identify the associated environmental impacts for each aspect of the activity Environmental impacts are the actual or potential change to the environment as a result of the aspect and can be local regional or global in scale For example
31
injury to wildlife destruction of natural habitat conservation of energy waste minimisation
contamination of soil or water release of carbon dioxide to the atmosphere
reduction in vehicle emissions and other pollutants
Notes 1 The Swedish approach on EMSs in Government cover (1) direct) of internal activities (eg conserving water and energy) direct impacts of external activities (eg road construction and defence) and indirect impacts of external activities (eg regulations permits funding system)
2 Canada s system of sustainable development encompasses policies programmes and operations with federal departments working to merge instruments such as Environmental Impact Assessments with EMSs
Table showing examples of activities products and services with their associated aspects and environmental impacts
Activity Product or Service
Activity River maintenance activities
~- Product Annual Environmental Report
Service Regulating Major Industries
Environmental Aspect
Potential for accidental pollution incident
Use of paper
Environmental improvement
Associated Environmental Impact
Deoxygenating of watercourse oil spills contaminating water silt discolouring watercourse fish kill
Misuses of natural resources Destruction of habitats Pollution from production processes
Reduction in emissions reduction in pollution
conserving resources reduction in waste
incidents
Important Environmental aspects can be positive or negative Actual andpotential future aspects must be evaluated
32
Step 4 Determine the significance of the environmental impacts
Use the scoring system in the assessment tool (at the end of this Annex) to calculate the significance of each aspect or impact identified The tool is based on ldquodescriptiverdquo as well as ldquorisk basedrdquo criteria
Each aspect or impact should receive a score for the following factors
1) description of impact 2) likelihood of occurrence 3) likelihood of detection 4) severity of consequence or nuisance
Once a score is determined for all four criteria add them altogether to obtain a ldquosignificance ldquofactor The higher the score the more significant the environmental aspect
Determine the threshold of what score warrants a ldquohighrdquo significance value based on the nature of your organisationrsquos operations and the concerns of its stakeholders
Register of significant aspects
Document the aspects in a ldquoRegister of Significant Aspectsrdquo which should include a summary of the methodology used to determine the ldquosignificancerdquo values The Register should include at least the following
activity identified environmental aspect environmental impact
ldquosignificancerdquo value assigned
cross reference to the register of legislative requirements description of the effect criteria chosen
cross reference to applicable EMS procedures
Completion of the Register
Once the Register is complete work can begin in setting specific objectives and targets for each significant aspect identified
Important Ensure that the register of legislative requirements is complete (or at least that the applicable legislative requirements are identijled for each activiy and aspect) before determining the signijkance of the
organisationrsquos aspects and impacts
33
Assessment tool for determining significance of environmental aspects and impacts (see step 4 of the guide)
Description of Effect
Negligible or no impact No breach of legislation Emergency situations would cause a breach of policy or procedures
Rank Likelihood of
occurrence
0 None
~ Verysmall impact Immediate action possible Emergency situations would cause a breach of legislation Results in breach of own policy or procedures under abnormal conditions
I 1 Very low
Small impact Results in breach of legislation under abnormal conditions Results in breach of own policy or procedures under normal conditions
Moderate impact
Severe impact
Extensive impact
Activity has impact under normal operating conditions Results in breach of legislation under abnormal conditions No previous breach of legislation
Results in breach of legislation under abnormal conditions History of past breaches of legislation
Results in breach of legislation under normal operating conditions History of past breaches of legislation
2 Low
3 Moderate
4 High
5 Very high
Note Stakeholder concerns are not included in the description criteria Each organisation shouId tailor these criteria to take account of the concerns of stakeholder the public or interestedparties
34
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
Frequency of reviews
Every one or two years is probably sufficient for most office based organisations However the frequency of reviews will depend on
0 how successfully the EMS is running (see Annex E)
e the significance of the environmental impacts
whether there have been any changes in activities or circumstances eg the contracting out of say facilities management
e whether any extemal issues of importance have arisen eg new or revised regulations changes in Government policies new initiatives from Green Ministers
Review team
Ensure that
0 a team is appointed comprising of individuals with either executive responsibility or specialist responsibility
e the team is provided with all the information necessary to effectively review the EMS such as
internal and extemal audits
environmental policy objectives and targets
operational controls
environmental manual
non compliance reports
concems expressed by relevant parties
0 the sites to be covered by the review are clearly defined
0 direct and indirect impacts are covered and both positive and negative impacts
0 time is provided for the team to look at broader issues relating to your EMS eg new legislation policies technologies and techniques
0 what has happened in the past is covered eg incidents of non compliance and corrective action taken
time is allowed for writing the report which should outline
the scope of the review
23
methods used
details of findings and
recommendations
the recommendations
highlight the areas of the EMS where improvements are required
name the individual who should implement them
the actions resulting from the review are monitored and recorded and
any improvements which can be made to the model framework for greening government operations bee section 6 above) are notified to DETRrsquos Energy and Environment Best Practice Division The address is given at the back of this guide
21 Certification
IS0 14001 allows organisations to make a self declaration of compliance to the requirements of the standard if they do not want to get the EMS formally registered
The certification process provides a mechanism through which organisations can demonstrate their commitment to environmental protection The need to demonstrate this commitment will depend upon stakeholder requirements eg Management Boards Ministers Parliament
Certification for compliance with the standard in the UK is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) The accredited certifiers must in turn have met certain pre-determined criteria to be accredited by UKAS
Certification to IS0 14001 is a two stage process involving
(1) an initial assessment
(2) main assessment
Initial assessment
The objective is to gain an understanding of
0 your EMS in the context of relevant environmental impacts and regulations
0 whether you are fully prepared for assessment
The certification body will
0 check that your EMS
has the commitment of senior management
is based on a proper evaluation of your environmental aspects and impacts
24
meets legislative and regulatory requirements
is intended to control and improve the organisations environmental performance and
is auditable
assess the reliability of your internal audit
plan and allocate resources for further document review (where required for the main assessment) and
provide you with a document explaining what further action you must take
Main assessment
The certifier will ask to see a copy of your organisations environmental manual and procedures to determine whether your organisation is ready for the main assessment The main assessment - involving a site visit from the auditor - is the final stage in the certification process Its main purpose is to
confirm what is written actually represents what is occurring in practice
e confirm that the EMS complies with all the elements of IS0 14001
determine whether the EMS is to achieve and is achieving improvements in environmental performance and regulatory compliance and
confirm that your organisation is complying with its own policies and procedures
This means that the certifier must focus on your organisations
identification and evaluation of its environmental impacts
consequent objectives and targets
performance monitoring measuring reporting and review against your objectives and targets and
auditing to ensure the EMSS effectiveness
Generally an organisation will only fail the certification process at this stage if the corrective actions demanded by the certifier were not completed during the permitted period
The award of an IS0 14001 certificate does not complete the process The certifier will maintain a cycle of continuing assessments to ensure that the EMS complies with the standard and that it can demonstrate continual improvement in its environmental performance The trick is to ensure that the certification process does not impose excessive documentation requirements on your organisation Your system is there to help your organisation - not to make the role of the certifier easier
Certification - because of differing performance objectives - is not sufficient to demonstrate performance improvements This is why the European Unions Eco-Management and Audit Scheme (EMAS) requires organisations to produce an environmental statement
25
22 Environmental Statement
IS0 14001 does not require an environmental statement Although i t does require reports on performance to be made to top management for review and as a basis for improving the EMS
The publication of an environmental statement provides evidence that an organisation is committed to improving its environmental performance What goes in it is a matter for the organisation
Decide
what to communicate
how to communicate it
to whom to communicate it (ie stakeholders eg MPs Ministers Audit bodies)
how to elicit positive feedback and thereby reap a positive reward
Ensure that the statement
is kept simple consistent relevant and balanced (with any necessary detailed information included in annexes)
briefly describes your organisationrsquos activities
contains reliable and accurate information
summarises objectives targets impacts and other relevant issues
highlights the progress you are making
covers good and bad news in a positive manner
gives the name of the accredited certifier
avoids jargon and
is bound and all the pages are numbered
Energy and Environment Best Practice Division (EEBP) November 1998
26
Annex A
I S 0 STANDARDS CLOSELY ASSOCIATED WITH IS0 14001
denotes publication
Environmental Management
IS0 14002 - General guidelines on special considerations for small and medium enterprises
IS0 14004 - General Guidance on Principles Systems and Supporting Techniques Gives practicable help on the design development and maintenance of an EMS
Environmental Auditing
ISO14010 - General Principles Defines the scope of the audit and provides a framework for the structure and format of the audit report
IS0 14011 - Audit Procedures Auditing of Environmental Management Systems Explains the planning and conduct of an EMS audit and gives advice for example on its objectives the roles and responsibilities of those involved and the preparation and documentation of the report
IS0 14012 - Qualifications Cnteria for Environmental Auditors Provides guidance on the minimum qualifications for auditors and how to evaluate their suitability
IS014015 - Guidelines of Environmental Site Assessments
Environmental labels and declarations
IS0 14020 - Environmental labels and declarations - general principles
IS0 14021 - Environmental labelling - self declaration environmental claims - terms and conditions
IS0 14022 - Environmental claims - self declaration environmental claims - symbols
IS0 14023 - Environmental labelling - self declaration environmental claims - testing and verification methodologies
IS0 14024 - Environmental labelling type I - general principles and procedures
IS0 14025 - Environmental labelling type 111 - general principles and procedures
27
Environmental PerjGonnance
IS0 14031 - Environmental Perfonnance Evaluation Explains how to identify suitable environmental indicators for measuring performance against policies objectives and targets
IS0 14032 - Technical report type 3 - Environmental Performance Evaluation - case studies illustrating the use of IS0 14031
Life CycZe Assessments
IS0 14040 - Life cycle assessment - principles and framework
IS014041 - Life Cycle Assessment - life cycle inventory analysis
IS014042 - Life Cycle Assessment - impact assessment
IS0 14043 - Life Cycle Assessment - interpretation
IS014049 - Technical report type 3 - life cycle assessment - examples of the application of IS0 14041
Terms Q Definitions
IS0 14050 - Environmental Management Vocabulary Summarises the terms and definitions used in the IS0 14000 series of standards
Sectors
IS014061 - Technical report type 3 - guidance to assist forestry organisations in the use of IS0 14001 and 14004
28
Annex B
EXAMPLE LEGISLATION SHEET
CATEGORY waste TYPE OF ACTIVITY Duty of Care
LEGISLATION Environmental Protection Act 1990 part 11 Environmental Protection (Duty of Care) Regulations 1991
DETAIL Persons concerned with controlled waste are under a DUTY OF CARE to 1) Prevent any other person committing the offence of depositing disposing or recovering controlled waste without a waste management licence or in a manner likely to cause harm to health or the environment 2) prevent the escape of waste 3) ensure that waste is transferred to an authorised person or to a person authorised to transport waste and 4) ensure the waste is accompanied by a written description (a TRANSFER NOTE) The note must include a description of the waste and details of the parties involved in the transfer It is not necessary if a consignment note is required Further information and a model transfer note can be found in ldquoWaste Management and the Duty of Care A Code of Practicerdquo Also DETRrsquos lsquoWaste Guide advice to Government Departmentsrsquo
PENALTY It is an offence to contravene the Duty of Care requirement Summary conviction - up to euro5000 Conviction on indictment - Unlimited fine Enforcement authority - Environment Agency has an interest in muring the Duty of Care is complied with Anyone may bring a prosecution
WHERE APPLICABLE Current Waste Carrier Licences must be obtained for all waste contractors eg hose that remove paper glass and cans for recycling general waste classified waste scrap metal waste citchen oil clinical waste Transfer notes to obtained for all of the above)
j MONTH REVIEW OF COMPLIANCE An audit of waste licences and transfer notes was carried out on 20598 All licences were found to be current - licence for Contractor X had expired on 31398 and a valid eplacement had been obtained from them Transfer notes had been issued on an individual basis for each ollection of paper for recycling scrap metal waste kitchen oil Annual transfer notes were current for Fenera1 waste classified waste and clinical waste Full compliance with legislation
ZOMPLETED BY REVIEWED BY (EMS team)
iame Name Jnit Date
)ate
29
Annex C
Methodology for determining significant aspects
Important This annex supports steps 5 and 6 of the guide and should be read in conjunction with it and not be used as a stand alone document Some terms such as ldquonormal operating conditions rsquorsquo are defined in the guide itsecf
This methodology was developed to help Government departments determine their significant aspects It supports the requirements of IS0 14001 and EMAS
The methodology is divided into
1) determining significant aspects and
2) maintaining a register of significant aspects
Nore IS0 14001 does not require an organisation to maintain a register of signijkant aspects But it helps to support the documentation of the EMS
Steps for determining significant aspects
Step I define activi9 product and services
Divide the Government Department or Unit into its organisational or management structure - if this has not already been done at the planning stage of the EMS
Identify activities products or services according to existing management structure or sections of the organisation Include in the list of activities operations of the section process unit or building identified
List the activities products and services
List all activities products and services including those initially identified as possibly not having much of an impact on the environment
Step 2 Identfy the environmental aspects associated with each activity prodirct or service
Note I S 0 14001 defines an environmental aspect as an element of an organisationrsquos activiv product or service which can have a beneficial or adverse impact on the environment
30
Inputs
Identify and list the environmental aspects for each activity in terms of inputs for example
energy use (electricity fuel renewable other) water consumption (mains grey other) use of fuels (petroleum diesel alternatives other) land use (natural habitats open space landscapes sensitive areas agriculture other) use of raw or secondary materials (chemicals oils aggregates metals plastic paper other) procured services from suppliers use of natural resources
outputs
Identify and list the environmental aspects for each activity in terms of its outputs for example
wastes and byproducts generated (handling storage and transportation) discharges to water courses sewers or drains (controlled or uncontrolled) impacts on land (contamination natural habitats open space agriculture sensitive areas) discharge of thermal energy generation of noise dust odour or vibration transport products (packaging transport use and disposal) impacts on natural resources and ecosystems including wildlife impacts on built environment visual impact public (influence education regulation enforcement other)
Important Identia both the Direct and Indirect (service) aspects for the organisation Direct aspects arise from every day operations such as water consumption Indirect aspects anie from the servicesprovided by the organisation such as regulatory inspections in the commercial sector
Step 3 IdentifL the associated environmental impact of the aspects
Note IS0 14001 defines an ldquoenvironmental impactrdquo as the change which takesplace in the environment as a result of the aspect
Identify the associated environmental impacts for each aspect of the activity Environmental impacts are the actual or potential change to the environment as a result of the aspect and can be local regional or global in scale For example
31
injury to wildlife destruction of natural habitat conservation of energy waste minimisation
contamination of soil or water release of carbon dioxide to the atmosphere
reduction in vehicle emissions and other pollutants
Notes 1 The Swedish approach on EMSs in Government cover (1) direct) of internal activities (eg conserving water and energy) direct impacts of external activities (eg road construction and defence) and indirect impacts of external activities (eg regulations permits funding system)
2 Canada s system of sustainable development encompasses policies programmes and operations with federal departments working to merge instruments such as Environmental Impact Assessments with EMSs
Table showing examples of activities products and services with their associated aspects and environmental impacts
Activity Product or Service
Activity River maintenance activities
~- Product Annual Environmental Report
Service Regulating Major Industries
Environmental Aspect
Potential for accidental pollution incident
Use of paper
Environmental improvement
Associated Environmental Impact
Deoxygenating of watercourse oil spills contaminating water silt discolouring watercourse fish kill
Misuses of natural resources Destruction of habitats Pollution from production processes
Reduction in emissions reduction in pollution
conserving resources reduction in waste
incidents
Important Environmental aspects can be positive or negative Actual andpotential future aspects must be evaluated
32
Step 4 Determine the significance of the environmental impacts
Use the scoring system in the assessment tool (at the end of this Annex) to calculate the significance of each aspect or impact identified The tool is based on ldquodescriptiverdquo as well as ldquorisk basedrdquo criteria
Each aspect or impact should receive a score for the following factors
1) description of impact 2) likelihood of occurrence 3) likelihood of detection 4) severity of consequence or nuisance
Once a score is determined for all four criteria add them altogether to obtain a ldquosignificance ldquofactor The higher the score the more significant the environmental aspect
Determine the threshold of what score warrants a ldquohighrdquo significance value based on the nature of your organisationrsquos operations and the concerns of its stakeholders
Register of significant aspects
Document the aspects in a ldquoRegister of Significant Aspectsrdquo which should include a summary of the methodology used to determine the ldquosignificancerdquo values The Register should include at least the following
activity identified environmental aspect environmental impact
ldquosignificancerdquo value assigned
cross reference to the register of legislative requirements description of the effect criteria chosen
cross reference to applicable EMS procedures
Completion of the Register
Once the Register is complete work can begin in setting specific objectives and targets for each significant aspect identified
Important Ensure that the register of legislative requirements is complete (or at least that the applicable legislative requirements are identijled for each activiy and aspect) before determining the signijkance of the
organisationrsquos aspects and impacts
33
Assessment tool for determining significance of environmental aspects and impacts (see step 4 of the guide)
Description of Effect
Negligible or no impact No breach of legislation Emergency situations would cause a breach of policy or procedures
Rank Likelihood of
occurrence
0 None
~ Verysmall impact Immediate action possible Emergency situations would cause a breach of legislation Results in breach of own policy or procedures under abnormal conditions
I 1 Very low
Small impact Results in breach of legislation under abnormal conditions Results in breach of own policy or procedures under normal conditions
Moderate impact
Severe impact
Extensive impact
Activity has impact under normal operating conditions Results in breach of legislation under abnormal conditions No previous breach of legislation
Results in breach of legislation under abnormal conditions History of past breaches of legislation
Results in breach of legislation under normal operating conditions History of past breaches of legislation
2 Low
3 Moderate
4 High
5 Very high
Note Stakeholder concerns are not included in the description criteria Each organisation shouId tailor these criteria to take account of the concerns of stakeholder the public or interestedparties
34
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
methods used
details of findings and
recommendations
the recommendations
highlight the areas of the EMS where improvements are required
name the individual who should implement them
the actions resulting from the review are monitored and recorded and
any improvements which can be made to the model framework for greening government operations bee section 6 above) are notified to DETRrsquos Energy and Environment Best Practice Division The address is given at the back of this guide
21 Certification
IS0 14001 allows organisations to make a self declaration of compliance to the requirements of the standard if they do not want to get the EMS formally registered
The certification process provides a mechanism through which organisations can demonstrate their commitment to environmental protection The need to demonstrate this commitment will depend upon stakeholder requirements eg Management Boards Ministers Parliament
Certification for compliance with the standard in the UK is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) The accredited certifiers must in turn have met certain pre-determined criteria to be accredited by UKAS
Certification to IS0 14001 is a two stage process involving
(1) an initial assessment
(2) main assessment
Initial assessment
The objective is to gain an understanding of
0 your EMS in the context of relevant environmental impacts and regulations
0 whether you are fully prepared for assessment
The certification body will
0 check that your EMS
has the commitment of senior management
is based on a proper evaluation of your environmental aspects and impacts
24
meets legislative and regulatory requirements
is intended to control and improve the organisations environmental performance and
is auditable
assess the reliability of your internal audit
plan and allocate resources for further document review (where required for the main assessment) and
provide you with a document explaining what further action you must take
Main assessment
The certifier will ask to see a copy of your organisations environmental manual and procedures to determine whether your organisation is ready for the main assessment The main assessment - involving a site visit from the auditor - is the final stage in the certification process Its main purpose is to
confirm what is written actually represents what is occurring in practice
e confirm that the EMS complies with all the elements of IS0 14001
determine whether the EMS is to achieve and is achieving improvements in environmental performance and regulatory compliance and
confirm that your organisation is complying with its own policies and procedures
This means that the certifier must focus on your organisations
identification and evaluation of its environmental impacts
consequent objectives and targets
performance monitoring measuring reporting and review against your objectives and targets and
auditing to ensure the EMSS effectiveness
Generally an organisation will only fail the certification process at this stage if the corrective actions demanded by the certifier were not completed during the permitted period
The award of an IS0 14001 certificate does not complete the process The certifier will maintain a cycle of continuing assessments to ensure that the EMS complies with the standard and that it can demonstrate continual improvement in its environmental performance The trick is to ensure that the certification process does not impose excessive documentation requirements on your organisation Your system is there to help your organisation - not to make the role of the certifier easier
Certification - because of differing performance objectives - is not sufficient to demonstrate performance improvements This is why the European Unions Eco-Management and Audit Scheme (EMAS) requires organisations to produce an environmental statement
25
22 Environmental Statement
IS0 14001 does not require an environmental statement Although i t does require reports on performance to be made to top management for review and as a basis for improving the EMS
The publication of an environmental statement provides evidence that an organisation is committed to improving its environmental performance What goes in it is a matter for the organisation
Decide
what to communicate
how to communicate it
to whom to communicate it (ie stakeholders eg MPs Ministers Audit bodies)
how to elicit positive feedback and thereby reap a positive reward
Ensure that the statement
is kept simple consistent relevant and balanced (with any necessary detailed information included in annexes)
briefly describes your organisationrsquos activities
contains reliable and accurate information
summarises objectives targets impacts and other relevant issues
highlights the progress you are making
covers good and bad news in a positive manner
gives the name of the accredited certifier
avoids jargon and
is bound and all the pages are numbered
Energy and Environment Best Practice Division (EEBP) November 1998
26
Annex A
I S 0 STANDARDS CLOSELY ASSOCIATED WITH IS0 14001
denotes publication
Environmental Management
IS0 14002 - General guidelines on special considerations for small and medium enterprises
IS0 14004 - General Guidance on Principles Systems and Supporting Techniques Gives practicable help on the design development and maintenance of an EMS
Environmental Auditing
ISO14010 - General Principles Defines the scope of the audit and provides a framework for the structure and format of the audit report
IS0 14011 - Audit Procedures Auditing of Environmental Management Systems Explains the planning and conduct of an EMS audit and gives advice for example on its objectives the roles and responsibilities of those involved and the preparation and documentation of the report
IS0 14012 - Qualifications Cnteria for Environmental Auditors Provides guidance on the minimum qualifications for auditors and how to evaluate their suitability
IS014015 - Guidelines of Environmental Site Assessments
Environmental labels and declarations
IS0 14020 - Environmental labels and declarations - general principles
IS0 14021 - Environmental labelling - self declaration environmental claims - terms and conditions
IS0 14022 - Environmental claims - self declaration environmental claims - symbols
IS0 14023 - Environmental labelling - self declaration environmental claims - testing and verification methodologies
IS0 14024 - Environmental labelling type I - general principles and procedures
IS0 14025 - Environmental labelling type 111 - general principles and procedures
27
Environmental PerjGonnance
IS0 14031 - Environmental Perfonnance Evaluation Explains how to identify suitable environmental indicators for measuring performance against policies objectives and targets
IS0 14032 - Technical report type 3 - Environmental Performance Evaluation - case studies illustrating the use of IS0 14031
Life CycZe Assessments
IS0 14040 - Life cycle assessment - principles and framework
IS014041 - Life Cycle Assessment - life cycle inventory analysis
IS014042 - Life Cycle Assessment - impact assessment
IS0 14043 - Life Cycle Assessment - interpretation
IS014049 - Technical report type 3 - life cycle assessment - examples of the application of IS0 14041
Terms Q Definitions
IS0 14050 - Environmental Management Vocabulary Summarises the terms and definitions used in the IS0 14000 series of standards
Sectors
IS014061 - Technical report type 3 - guidance to assist forestry organisations in the use of IS0 14001 and 14004
28
Annex B
EXAMPLE LEGISLATION SHEET
CATEGORY waste TYPE OF ACTIVITY Duty of Care
LEGISLATION Environmental Protection Act 1990 part 11 Environmental Protection (Duty of Care) Regulations 1991
DETAIL Persons concerned with controlled waste are under a DUTY OF CARE to 1) Prevent any other person committing the offence of depositing disposing or recovering controlled waste without a waste management licence or in a manner likely to cause harm to health or the environment 2) prevent the escape of waste 3) ensure that waste is transferred to an authorised person or to a person authorised to transport waste and 4) ensure the waste is accompanied by a written description (a TRANSFER NOTE) The note must include a description of the waste and details of the parties involved in the transfer It is not necessary if a consignment note is required Further information and a model transfer note can be found in ldquoWaste Management and the Duty of Care A Code of Practicerdquo Also DETRrsquos lsquoWaste Guide advice to Government Departmentsrsquo
PENALTY It is an offence to contravene the Duty of Care requirement Summary conviction - up to euro5000 Conviction on indictment - Unlimited fine Enforcement authority - Environment Agency has an interest in muring the Duty of Care is complied with Anyone may bring a prosecution
WHERE APPLICABLE Current Waste Carrier Licences must be obtained for all waste contractors eg hose that remove paper glass and cans for recycling general waste classified waste scrap metal waste citchen oil clinical waste Transfer notes to obtained for all of the above)
j MONTH REVIEW OF COMPLIANCE An audit of waste licences and transfer notes was carried out on 20598 All licences were found to be current - licence for Contractor X had expired on 31398 and a valid eplacement had been obtained from them Transfer notes had been issued on an individual basis for each ollection of paper for recycling scrap metal waste kitchen oil Annual transfer notes were current for Fenera1 waste classified waste and clinical waste Full compliance with legislation
ZOMPLETED BY REVIEWED BY (EMS team)
iame Name Jnit Date
)ate
29
Annex C
Methodology for determining significant aspects
Important This annex supports steps 5 and 6 of the guide and should be read in conjunction with it and not be used as a stand alone document Some terms such as ldquonormal operating conditions rsquorsquo are defined in the guide itsecf
This methodology was developed to help Government departments determine their significant aspects It supports the requirements of IS0 14001 and EMAS
The methodology is divided into
1) determining significant aspects and
2) maintaining a register of significant aspects
Nore IS0 14001 does not require an organisation to maintain a register of signijkant aspects But it helps to support the documentation of the EMS
Steps for determining significant aspects
Step I define activi9 product and services
Divide the Government Department or Unit into its organisational or management structure - if this has not already been done at the planning stage of the EMS
Identify activities products or services according to existing management structure or sections of the organisation Include in the list of activities operations of the section process unit or building identified
List the activities products and services
List all activities products and services including those initially identified as possibly not having much of an impact on the environment
Step 2 Identfy the environmental aspects associated with each activity prodirct or service
Note I S 0 14001 defines an environmental aspect as an element of an organisationrsquos activiv product or service which can have a beneficial or adverse impact on the environment
30
Inputs
Identify and list the environmental aspects for each activity in terms of inputs for example
energy use (electricity fuel renewable other) water consumption (mains grey other) use of fuels (petroleum diesel alternatives other) land use (natural habitats open space landscapes sensitive areas agriculture other) use of raw or secondary materials (chemicals oils aggregates metals plastic paper other) procured services from suppliers use of natural resources
outputs
Identify and list the environmental aspects for each activity in terms of its outputs for example
wastes and byproducts generated (handling storage and transportation) discharges to water courses sewers or drains (controlled or uncontrolled) impacts on land (contamination natural habitats open space agriculture sensitive areas) discharge of thermal energy generation of noise dust odour or vibration transport products (packaging transport use and disposal) impacts on natural resources and ecosystems including wildlife impacts on built environment visual impact public (influence education regulation enforcement other)
Important Identia both the Direct and Indirect (service) aspects for the organisation Direct aspects arise from every day operations such as water consumption Indirect aspects anie from the servicesprovided by the organisation such as regulatory inspections in the commercial sector
Step 3 IdentifL the associated environmental impact of the aspects
Note IS0 14001 defines an ldquoenvironmental impactrdquo as the change which takesplace in the environment as a result of the aspect
Identify the associated environmental impacts for each aspect of the activity Environmental impacts are the actual or potential change to the environment as a result of the aspect and can be local regional or global in scale For example
31
injury to wildlife destruction of natural habitat conservation of energy waste minimisation
contamination of soil or water release of carbon dioxide to the atmosphere
reduction in vehicle emissions and other pollutants
Notes 1 The Swedish approach on EMSs in Government cover (1) direct) of internal activities (eg conserving water and energy) direct impacts of external activities (eg road construction and defence) and indirect impacts of external activities (eg regulations permits funding system)
2 Canada s system of sustainable development encompasses policies programmes and operations with federal departments working to merge instruments such as Environmental Impact Assessments with EMSs
Table showing examples of activities products and services with their associated aspects and environmental impacts
Activity Product or Service
Activity River maintenance activities
~- Product Annual Environmental Report
Service Regulating Major Industries
Environmental Aspect
Potential for accidental pollution incident
Use of paper
Environmental improvement
Associated Environmental Impact
Deoxygenating of watercourse oil spills contaminating water silt discolouring watercourse fish kill
Misuses of natural resources Destruction of habitats Pollution from production processes
Reduction in emissions reduction in pollution
conserving resources reduction in waste
incidents
Important Environmental aspects can be positive or negative Actual andpotential future aspects must be evaluated
32
Step 4 Determine the significance of the environmental impacts
Use the scoring system in the assessment tool (at the end of this Annex) to calculate the significance of each aspect or impact identified The tool is based on ldquodescriptiverdquo as well as ldquorisk basedrdquo criteria
Each aspect or impact should receive a score for the following factors
1) description of impact 2) likelihood of occurrence 3) likelihood of detection 4) severity of consequence or nuisance
Once a score is determined for all four criteria add them altogether to obtain a ldquosignificance ldquofactor The higher the score the more significant the environmental aspect
Determine the threshold of what score warrants a ldquohighrdquo significance value based on the nature of your organisationrsquos operations and the concerns of its stakeholders
Register of significant aspects
Document the aspects in a ldquoRegister of Significant Aspectsrdquo which should include a summary of the methodology used to determine the ldquosignificancerdquo values The Register should include at least the following
activity identified environmental aspect environmental impact
ldquosignificancerdquo value assigned
cross reference to the register of legislative requirements description of the effect criteria chosen
cross reference to applicable EMS procedures
Completion of the Register
Once the Register is complete work can begin in setting specific objectives and targets for each significant aspect identified
Important Ensure that the register of legislative requirements is complete (or at least that the applicable legislative requirements are identijled for each activiy and aspect) before determining the signijkance of the
organisationrsquos aspects and impacts
33
Assessment tool for determining significance of environmental aspects and impacts (see step 4 of the guide)
Description of Effect
Negligible or no impact No breach of legislation Emergency situations would cause a breach of policy or procedures
Rank Likelihood of
occurrence
0 None
~ Verysmall impact Immediate action possible Emergency situations would cause a breach of legislation Results in breach of own policy or procedures under abnormal conditions
I 1 Very low
Small impact Results in breach of legislation under abnormal conditions Results in breach of own policy or procedures under normal conditions
Moderate impact
Severe impact
Extensive impact
Activity has impact under normal operating conditions Results in breach of legislation under abnormal conditions No previous breach of legislation
Results in breach of legislation under abnormal conditions History of past breaches of legislation
Results in breach of legislation under normal operating conditions History of past breaches of legislation
2 Low
3 Moderate
4 High
5 Very high
Note Stakeholder concerns are not included in the description criteria Each organisation shouId tailor these criteria to take account of the concerns of stakeholder the public or interestedparties
34
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
meets legislative and regulatory requirements
is intended to control and improve the organisations environmental performance and
is auditable
assess the reliability of your internal audit
plan and allocate resources for further document review (where required for the main assessment) and
provide you with a document explaining what further action you must take
Main assessment
The certifier will ask to see a copy of your organisations environmental manual and procedures to determine whether your organisation is ready for the main assessment The main assessment - involving a site visit from the auditor - is the final stage in the certification process Its main purpose is to
confirm what is written actually represents what is occurring in practice
e confirm that the EMS complies with all the elements of IS0 14001
determine whether the EMS is to achieve and is achieving improvements in environmental performance and regulatory compliance and
confirm that your organisation is complying with its own policies and procedures
This means that the certifier must focus on your organisations
identification and evaluation of its environmental impacts
consequent objectives and targets
performance monitoring measuring reporting and review against your objectives and targets and
auditing to ensure the EMSS effectiveness
Generally an organisation will only fail the certification process at this stage if the corrective actions demanded by the certifier were not completed during the permitted period
The award of an IS0 14001 certificate does not complete the process The certifier will maintain a cycle of continuing assessments to ensure that the EMS complies with the standard and that it can demonstrate continual improvement in its environmental performance The trick is to ensure that the certification process does not impose excessive documentation requirements on your organisation Your system is there to help your organisation - not to make the role of the certifier easier
Certification - because of differing performance objectives - is not sufficient to demonstrate performance improvements This is why the European Unions Eco-Management and Audit Scheme (EMAS) requires organisations to produce an environmental statement
25
22 Environmental Statement
IS0 14001 does not require an environmental statement Although i t does require reports on performance to be made to top management for review and as a basis for improving the EMS
The publication of an environmental statement provides evidence that an organisation is committed to improving its environmental performance What goes in it is a matter for the organisation
Decide
what to communicate
how to communicate it
to whom to communicate it (ie stakeholders eg MPs Ministers Audit bodies)
how to elicit positive feedback and thereby reap a positive reward
Ensure that the statement
is kept simple consistent relevant and balanced (with any necessary detailed information included in annexes)
briefly describes your organisationrsquos activities
contains reliable and accurate information
summarises objectives targets impacts and other relevant issues
highlights the progress you are making
covers good and bad news in a positive manner
gives the name of the accredited certifier
avoids jargon and
is bound and all the pages are numbered
Energy and Environment Best Practice Division (EEBP) November 1998
26
Annex A
I S 0 STANDARDS CLOSELY ASSOCIATED WITH IS0 14001
denotes publication
Environmental Management
IS0 14002 - General guidelines on special considerations for small and medium enterprises
IS0 14004 - General Guidance on Principles Systems and Supporting Techniques Gives practicable help on the design development and maintenance of an EMS
Environmental Auditing
ISO14010 - General Principles Defines the scope of the audit and provides a framework for the structure and format of the audit report
IS0 14011 - Audit Procedures Auditing of Environmental Management Systems Explains the planning and conduct of an EMS audit and gives advice for example on its objectives the roles and responsibilities of those involved and the preparation and documentation of the report
IS0 14012 - Qualifications Cnteria for Environmental Auditors Provides guidance on the minimum qualifications for auditors and how to evaluate their suitability
IS014015 - Guidelines of Environmental Site Assessments
Environmental labels and declarations
IS0 14020 - Environmental labels and declarations - general principles
IS0 14021 - Environmental labelling - self declaration environmental claims - terms and conditions
IS0 14022 - Environmental claims - self declaration environmental claims - symbols
IS0 14023 - Environmental labelling - self declaration environmental claims - testing and verification methodologies
IS0 14024 - Environmental labelling type I - general principles and procedures
IS0 14025 - Environmental labelling type 111 - general principles and procedures
27
Environmental PerjGonnance
IS0 14031 - Environmental Perfonnance Evaluation Explains how to identify suitable environmental indicators for measuring performance against policies objectives and targets
IS0 14032 - Technical report type 3 - Environmental Performance Evaluation - case studies illustrating the use of IS0 14031
Life CycZe Assessments
IS0 14040 - Life cycle assessment - principles and framework
IS014041 - Life Cycle Assessment - life cycle inventory analysis
IS014042 - Life Cycle Assessment - impact assessment
IS0 14043 - Life Cycle Assessment - interpretation
IS014049 - Technical report type 3 - life cycle assessment - examples of the application of IS0 14041
Terms Q Definitions
IS0 14050 - Environmental Management Vocabulary Summarises the terms and definitions used in the IS0 14000 series of standards
Sectors
IS014061 - Technical report type 3 - guidance to assist forestry organisations in the use of IS0 14001 and 14004
28
Annex B
EXAMPLE LEGISLATION SHEET
CATEGORY waste TYPE OF ACTIVITY Duty of Care
LEGISLATION Environmental Protection Act 1990 part 11 Environmental Protection (Duty of Care) Regulations 1991
DETAIL Persons concerned with controlled waste are under a DUTY OF CARE to 1) Prevent any other person committing the offence of depositing disposing or recovering controlled waste without a waste management licence or in a manner likely to cause harm to health or the environment 2) prevent the escape of waste 3) ensure that waste is transferred to an authorised person or to a person authorised to transport waste and 4) ensure the waste is accompanied by a written description (a TRANSFER NOTE) The note must include a description of the waste and details of the parties involved in the transfer It is not necessary if a consignment note is required Further information and a model transfer note can be found in ldquoWaste Management and the Duty of Care A Code of Practicerdquo Also DETRrsquos lsquoWaste Guide advice to Government Departmentsrsquo
PENALTY It is an offence to contravene the Duty of Care requirement Summary conviction - up to euro5000 Conviction on indictment - Unlimited fine Enforcement authority - Environment Agency has an interest in muring the Duty of Care is complied with Anyone may bring a prosecution
WHERE APPLICABLE Current Waste Carrier Licences must be obtained for all waste contractors eg hose that remove paper glass and cans for recycling general waste classified waste scrap metal waste citchen oil clinical waste Transfer notes to obtained for all of the above)
j MONTH REVIEW OF COMPLIANCE An audit of waste licences and transfer notes was carried out on 20598 All licences were found to be current - licence for Contractor X had expired on 31398 and a valid eplacement had been obtained from them Transfer notes had been issued on an individual basis for each ollection of paper for recycling scrap metal waste kitchen oil Annual transfer notes were current for Fenera1 waste classified waste and clinical waste Full compliance with legislation
ZOMPLETED BY REVIEWED BY (EMS team)
iame Name Jnit Date
)ate
29
Annex C
Methodology for determining significant aspects
Important This annex supports steps 5 and 6 of the guide and should be read in conjunction with it and not be used as a stand alone document Some terms such as ldquonormal operating conditions rsquorsquo are defined in the guide itsecf
This methodology was developed to help Government departments determine their significant aspects It supports the requirements of IS0 14001 and EMAS
The methodology is divided into
1) determining significant aspects and
2) maintaining a register of significant aspects
Nore IS0 14001 does not require an organisation to maintain a register of signijkant aspects But it helps to support the documentation of the EMS
Steps for determining significant aspects
Step I define activi9 product and services
Divide the Government Department or Unit into its organisational or management structure - if this has not already been done at the planning stage of the EMS
Identify activities products or services according to existing management structure or sections of the organisation Include in the list of activities operations of the section process unit or building identified
List the activities products and services
List all activities products and services including those initially identified as possibly not having much of an impact on the environment
Step 2 Identfy the environmental aspects associated with each activity prodirct or service
Note I S 0 14001 defines an environmental aspect as an element of an organisationrsquos activiv product or service which can have a beneficial or adverse impact on the environment
30
Inputs
Identify and list the environmental aspects for each activity in terms of inputs for example
energy use (electricity fuel renewable other) water consumption (mains grey other) use of fuels (petroleum diesel alternatives other) land use (natural habitats open space landscapes sensitive areas agriculture other) use of raw or secondary materials (chemicals oils aggregates metals plastic paper other) procured services from suppliers use of natural resources
outputs
Identify and list the environmental aspects for each activity in terms of its outputs for example
wastes and byproducts generated (handling storage and transportation) discharges to water courses sewers or drains (controlled or uncontrolled) impacts on land (contamination natural habitats open space agriculture sensitive areas) discharge of thermal energy generation of noise dust odour or vibration transport products (packaging transport use and disposal) impacts on natural resources and ecosystems including wildlife impacts on built environment visual impact public (influence education regulation enforcement other)
Important Identia both the Direct and Indirect (service) aspects for the organisation Direct aspects arise from every day operations such as water consumption Indirect aspects anie from the servicesprovided by the organisation such as regulatory inspections in the commercial sector
Step 3 IdentifL the associated environmental impact of the aspects
Note IS0 14001 defines an ldquoenvironmental impactrdquo as the change which takesplace in the environment as a result of the aspect
Identify the associated environmental impacts for each aspect of the activity Environmental impacts are the actual or potential change to the environment as a result of the aspect and can be local regional or global in scale For example
31
injury to wildlife destruction of natural habitat conservation of energy waste minimisation
contamination of soil or water release of carbon dioxide to the atmosphere
reduction in vehicle emissions and other pollutants
Notes 1 The Swedish approach on EMSs in Government cover (1) direct) of internal activities (eg conserving water and energy) direct impacts of external activities (eg road construction and defence) and indirect impacts of external activities (eg regulations permits funding system)
2 Canada s system of sustainable development encompasses policies programmes and operations with federal departments working to merge instruments such as Environmental Impact Assessments with EMSs
Table showing examples of activities products and services with their associated aspects and environmental impacts
Activity Product or Service
Activity River maintenance activities
~- Product Annual Environmental Report
Service Regulating Major Industries
Environmental Aspect
Potential for accidental pollution incident
Use of paper
Environmental improvement
Associated Environmental Impact
Deoxygenating of watercourse oil spills contaminating water silt discolouring watercourse fish kill
Misuses of natural resources Destruction of habitats Pollution from production processes
Reduction in emissions reduction in pollution
conserving resources reduction in waste
incidents
Important Environmental aspects can be positive or negative Actual andpotential future aspects must be evaluated
32
Step 4 Determine the significance of the environmental impacts
Use the scoring system in the assessment tool (at the end of this Annex) to calculate the significance of each aspect or impact identified The tool is based on ldquodescriptiverdquo as well as ldquorisk basedrdquo criteria
Each aspect or impact should receive a score for the following factors
1) description of impact 2) likelihood of occurrence 3) likelihood of detection 4) severity of consequence or nuisance
Once a score is determined for all four criteria add them altogether to obtain a ldquosignificance ldquofactor The higher the score the more significant the environmental aspect
Determine the threshold of what score warrants a ldquohighrdquo significance value based on the nature of your organisationrsquos operations and the concerns of its stakeholders
Register of significant aspects
Document the aspects in a ldquoRegister of Significant Aspectsrdquo which should include a summary of the methodology used to determine the ldquosignificancerdquo values The Register should include at least the following
activity identified environmental aspect environmental impact
ldquosignificancerdquo value assigned
cross reference to the register of legislative requirements description of the effect criteria chosen
cross reference to applicable EMS procedures
Completion of the Register
Once the Register is complete work can begin in setting specific objectives and targets for each significant aspect identified
Important Ensure that the register of legislative requirements is complete (or at least that the applicable legislative requirements are identijled for each activiy and aspect) before determining the signijkance of the
organisationrsquos aspects and impacts
33
Assessment tool for determining significance of environmental aspects and impacts (see step 4 of the guide)
Description of Effect
Negligible or no impact No breach of legislation Emergency situations would cause a breach of policy or procedures
Rank Likelihood of
occurrence
0 None
~ Verysmall impact Immediate action possible Emergency situations would cause a breach of legislation Results in breach of own policy or procedures under abnormal conditions
I 1 Very low
Small impact Results in breach of legislation under abnormal conditions Results in breach of own policy or procedures under normal conditions
Moderate impact
Severe impact
Extensive impact
Activity has impact under normal operating conditions Results in breach of legislation under abnormal conditions No previous breach of legislation
Results in breach of legislation under abnormal conditions History of past breaches of legislation
Results in breach of legislation under normal operating conditions History of past breaches of legislation
2 Low
3 Moderate
4 High
5 Very high
Note Stakeholder concerns are not included in the description criteria Each organisation shouId tailor these criteria to take account of the concerns of stakeholder the public or interestedparties
34
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
22 Environmental Statement
IS0 14001 does not require an environmental statement Although i t does require reports on performance to be made to top management for review and as a basis for improving the EMS
The publication of an environmental statement provides evidence that an organisation is committed to improving its environmental performance What goes in it is a matter for the organisation
Decide
what to communicate
how to communicate it
to whom to communicate it (ie stakeholders eg MPs Ministers Audit bodies)
how to elicit positive feedback and thereby reap a positive reward
Ensure that the statement
is kept simple consistent relevant and balanced (with any necessary detailed information included in annexes)
briefly describes your organisationrsquos activities
contains reliable and accurate information
summarises objectives targets impacts and other relevant issues
highlights the progress you are making
covers good and bad news in a positive manner
gives the name of the accredited certifier
avoids jargon and
is bound and all the pages are numbered
Energy and Environment Best Practice Division (EEBP) November 1998
26
Annex A
I S 0 STANDARDS CLOSELY ASSOCIATED WITH IS0 14001
denotes publication
Environmental Management
IS0 14002 - General guidelines on special considerations for small and medium enterprises
IS0 14004 - General Guidance on Principles Systems and Supporting Techniques Gives practicable help on the design development and maintenance of an EMS
Environmental Auditing
ISO14010 - General Principles Defines the scope of the audit and provides a framework for the structure and format of the audit report
IS0 14011 - Audit Procedures Auditing of Environmental Management Systems Explains the planning and conduct of an EMS audit and gives advice for example on its objectives the roles and responsibilities of those involved and the preparation and documentation of the report
IS0 14012 - Qualifications Cnteria for Environmental Auditors Provides guidance on the minimum qualifications for auditors and how to evaluate their suitability
IS014015 - Guidelines of Environmental Site Assessments
Environmental labels and declarations
IS0 14020 - Environmental labels and declarations - general principles
IS0 14021 - Environmental labelling - self declaration environmental claims - terms and conditions
IS0 14022 - Environmental claims - self declaration environmental claims - symbols
IS0 14023 - Environmental labelling - self declaration environmental claims - testing and verification methodologies
IS0 14024 - Environmental labelling type I - general principles and procedures
IS0 14025 - Environmental labelling type 111 - general principles and procedures
27
Environmental PerjGonnance
IS0 14031 - Environmental Perfonnance Evaluation Explains how to identify suitable environmental indicators for measuring performance against policies objectives and targets
IS0 14032 - Technical report type 3 - Environmental Performance Evaluation - case studies illustrating the use of IS0 14031
Life CycZe Assessments
IS0 14040 - Life cycle assessment - principles and framework
IS014041 - Life Cycle Assessment - life cycle inventory analysis
IS014042 - Life Cycle Assessment - impact assessment
IS0 14043 - Life Cycle Assessment - interpretation
IS014049 - Technical report type 3 - life cycle assessment - examples of the application of IS0 14041
Terms Q Definitions
IS0 14050 - Environmental Management Vocabulary Summarises the terms and definitions used in the IS0 14000 series of standards
Sectors
IS014061 - Technical report type 3 - guidance to assist forestry organisations in the use of IS0 14001 and 14004
28
Annex B
EXAMPLE LEGISLATION SHEET
CATEGORY waste TYPE OF ACTIVITY Duty of Care
LEGISLATION Environmental Protection Act 1990 part 11 Environmental Protection (Duty of Care) Regulations 1991
DETAIL Persons concerned with controlled waste are under a DUTY OF CARE to 1) Prevent any other person committing the offence of depositing disposing or recovering controlled waste without a waste management licence or in a manner likely to cause harm to health or the environment 2) prevent the escape of waste 3) ensure that waste is transferred to an authorised person or to a person authorised to transport waste and 4) ensure the waste is accompanied by a written description (a TRANSFER NOTE) The note must include a description of the waste and details of the parties involved in the transfer It is not necessary if a consignment note is required Further information and a model transfer note can be found in ldquoWaste Management and the Duty of Care A Code of Practicerdquo Also DETRrsquos lsquoWaste Guide advice to Government Departmentsrsquo
PENALTY It is an offence to contravene the Duty of Care requirement Summary conviction - up to euro5000 Conviction on indictment - Unlimited fine Enforcement authority - Environment Agency has an interest in muring the Duty of Care is complied with Anyone may bring a prosecution
WHERE APPLICABLE Current Waste Carrier Licences must be obtained for all waste contractors eg hose that remove paper glass and cans for recycling general waste classified waste scrap metal waste citchen oil clinical waste Transfer notes to obtained for all of the above)
j MONTH REVIEW OF COMPLIANCE An audit of waste licences and transfer notes was carried out on 20598 All licences were found to be current - licence for Contractor X had expired on 31398 and a valid eplacement had been obtained from them Transfer notes had been issued on an individual basis for each ollection of paper for recycling scrap metal waste kitchen oil Annual transfer notes were current for Fenera1 waste classified waste and clinical waste Full compliance with legislation
ZOMPLETED BY REVIEWED BY (EMS team)
iame Name Jnit Date
)ate
29
Annex C
Methodology for determining significant aspects
Important This annex supports steps 5 and 6 of the guide and should be read in conjunction with it and not be used as a stand alone document Some terms such as ldquonormal operating conditions rsquorsquo are defined in the guide itsecf
This methodology was developed to help Government departments determine their significant aspects It supports the requirements of IS0 14001 and EMAS
The methodology is divided into
1) determining significant aspects and
2) maintaining a register of significant aspects
Nore IS0 14001 does not require an organisation to maintain a register of signijkant aspects But it helps to support the documentation of the EMS
Steps for determining significant aspects
Step I define activi9 product and services
Divide the Government Department or Unit into its organisational or management structure - if this has not already been done at the planning stage of the EMS
Identify activities products or services according to existing management structure or sections of the organisation Include in the list of activities operations of the section process unit or building identified
List the activities products and services
List all activities products and services including those initially identified as possibly not having much of an impact on the environment
Step 2 Identfy the environmental aspects associated with each activity prodirct or service
Note I S 0 14001 defines an environmental aspect as an element of an organisationrsquos activiv product or service which can have a beneficial or adverse impact on the environment
30
Inputs
Identify and list the environmental aspects for each activity in terms of inputs for example
energy use (electricity fuel renewable other) water consumption (mains grey other) use of fuels (petroleum diesel alternatives other) land use (natural habitats open space landscapes sensitive areas agriculture other) use of raw or secondary materials (chemicals oils aggregates metals plastic paper other) procured services from suppliers use of natural resources
outputs
Identify and list the environmental aspects for each activity in terms of its outputs for example
wastes and byproducts generated (handling storage and transportation) discharges to water courses sewers or drains (controlled or uncontrolled) impacts on land (contamination natural habitats open space agriculture sensitive areas) discharge of thermal energy generation of noise dust odour or vibration transport products (packaging transport use and disposal) impacts on natural resources and ecosystems including wildlife impacts on built environment visual impact public (influence education regulation enforcement other)
Important Identia both the Direct and Indirect (service) aspects for the organisation Direct aspects arise from every day operations such as water consumption Indirect aspects anie from the servicesprovided by the organisation such as regulatory inspections in the commercial sector
Step 3 IdentifL the associated environmental impact of the aspects
Note IS0 14001 defines an ldquoenvironmental impactrdquo as the change which takesplace in the environment as a result of the aspect
Identify the associated environmental impacts for each aspect of the activity Environmental impacts are the actual or potential change to the environment as a result of the aspect and can be local regional or global in scale For example
31
injury to wildlife destruction of natural habitat conservation of energy waste minimisation
contamination of soil or water release of carbon dioxide to the atmosphere
reduction in vehicle emissions and other pollutants
Notes 1 The Swedish approach on EMSs in Government cover (1) direct) of internal activities (eg conserving water and energy) direct impacts of external activities (eg road construction and defence) and indirect impacts of external activities (eg regulations permits funding system)
2 Canada s system of sustainable development encompasses policies programmes and operations with federal departments working to merge instruments such as Environmental Impact Assessments with EMSs
Table showing examples of activities products and services with their associated aspects and environmental impacts
Activity Product or Service
Activity River maintenance activities
~- Product Annual Environmental Report
Service Regulating Major Industries
Environmental Aspect
Potential for accidental pollution incident
Use of paper
Environmental improvement
Associated Environmental Impact
Deoxygenating of watercourse oil spills contaminating water silt discolouring watercourse fish kill
Misuses of natural resources Destruction of habitats Pollution from production processes
Reduction in emissions reduction in pollution
conserving resources reduction in waste
incidents
Important Environmental aspects can be positive or negative Actual andpotential future aspects must be evaluated
32
Step 4 Determine the significance of the environmental impacts
Use the scoring system in the assessment tool (at the end of this Annex) to calculate the significance of each aspect or impact identified The tool is based on ldquodescriptiverdquo as well as ldquorisk basedrdquo criteria
Each aspect or impact should receive a score for the following factors
1) description of impact 2) likelihood of occurrence 3) likelihood of detection 4) severity of consequence or nuisance
Once a score is determined for all four criteria add them altogether to obtain a ldquosignificance ldquofactor The higher the score the more significant the environmental aspect
Determine the threshold of what score warrants a ldquohighrdquo significance value based on the nature of your organisationrsquos operations and the concerns of its stakeholders
Register of significant aspects
Document the aspects in a ldquoRegister of Significant Aspectsrdquo which should include a summary of the methodology used to determine the ldquosignificancerdquo values The Register should include at least the following
activity identified environmental aspect environmental impact
ldquosignificancerdquo value assigned
cross reference to the register of legislative requirements description of the effect criteria chosen
cross reference to applicable EMS procedures
Completion of the Register
Once the Register is complete work can begin in setting specific objectives and targets for each significant aspect identified
Important Ensure that the register of legislative requirements is complete (or at least that the applicable legislative requirements are identijled for each activiy and aspect) before determining the signijkance of the
organisationrsquos aspects and impacts
33
Assessment tool for determining significance of environmental aspects and impacts (see step 4 of the guide)
Description of Effect
Negligible or no impact No breach of legislation Emergency situations would cause a breach of policy or procedures
Rank Likelihood of
occurrence
0 None
~ Verysmall impact Immediate action possible Emergency situations would cause a breach of legislation Results in breach of own policy or procedures under abnormal conditions
I 1 Very low
Small impact Results in breach of legislation under abnormal conditions Results in breach of own policy or procedures under normal conditions
Moderate impact
Severe impact
Extensive impact
Activity has impact under normal operating conditions Results in breach of legislation under abnormal conditions No previous breach of legislation
Results in breach of legislation under abnormal conditions History of past breaches of legislation
Results in breach of legislation under normal operating conditions History of past breaches of legislation
2 Low
3 Moderate
4 High
5 Very high
Note Stakeholder concerns are not included in the description criteria Each organisation shouId tailor these criteria to take account of the concerns of stakeholder the public or interestedparties
34
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
Annex A
I S 0 STANDARDS CLOSELY ASSOCIATED WITH IS0 14001
denotes publication
Environmental Management
IS0 14002 - General guidelines on special considerations for small and medium enterprises
IS0 14004 - General Guidance on Principles Systems and Supporting Techniques Gives practicable help on the design development and maintenance of an EMS
Environmental Auditing
ISO14010 - General Principles Defines the scope of the audit and provides a framework for the structure and format of the audit report
IS0 14011 - Audit Procedures Auditing of Environmental Management Systems Explains the planning and conduct of an EMS audit and gives advice for example on its objectives the roles and responsibilities of those involved and the preparation and documentation of the report
IS0 14012 - Qualifications Cnteria for Environmental Auditors Provides guidance on the minimum qualifications for auditors and how to evaluate their suitability
IS014015 - Guidelines of Environmental Site Assessments
Environmental labels and declarations
IS0 14020 - Environmental labels and declarations - general principles
IS0 14021 - Environmental labelling - self declaration environmental claims - terms and conditions
IS0 14022 - Environmental claims - self declaration environmental claims - symbols
IS0 14023 - Environmental labelling - self declaration environmental claims - testing and verification methodologies
IS0 14024 - Environmental labelling type I - general principles and procedures
IS0 14025 - Environmental labelling type 111 - general principles and procedures
27
Environmental PerjGonnance
IS0 14031 - Environmental Perfonnance Evaluation Explains how to identify suitable environmental indicators for measuring performance against policies objectives and targets
IS0 14032 - Technical report type 3 - Environmental Performance Evaluation - case studies illustrating the use of IS0 14031
Life CycZe Assessments
IS0 14040 - Life cycle assessment - principles and framework
IS014041 - Life Cycle Assessment - life cycle inventory analysis
IS014042 - Life Cycle Assessment - impact assessment
IS0 14043 - Life Cycle Assessment - interpretation
IS014049 - Technical report type 3 - life cycle assessment - examples of the application of IS0 14041
Terms Q Definitions
IS0 14050 - Environmental Management Vocabulary Summarises the terms and definitions used in the IS0 14000 series of standards
Sectors
IS014061 - Technical report type 3 - guidance to assist forestry organisations in the use of IS0 14001 and 14004
28
Annex B
EXAMPLE LEGISLATION SHEET
CATEGORY waste TYPE OF ACTIVITY Duty of Care
LEGISLATION Environmental Protection Act 1990 part 11 Environmental Protection (Duty of Care) Regulations 1991
DETAIL Persons concerned with controlled waste are under a DUTY OF CARE to 1) Prevent any other person committing the offence of depositing disposing or recovering controlled waste without a waste management licence or in a manner likely to cause harm to health or the environment 2) prevent the escape of waste 3) ensure that waste is transferred to an authorised person or to a person authorised to transport waste and 4) ensure the waste is accompanied by a written description (a TRANSFER NOTE) The note must include a description of the waste and details of the parties involved in the transfer It is not necessary if a consignment note is required Further information and a model transfer note can be found in ldquoWaste Management and the Duty of Care A Code of Practicerdquo Also DETRrsquos lsquoWaste Guide advice to Government Departmentsrsquo
PENALTY It is an offence to contravene the Duty of Care requirement Summary conviction - up to euro5000 Conviction on indictment - Unlimited fine Enforcement authority - Environment Agency has an interest in muring the Duty of Care is complied with Anyone may bring a prosecution
WHERE APPLICABLE Current Waste Carrier Licences must be obtained for all waste contractors eg hose that remove paper glass and cans for recycling general waste classified waste scrap metal waste citchen oil clinical waste Transfer notes to obtained for all of the above)
j MONTH REVIEW OF COMPLIANCE An audit of waste licences and transfer notes was carried out on 20598 All licences were found to be current - licence for Contractor X had expired on 31398 and a valid eplacement had been obtained from them Transfer notes had been issued on an individual basis for each ollection of paper for recycling scrap metal waste kitchen oil Annual transfer notes were current for Fenera1 waste classified waste and clinical waste Full compliance with legislation
ZOMPLETED BY REVIEWED BY (EMS team)
iame Name Jnit Date
)ate
29
Annex C
Methodology for determining significant aspects
Important This annex supports steps 5 and 6 of the guide and should be read in conjunction with it and not be used as a stand alone document Some terms such as ldquonormal operating conditions rsquorsquo are defined in the guide itsecf
This methodology was developed to help Government departments determine their significant aspects It supports the requirements of IS0 14001 and EMAS
The methodology is divided into
1) determining significant aspects and
2) maintaining a register of significant aspects
Nore IS0 14001 does not require an organisation to maintain a register of signijkant aspects But it helps to support the documentation of the EMS
Steps for determining significant aspects
Step I define activi9 product and services
Divide the Government Department or Unit into its organisational or management structure - if this has not already been done at the planning stage of the EMS
Identify activities products or services according to existing management structure or sections of the organisation Include in the list of activities operations of the section process unit or building identified
List the activities products and services
List all activities products and services including those initially identified as possibly not having much of an impact on the environment
Step 2 Identfy the environmental aspects associated with each activity prodirct or service
Note I S 0 14001 defines an environmental aspect as an element of an organisationrsquos activiv product or service which can have a beneficial or adverse impact on the environment
30
Inputs
Identify and list the environmental aspects for each activity in terms of inputs for example
energy use (electricity fuel renewable other) water consumption (mains grey other) use of fuels (petroleum diesel alternatives other) land use (natural habitats open space landscapes sensitive areas agriculture other) use of raw or secondary materials (chemicals oils aggregates metals plastic paper other) procured services from suppliers use of natural resources
outputs
Identify and list the environmental aspects for each activity in terms of its outputs for example
wastes and byproducts generated (handling storage and transportation) discharges to water courses sewers or drains (controlled or uncontrolled) impacts on land (contamination natural habitats open space agriculture sensitive areas) discharge of thermal energy generation of noise dust odour or vibration transport products (packaging transport use and disposal) impacts on natural resources and ecosystems including wildlife impacts on built environment visual impact public (influence education regulation enforcement other)
Important Identia both the Direct and Indirect (service) aspects for the organisation Direct aspects arise from every day operations such as water consumption Indirect aspects anie from the servicesprovided by the organisation such as regulatory inspections in the commercial sector
Step 3 IdentifL the associated environmental impact of the aspects
Note IS0 14001 defines an ldquoenvironmental impactrdquo as the change which takesplace in the environment as a result of the aspect
Identify the associated environmental impacts for each aspect of the activity Environmental impacts are the actual or potential change to the environment as a result of the aspect and can be local regional or global in scale For example
31
injury to wildlife destruction of natural habitat conservation of energy waste minimisation
contamination of soil or water release of carbon dioxide to the atmosphere
reduction in vehicle emissions and other pollutants
Notes 1 The Swedish approach on EMSs in Government cover (1) direct) of internal activities (eg conserving water and energy) direct impacts of external activities (eg road construction and defence) and indirect impacts of external activities (eg regulations permits funding system)
2 Canada s system of sustainable development encompasses policies programmes and operations with federal departments working to merge instruments such as Environmental Impact Assessments with EMSs
Table showing examples of activities products and services with their associated aspects and environmental impacts
Activity Product or Service
Activity River maintenance activities
~- Product Annual Environmental Report
Service Regulating Major Industries
Environmental Aspect
Potential for accidental pollution incident
Use of paper
Environmental improvement
Associated Environmental Impact
Deoxygenating of watercourse oil spills contaminating water silt discolouring watercourse fish kill
Misuses of natural resources Destruction of habitats Pollution from production processes
Reduction in emissions reduction in pollution
conserving resources reduction in waste
incidents
Important Environmental aspects can be positive or negative Actual andpotential future aspects must be evaluated
32
Step 4 Determine the significance of the environmental impacts
Use the scoring system in the assessment tool (at the end of this Annex) to calculate the significance of each aspect or impact identified The tool is based on ldquodescriptiverdquo as well as ldquorisk basedrdquo criteria
Each aspect or impact should receive a score for the following factors
1) description of impact 2) likelihood of occurrence 3) likelihood of detection 4) severity of consequence or nuisance
Once a score is determined for all four criteria add them altogether to obtain a ldquosignificance ldquofactor The higher the score the more significant the environmental aspect
Determine the threshold of what score warrants a ldquohighrdquo significance value based on the nature of your organisationrsquos operations and the concerns of its stakeholders
Register of significant aspects
Document the aspects in a ldquoRegister of Significant Aspectsrdquo which should include a summary of the methodology used to determine the ldquosignificancerdquo values The Register should include at least the following
activity identified environmental aspect environmental impact
ldquosignificancerdquo value assigned
cross reference to the register of legislative requirements description of the effect criteria chosen
cross reference to applicable EMS procedures
Completion of the Register
Once the Register is complete work can begin in setting specific objectives and targets for each significant aspect identified
Important Ensure that the register of legislative requirements is complete (or at least that the applicable legislative requirements are identijled for each activiy and aspect) before determining the signijkance of the
organisationrsquos aspects and impacts
33
Assessment tool for determining significance of environmental aspects and impacts (see step 4 of the guide)
Description of Effect
Negligible or no impact No breach of legislation Emergency situations would cause a breach of policy or procedures
Rank Likelihood of
occurrence
0 None
~ Verysmall impact Immediate action possible Emergency situations would cause a breach of legislation Results in breach of own policy or procedures under abnormal conditions
I 1 Very low
Small impact Results in breach of legislation under abnormal conditions Results in breach of own policy or procedures under normal conditions
Moderate impact
Severe impact
Extensive impact
Activity has impact under normal operating conditions Results in breach of legislation under abnormal conditions No previous breach of legislation
Results in breach of legislation under abnormal conditions History of past breaches of legislation
Results in breach of legislation under normal operating conditions History of past breaches of legislation
2 Low
3 Moderate
4 High
5 Very high
Note Stakeholder concerns are not included in the description criteria Each organisation shouId tailor these criteria to take account of the concerns of stakeholder the public or interestedparties
34
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
Environmental PerjGonnance
IS0 14031 - Environmental Perfonnance Evaluation Explains how to identify suitable environmental indicators for measuring performance against policies objectives and targets
IS0 14032 - Technical report type 3 - Environmental Performance Evaluation - case studies illustrating the use of IS0 14031
Life CycZe Assessments
IS0 14040 - Life cycle assessment - principles and framework
IS014041 - Life Cycle Assessment - life cycle inventory analysis
IS014042 - Life Cycle Assessment - impact assessment
IS0 14043 - Life Cycle Assessment - interpretation
IS014049 - Technical report type 3 - life cycle assessment - examples of the application of IS0 14041
Terms Q Definitions
IS0 14050 - Environmental Management Vocabulary Summarises the terms and definitions used in the IS0 14000 series of standards
Sectors
IS014061 - Technical report type 3 - guidance to assist forestry organisations in the use of IS0 14001 and 14004
28
Annex B
EXAMPLE LEGISLATION SHEET
CATEGORY waste TYPE OF ACTIVITY Duty of Care
LEGISLATION Environmental Protection Act 1990 part 11 Environmental Protection (Duty of Care) Regulations 1991
DETAIL Persons concerned with controlled waste are under a DUTY OF CARE to 1) Prevent any other person committing the offence of depositing disposing or recovering controlled waste without a waste management licence or in a manner likely to cause harm to health or the environment 2) prevent the escape of waste 3) ensure that waste is transferred to an authorised person or to a person authorised to transport waste and 4) ensure the waste is accompanied by a written description (a TRANSFER NOTE) The note must include a description of the waste and details of the parties involved in the transfer It is not necessary if a consignment note is required Further information and a model transfer note can be found in ldquoWaste Management and the Duty of Care A Code of Practicerdquo Also DETRrsquos lsquoWaste Guide advice to Government Departmentsrsquo
PENALTY It is an offence to contravene the Duty of Care requirement Summary conviction - up to euro5000 Conviction on indictment - Unlimited fine Enforcement authority - Environment Agency has an interest in muring the Duty of Care is complied with Anyone may bring a prosecution
WHERE APPLICABLE Current Waste Carrier Licences must be obtained for all waste contractors eg hose that remove paper glass and cans for recycling general waste classified waste scrap metal waste citchen oil clinical waste Transfer notes to obtained for all of the above)
j MONTH REVIEW OF COMPLIANCE An audit of waste licences and transfer notes was carried out on 20598 All licences were found to be current - licence for Contractor X had expired on 31398 and a valid eplacement had been obtained from them Transfer notes had been issued on an individual basis for each ollection of paper for recycling scrap metal waste kitchen oil Annual transfer notes were current for Fenera1 waste classified waste and clinical waste Full compliance with legislation
ZOMPLETED BY REVIEWED BY (EMS team)
iame Name Jnit Date
)ate
29
Annex C
Methodology for determining significant aspects
Important This annex supports steps 5 and 6 of the guide and should be read in conjunction with it and not be used as a stand alone document Some terms such as ldquonormal operating conditions rsquorsquo are defined in the guide itsecf
This methodology was developed to help Government departments determine their significant aspects It supports the requirements of IS0 14001 and EMAS
The methodology is divided into
1) determining significant aspects and
2) maintaining a register of significant aspects
Nore IS0 14001 does not require an organisation to maintain a register of signijkant aspects But it helps to support the documentation of the EMS
Steps for determining significant aspects
Step I define activi9 product and services
Divide the Government Department or Unit into its organisational or management structure - if this has not already been done at the planning stage of the EMS
Identify activities products or services according to existing management structure or sections of the organisation Include in the list of activities operations of the section process unit or building identified
List the activities products and services
List all activities products and services including those initially identified as possibly not having much of an impact on the environment
Step 2 Identfy the environmental aspects associated with each activity prodirct or service
Note I S 0 14001 defines an environmental aspect as an element of an organisationrsquos activiv product or service which can have a beneficial or adverse impact on the environment
30
Inputs
Identify and list the environmental aspects for each activity in terms of inputs for example
energy use (electricity fuel renewable other) water consumption (mains grey other) use of fuels (petroleum diesel alternatives other) land use (natural habitats open space landscapes sensitive areas agriculture other) use of raw or secondary materials (chemicals oils aggregates metals plastic paper other) procured services from suppliers use of natural resources
outputs
Identify and list the environmental aspects for each activity in terms of its outputs for example
wastes and byproducts generated (handling storage and transportation) discharges to water courses sewers or drains (controlled or uncontrolled) impacts on land (contamination natural habitats open space agriculture sensitive areas) discharge of thermal energy generation of noise dust odour or vibration transport products (packaging transport use and disposal) impacts on natural resources and ecosystems including wildlife impacts on built environment visual impact public (influence education regulation enforcement other)
Important Identia both the Direct and Indirect (service) aspects for the organisation Direct aspects arise from every day operations such as water consumption Indirect aspects anie from the servicesprovided by the organisation such as regulatory inspections in the commercial sector
Step 3 IdentifL the associated environmental impact of the aspects
Note IS0 14001 defines an ldquoenvironmental impactrdquo as the change which takesplace in the environment as a result of the aspect
Identify the associated environmental impacts for each aspect of the activity Environmental impacts are the actual or potential change to the environment as a result of the aspect and can be local regional or global in scale For example
31
injury to wildlife destruction of natural habitat conservation of energy waste minimisation
contamination of soil or water release of carbon dioxide to the atmosphere
reduction in vehicle emissions and other pollutants
Notes 1 The Swedish approach on EMSs in Government cover (1) direct) of internal activities (eg conserving water and energy) direct impacts of external activities (eg road construction and defence) and indirect impacts of external activities (eg regulations permits funding system)
2 Canada s system of sustainable development encompasses policies programmes and operations with federal departments working to merge instruments such as Environmental Impact Assessments with EMSs
Table showing examples of activities products and services with their associated aspects and environmental impacts
Activity Product or Service
Activity River maintenance activities
~- Product Annual Environmental Report
Service Regulating Major Industries
Environmental Aspect
Potential for accidental pollution incident
Use of paper
Environmental improvement
Associated Environmental Impact
Deoxygenating of watercourse oil spills contaminating water silt discolouring watercourse fish kill
Misuses of natural resources Destruction of habitats Pollution from production processes
Reduction in emissions reduction in pollution
conserving resources reduction in waste
incidents
Important Environmental aspects can be positive or negative Actual andpotential future aspects must be evaluated
32
Step 4 Determine the significance of the environmental impacts
Use the scoring system in the assessment tool (at the end of this Annex) to calculate the significance of each aspect or impact identified The tool is based on ldquodescriptiverdquo as well as ldquorisk basedrdquo criteria
Each aspect or impact should receive a score for the following factors
1) description of impact 2) likelihood of occurrence 3) likelihood of detection 4) severity of consequence or nuisance
Once a score is determined for all four criteria add them altogether to obtain a ldquosignificance ldquofactor The higher the score the more significant the environmental aspect
Determine the threshold of what score warrants a ldquohighrdquo significance value based on the nature of your organisationrsquos operations and the concerns of its stakeholders
Register of significant aspects
Document the aspects in a ldquoRegister of Significant Aspectsrdquo which should include a summary of the methodology used to determine the ldquosignificancerdquo values The Register should include at least the following
activity identified environmental aspect environmental impact
ldquosignificancerdquo value assigned
cross reference to the register of legislative requirements description of the effect criteria chosen
cross reference to applicable EMS procedures
Completion of the Register
Once the Register is complete work can begin in setting specific objectives and targets for each significant aspect identified
Important Ensure that the register of legislative requirements is complete (or at least that the applicable legislative requirements are identijled for each activiy and aspect) before determining the signijkance of the
organisationrsquos aspects and impacts
33
Assessment tool for determining significance of environmental aspects and impacts (see step 4 of the guide)
Description of Effect
Negligible or no impact No breach of legislation Emergency situations would cause a breach of policy or procedures
Rank Likelihood of
occurrence
0 None
~ Verysmall impact Immediate action possible Emergency situations would cause a breach of legislation Results in breach of own policy or procedures under abnormal conditions
I 1 Very low
Small impact Results in breach of legislation under abnormal conditions Results in breach of own policy or procedures under normal conditions
Moderate impact
Severe impact
Extensive impact
Activity has impact under normal operating conditions Results in breach of legislation under abnormal conditions No previous breach of legislation
Results in breach of legislation under abnormal conditions History of past breaches of legislation
Results in breach of legislation under normal operating conditions History of past breaches of legislation
2 Low
3 Moderate
4 High
5 Very high
Note Stakeholder concerns are not included in the description criteria Each organisation shouId tailor these criteria to take account of the concerns of stakeholder the public or interestedparties
34
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
Annex B
EXAMPLE LEGISLATION SHEET
CATEGORY waste TYPE OF ACTIVITY Duty of Care
LEGISLATION Environmental Protection Act 1990 part 11 Environmental Protection (Duty of Care) Regulations 1991
DETAIL Persons concerned with controlled waste are under a DUTY OF CARE to 1) Prevent any other person committing the offence of depositing disposing or recovering controlled waste without a waste management licence or in a manner likely to cause harm to health or the environment 2) prevent the escape of waste 3) ensure that waste is transferred to an authorised person or to a person authorised to transport waste and 4) ensure the waste is accompanied by a written description (a TRANSFER NOTE) The note must include a description of the waste and details of the parties involved in the transfer It is not necessary if a consignment note is required Further information and a model transfer note can be found in ldquoWaste Management and the Duty of Care A Code of Practicerdquo Also DETRrsquos lsquoWaste Guide advice to Government Departmentsrsquo
PENALTY It is an offence to contravene the Duty of Care requirement Summary conviction - up to euro5000 Conviction on indictment - Unlimited fine Enforcement authority - Environment Agency has an interest in muring the Duty of Care is complied with Anyone may bring a prosecution
WHERE APPLICABLE Current Waste Carrier Licences must be obtained for all waste contractors eg hose that remove paper glass and cans for recycling general waste classified waste scrap metal waste citchen oil clinical waste Transfer notes to obtained for all of the above)
j MONTH REVIEW OF COMPLIANCE An audit of waste licences and transfer notes was carried out on 20598 All licences were found to be current - licence for Contractor X had expired on 31398 and a valid eplacement had been obtained from them Transfer notes had been issued on an individual basis for each ollection of paper for recycling scrap metal waste kitchen oil Annual transfer notes were current for Fenera1 waste classified waste and clinical waste Full compliance with legislation
ZOMPLETED BY REVIEWED BY (EMS team)
iame Name Jnit Date
)ate
29
Annex C
Methodology for determining significant aspects
Important This annex supports steps 5 and 6 of the guide and should be read in conjunction with it and not be used as a stand alone document Some terms such as ldquonormal operating conditions rsquorsquo are defined in the guide itsecf
This methodology was developed to help Government departments determine their significant aspects It supports the requirements of IS0 14001 and EMAS
The methodology is divided into
1) determining significant aspects and
2) maintaining a register of significant aspects
Nore IS0 14001 does not require an organisation to maintain a register of signijkant aspects But it helps to support the documentation of the EMS
Steps for determining significant aspects
Step I define activi9 product and services
Divide the Government Department or Unit into its organisational or management structure - if this has not already been done at the planning stage of the EMS
Identify activities products or services according to existing management structure or sections of the organisation Include in the list of activities operations of the section process unit or building identified
List the activities products and services
List all activities products and services including those initially identified as possibly not having much of an impact on the environment
Step 2 Identfy the environmental aspects associated with each activity prodirct or service
Note I S 0 14001 defines an environmental aspect as an element of an organisationrsquos activiv product or service which can have a beneficial or adverse impact on the environment
30
Inputs
Identify and list the environmental aspects for each activity in terms of inputs for example
energy use (electricity fuel renewable other) water consumption (mains grey other) use of fuels (petroleum diesel alternatives other) land use (natural habitats open space landscapes sensitive areas agriculture other) use of raw or secondary materials (chemicals oils aggregates metals plastic paper other) procured services from suppliers use of natural resources
outputs
Identify and list the environmental aspects for each activity in terms of its outputs for example
wastes and byproducts generated (handling storage and transportation) discharges to water courses sewers or drains (controlled or uncontrolled) impacts on land (contamination natural habitats open space agriculture sensitive areas) discharge of thermal energy generation of noise dust odour or vibration transport products (packaging transport use and disposal) impacts on natural resources and ecosystems including wildlife impacts on built environment visual impact public (influence education regulation enforcement other)
Important Identia both the Direct and Indirect (service) aspects for the organisation Direct aspects arise from every day operations such as water consumption Indirect aspects anie from the servicesprovided by the organisation such as regulatory inspections in the commercial sector
Step 3 IdentifL the associated environmental impact of the aspects
Note IS0 14001 defines an ldquoenvironmental impactrdquo as the change which takesplace in the environment as a result of the aspect
Identify the associated environmental impacts for each aspect of the activity Environmental impacts are the actual or potential change to the environment as a result of the aspect and can be local regional or global in scale For example
31
injury to wildlife destruction of natural habitat conservation of energy waste minimisation
contamination of soil or water release of carbon dioxide to the atmosphere
reduction in vehicle emissions and other pollutants
Notes 1 The Swedish approach on EMSs in Government cover (1) direct) of internal activities (eg conserving water and energy) direct impacts of external activities (eg road construction and defence) and indirect impacts of external activities (eg regulations permits funding system)
2 Canada s system of sustainable development encompasses policies programmes and operations with federal departments working to merge instruments such as Environmental Impact Assessments with EMSs
Table showing examples of activities products and services with their associated aspects and environmental impacts
Activity Product or Service
Activity River maintenance activities
~- Product Annual Environmental Report
Service Regulating Major Industries
Environmental Aspect
Potential for accidental pollution incident
Use of paper
Environmental improvement
Associated Environmental Impact
Deoxygenating of watercourse oil spills contaminating water silt discolouring watercourse fish kill
Misuses of natural resources Destruction of habitats Pollution from production processes
Reduction in emissions reduction in pollution
conserving resources reduction in waste
incidents
Important Environmental aspects can be positive or negative Actual andpotential future aspects must be evaluated
32
Step 4 Determine the significance of the environmental impacts
Use the scoring system in the assessment tool (at the end of this Annex) to calculate the significance of each aspect or impact identified The tool is based on ldquodescriptiverdquo as well as ldquorisk basedrdquo criteria
Each aspect or impact should receive a score for the following factors
1) description of impact 2) likelihood of occurrence 3) likelihood of detection 4) severity of consequence or nuisance
Once a score is determined for all four criteria add them altogether to obtain a ldquosignificance ldquofactor The higher the score the more significant the environmental aspect
Determine the threshold of what score warrants a ldquohighrdquo significance value based on the nature of your organisationrsquos operations and the concerns of its stakeholders
Register of significant aspects
Document the aspects in a ldquoRegister of Significant Aspectsrdquo which should include a summary of the methodology used to determine the ldquosignificancerdquo values The Register should include at least the following
activity identified environmental aspect environmental impact
ldquosignificancerdquo value assigned
cross reference to the register of legislative requirements description of the effect criteria chosen
cross reference to applicable EMS procedures
Completion of the Register
Once the Register is complete work can begin in setting specific objectives and targets for each significant aspect identified
Important Ensure that the register of legislative requirements is complete (or at least that the applicable legislative requirements are identijled for each activiy and aspect) before determining the signijkance of the
organisationrsquos aspects and impacts
33
Assessment tool for determining significance of environmental aspects and impacts (see step 4 of the guide)
Description of Effect
Negligible or no impact No breach of legislation Emergency situations would cause a breach of policy or procedures
Rank Likelihood of
occurrence
0 None
~ Verysmall impact Immediate action possible Emergency situations would cause a breach of legislation Results in breach of own policy or procedures under abnormal conditions
I 1 Very low
Small impact Results in breach of legislation under abnormal conditions Results in breach of own policy or procedures under normal conditions
Moderate impact
Severe impact
Extensive impact
Activity has impact under normal operating conditions Results in breach of legislation under abnormal conditions No previous breach of legislation
Results in breach of legislation under abnormal conditions History of past breaches of legislation
Results in breach of legislation under normal operating conditions History of past breaches of legislation
2 Low
3 Moderate
4 High
5 Very high
Note Stakeholder concerns are not included in the description criteria Each organisation shouId tailor these criteria to take account of the concerns of stakeholder the public or interestedparties
34
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
Annex C
Methodology for determining significant aspects
Important This annex supports steps 5 and 6 of the guide and should be read in conjunction with it and not be used as a stand alone document Some terms such as ldquonormal operating conditions rsquorsquo are defined in the guide itsecf
This methodology was developed to help Government departments determine their significant aspects It supports the requirements of IS0 14001 and EMAS
The methodology is divided into
1) determining significant aspects and
2) maintaining a register of significant aspects
Nore IS0 14001 does not require an organisation to maintain a register of signijkant aspects But it helps to support the documentation of the EMS
Steps for determining significant aspects
Step I define activi9 product and services
Divide the Government Department or Unit into its organisational or management structure - if this has not already been done at the planning stage of the EMS
Identify activities products or services according to existing management structure or sections of the organisation Include in the list of activities operations of the section process unit or building identified
List the activities products and services
List all activities products and services including those initially identified as possibly not having much of an impact on the environment
Step 2 Identfy the environmental aspects associated with each activity prodirct or service
Note I S 0 14001 defines an environmental aspect as an element of an organisationrsquos activiv product or service which can have a beneficial or adverse impact on the environment
30
Inputs
Identify and list the environmental aspects for each activity in terms of inputs for example
energy use (electricity fuel renewable other) water consumption (mains grey other) use of fuels (petroleum diesel alternatives other) land use (natural habitats open space landscapes sensitive areas agriculture other) use of raw or secondary materials (chemicals oils aggregates metals plastic paper other) procured services from suppliers use of natural resources
outputs
Identify and list the environmental aspects for each activity in terms of its outputs for example
wastes and byproducts generated (handling storage and transportation) discharges to water courses sewers or drains (controlled or uncontrolled) impacts on land (contamination natural habitats open space agriculture sensitive areas) discharge of thermal energy generation of noise dust odour or vibration transport products (packaging transport use and disposal) impacts on natural resources and ecosystems including wildlife impacts on built environment visual impact public (influence education regulation enforcement other)
Important Identia both the Direct and Indirect (service) aspects for the organisation Direct aspects arise from every day operations such as water consumption Indirect aspects anie from the servicesprovided by the organisation such as regulatory inspections in the commercial sector
Step 3 IdentifL the associated environmental impact of the aspects
Note IS0 14001 defines an ldquoenvironmental impactrdquo as the change which takesplace in the environment as a result of the aspect
Identify the associated environmental impacts for each aspect of the activity Environmental impacts are the actual or potential change to the environment as a result of the aspect and can be local regional or global in scale For example
31
injury to wildlife destruction of natural habitat conservation of energy waste minimisation
contamination of soil or water release of carbon dioxide to the atmosphere
reduction in vehicle emissions and other pollutants
Notes 1 The Swedish approach on EMSs in Government cover (1) direct) of internal activities (eg conserving water and energy) direct impacts of external activities (eg road construction and defence) and indirect impacts of external activities (eg regulations permits funding system)
2 Canada s system of sustainable development encompasses policies programmes and operations with federal departments working to merge instruments such as Environmental Impact Assessments with EMSs
Table showing examples of activities products and services with their associated aspects and environmental impacts
Activity Product or Service
Activity River maintenance activities
~- Product Annual Environmental Report
Service Regulating Major Industries
Environmental Aspect
Potential for accidental pollution incident
Use of paper
Environmental improvement
Associated Environmental Impact
Deoxygenating of watercourse oil spills contaminating water silt discolouring watercourse fish kill
Misuses of natural resources Destruction of habitats Pollution from production processes
Reduction in emissions reduction in pollution
conserving resources reduction in waste
incidents
Important Environmental aspects can be positive or negative Actual andpotential future aspects must be evaluated
32
Step 4 Determine the significance of the environmental impacts
Use the scoring system in the assessment tool (at the end of this Annex) to calculate the significance of each aspect or impact identified The tool is based on ldquodescriptiverdquo as well as ldquorisk basedrdquo criteria
Each aspect or impact should receive a score for the following factors
1) description of impact 2) likelihood of occurrence 3) likelihood of detection 4) severity of consequence or nuisance
Once a score is determined for all four criteria add them altogether to obtain a ldquosignificance ldquofactor The higher the score the more significant the environmental aspect
Determine the threshold of what score warrants a ldquohighrdquo significance value based on the nature of your organisationrsquos operations and the concerns of its stakeholders
Register of significant aspects
Document the aspects in a ldquoRegister of Significant Aspectsrdquo which should include a summary of the methodology used to determine the ldquosignificancerdquo values The Register should include at least the following
activity identified environmental aspect environmental impact
ldquosignificancerdquo value assigned
cross reference to the register of legislative requirements description of the effect criteria chosen
cross reference to applicable EMS procedures
Completion of the Register
Once the Register is complete work can begin in setting specific objectives and targets for each significant aspect identified
Important Ensure that the register of legislative requirements is complete (or at least that the applicable legislative requirements are identijled for each activiy and aspect) before determining the signijkance of the
organisationrsquos aspects and impacts
33
Assessment tool for determining significance of environmental aspects and impacts (see step 4 of the guide)
Description of Effect
Negligible or no impact No breach of legislation Emergency situations would cause a breach of policy or procedures
Rank Likelihood of
occurrence
0 None
~ Verysmall impact Immediate action possible Emergency situations would cause a breach of legislation Results in breach of own policy or procedures under abnormal conditions
I 1 Very low
Small impact Results in breach of legislation under abnormal conditions Results in breach of own policy or procedures under normal conditions
Moderate impact
Severe impact
Extensive impact
Activity has impact under normal operating conditions Results in breach of legislation under abnormal conditions No previous breach of legislation
Results in breach of legislation under abnormal conditions History of past breaches of legislation
Results in breach of legislation under normal operating conditions History of past breaches of legislation
2 Low
3 Moderate
4 High
5 Very high
Note Stakeholder concerns are not included in the description criteria Each organisation shouId tailor these criteria to take account of the concerns of stakeholder the public or interestedparties
34
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
Inputs
Identify and list the environmental aspects for each activity in terms of inputs for example
energy use (electricity fuel renewable other) water consumption (mains grey other) use of fuels (petroleum diesel alternatives other) land use (natural habitats open space landscapes sensitive areas agriculture other) use of raw or secondary materials (chemicals oils aggregates metals plastic paper other) procured services from suppliers use of natural resources
outputs
Identify and list the environmental aspects for each activity in terms of its outputs for example
wastes and byproducts generated (handling storage and transportation) discharges to water courses sewers or drains (controlled or uncontrolled) impacts on land (contamination natural habitats open space agriculture sensitive areas) discharge of thermal energy generation of noise dust odour or vibration transport products (packaging transport use and disposal) impacts on natural resources and ecosystems including wildlife impacts on built environment visual impact public (influence education regulation enforcement other)
Important Identia both the Direct and Indirect (service) aspects for the organisation Direct aspects arise from every day operations such as water consumption Indirect aspects anie from the servicesprovided by the organisation such as regulatory inspections in the commercial sector
Step 3 IdentifL the associated environmental impact of the aspects
Note IS0 14001 defines an ldquoenvironmental impactrdquo as the change which takesplace in the environment as a result of the aspect
Identify the associated environmental impacts for each aspect of the activity Environmental impacts are the actual or potential change to the environment as a result of the aspect and can be local regional or global in scale For example
31
injury to wildlife destruction of natural habitat conservation of energy waste minimisation
contamination of soil or water release of carbon dioxide to the atmosphere
reduction in vehicle emissions and other pollutants
Notes 1 The Swedish approach on EMSs in Government cover (1) direct) of internal activities (eg conserving water and energy) direct impacts of external activities (eg road construction and defence) and indirect impacts of external activities (eg regulations permits funding system)
2 Canada s system of sustainable development encompasses policies programmes and operations with federal departments working to merge instruments such as Environmental Impact Assessments with EMSs
Table showing examples of activities products and services with their associated aspects and environmental impacts
Activity Product or Service
Activity River maintenance activities
~- Product Annual Environmental Report
Service Regulating Major Industries
Environmental Aspect
Potential for accidental pollution incident
Use of paper
Environmental improvement
Associated Environmental Impact
Deoxygenating of watercourse oil spills contaminating water silt discolouring watercourse fish kill
Misuses of natural resources Destruction of habitats Pollution from production processes
Reduction in emissions reduction in pollution
conserving resources reduction in waste
incidents
Important Environmental aspects can be positive or negative Actual andpotential future aspects must be evaluated
32
Step 4 Determine the significance of the environmental impacts
Use the scoring system in the assessment tool (at the end of this Annex) to calculate the significance of each aspect or impact identified The tool is based on ldquodescriptiverdquo as well as ldquorisk basedrdquo criteria
Each aspect or impact should receive a score for the following factors
1) description of impact 2) likelihood of occurrence 3) likelihood of detection 4) severity of consequence or nuisance
Once a score is determined for all four criteria add them altogether to obtain a ldquosignificance ldquofactor The higher the score the more significant the environmental aspect
Determine the threshold of what score warrants a ldquohighrdquo significance value based on the nature of your organisationrsquos operations and the concerns of its stakeholders
Register of significant aspects
Document the aspects in a ldquoRegister of Significant Aspectsrdquo which should include a summary of the methodology used to determine the ldquosignificancerdquo values The Register should include at least the following
activity identified environmental aspect environmental impact
ldquosignificancerdquo value assigned
cross reference to the register of legislative requirements description of the effect criteria chosen
cross reference to applicable EMS procedures
Completion of the Register
Once the Register is complete work can begin in setting specific objectives and targets for each significant aspect identified
Important Ensure that the register of legislative requirements is complete (or at least that the applicable legislative requirements are identijled for each activiy and aspect) before determining the signijkance of the
organisationrsquos aspects and impacts
33
Assessment tool for determining significance of environmental aspects and impacts (see step 4 of the guide)
Description of Effect
Negligible or no impact No breach of legislation Emergency situations would cause a breach of policy or procedures
Rank Likelihood of
occurrence
0 None
~ Verysmall impact Immediate action possible Emergency situations would cause a breach of legislation Results in breach of own policy or procedures under abnormal conditions
I 1 Very low
Small impact Results in breach of legislation under abnormal conditions Results in breach of own policy or procedures under normal conditions
Moderate impact
Severe impact
Extensive impact
Activity has impact under normal operating conditions Results in breach of legislation under abnormal conditions No previous breach of legislation
Results in breach of legislation under abnormal conditions History of past breaches of legislation
Results in breach of legislation under normal operating conditions History of past breaches of legislation
2 Low
3 Moderate
4 High
5 Very high
Note Stakeholder concerns are not included in the description criteria Each organisation shouId tailor these criteria to take account of the concerns of stakeholder the public or interestedparties
34
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
injury to wildlife destruction of natural habitat conservation of energy waste minimisation
contamination of soil or water release of carbon dioxide to the atmosphere
reduction in vehicle emissions and other pollutants
Notes 1 The Swedish approach on EMSs in Government cover (1) direct) of internal activities (eg conserving water and energy) direct impacts of external activities (eg road construction and defence) and indirect impacts of external activities (eg regulations permits funding system)
2 Canada s system of sustainable development encompasses policies programmes and operations with federal departments working to merge instruments such as Environmental Impact Assessments with EMSs
Table showing examples of activities products and services with their associated aspects and environmental impacts
Activity Product or Service
Activity River maintenance activities
~- Product Annual Environmental Report
Service Regulating Major Industries
Environmental Aspect
Potential for accidental pollution incident
Use of paper
Environmental improvement
Associated Environmental Impact
Deoxygenating of watercourse oil spills contaminating water silt discolouring watercourse fish kill
Misuses of natural resources Destruction of habitats Pollution from production processes
Reduction in emissions reduction in pollution
conserving resources reduction in waste
incidents
Important Environmental aspects can be positive or negative Actual andpotential future aspects must be evaluated
32
Step 4 Determine the significance of the environmental impacts
Use the scoring system in the assessment tool (at the end of this Annex) to calculate the significance of each aspect or impact identified The tool is based on ldquodescriptiverdquo as well as ldquorisk basedrdquo criteria
Each aspect or impact should receive a score for the following factors
1) description of impact 2) likelihood of occurrence 3) likelihood of detection 4) severity of consequence or nuisance
Once a score is determined for all four criteria add them altogether to obtain a ldquosignificance ldquofactor The higher the score the more significant the environmental aspect
Determine the threshold of what score warrants a ldquohighrdquo significance value based on the nature of your organisationrsquos operations and the concerns of its stakeholders
Register of significant aspects
Document the aspects in a ldquoRegister of Significant Aspectsrdquo which should include a summary of the methodology used to determine the ldquosignificancerdquo values The Register should include at least the following
activity identified environmental aspect environmental impact
ldquosignificancerdquo value assigned
cross reference to the register of legislative requirements description of the effect criteria chosen
cross reference to applicable EMS procedures
Completion of the Register
Once the Register is complete work can begin in setting specific objectives and targets for each significant aspect identified
Important Ensure that the register of legislative requirements is complete (or at least that the applicable legislative requirements are identijled for each activiy and aspect) before determining the signijkance of the
organisationrsquos aspects and impacts
33
Assessment tool for determining significance of environmental aspects and impacts (see step 4 of the guide)
Description of Effect
Negligible or no impact No breach of legislation Emergency situations would cause a breach of policy or procedures
Rank Likelihood of
occurrence
0 None
~ Verysmall impact Immediate action possible Emergency situations would cause a breach of legislation Results in breach of own policy or procedures under abnormal conditions
I 1 Very low
Small impact Results in breach of legislation under abnormal conditions Results in breach of own policy or procedures under normal conditions
Moderate impact
Severe impact
Extensive impact
Activity has impact under normal operating conditions Results in breach of legislation under abnormal conditions No previous breach of legislation
Results in breach of legislation under abnormal conditions History of past breaches of legislation
Results in breach of legislation under normal operating conditions History of past breaches of legislation
2 Low
3 Moderate
4 High
5 Very high
Note Stakeholder concerns are not included in the description criteria Each organisation shouId tailor these criteria to take account of the concerns of stakeholder the public or interestedparties
34
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
Step 4 Determine the significance of the environmental impacts
Use the scoring system in the assessment tool (at the end of this Annex) to calculate the significance of each aspect or impact identified The tool is based on ldquodescriptiverdquo as well as ldquorisk basedrdquo criteria
Each aspect or impact should receive a score for the following factors
1) description of impact 2) likelihood of occurrence 3) likelihood of detection 4) severity of consequence or nuisance
Once a score is determined for all four criteria add them altogether to obtain a ldquosignificance ldquofactor The higher the score the more significant the environmental aspect
Determine the threshold of what score warrants a ldquohighrdquo significance value based on the nature of your organisationrsquos operations and the concerns of its stakeholders
Register of significant aspects
Document the aspects in a ldquoRegister of Significant Aspectsrdquo which should include a summary of the methodology used to determine the ldquosignificancerdquo values The Register should include at least the following
activity identified environmental aspect environmental impact
ldquosignificancerdquo value assigned
cross reference to the register of legislative requirements description of the effect criteria chosen
cross reference to applicable EMS procedures
Completion of the Register
Once the Register is complete work can begin in setting specific objectives and targets for each significant aspect identified
Important Ensure that the register of legislative requirements is complete (or at least that the applicable legislative requirements are identijled for each activiy and aspect) before determining the signijkance of the
organisationrsquos aspects and impacts
33
Assessment tool for determining significance of environmental aspects and impacts (see step 4 of the guide)
Description of Effect
Negligible or no impact No breach of legislation Emergency situations would cause a breach of policy or procedures
Rank Likelihood of
occurrence
0 None
~ Verysmall impact Immediate action possible Emergency situations would cause a breach of legislation Results in breach of own policy or procedures under abnormal conditions
I 1 Very low
Small impact Results in breach of legislation under abnormal conditions Results in breach of own policy or procedures under normal conditions
Moderate impact
Severe impact
Extensive impact
Activity has impact under normal operating conditions Results in breach of legislation under abnormal conditions No previous breach of legislation
Results in breach of legislation under abnormal conditions History of past breaches of legislation
Results in breach of legislation under normal operating conditions History of past breaches of legislation
2 Low
3 Moderate
4 High
5 Very high
Note Stakeholder concerns are not included in the description criteria Each organisation shouId tailor these criteria to take account of the concerns of stakeholder the public or interestedparties
34
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
Assessment tool for determining significance of environmental aspects and impacts (see step 4 of the guide)
Description of Effect
Negligible or no impact No breach of legislation Emergency situations would cause a breach of policy or procedures
Rank Likelihood of
occurrence
0 None
~ Verysmall impact Immediate action possible Emergency situations would cause a breach of legislation Results in breach of own policy or procedures under abnormal conditions
I 1 Very low
Small impact Results in breach of legislation under abnormal conditions Results in breach of own policy or procedures under normal conditions
Moderate impact
Severe impact
Extensive impact
Activity has impact under normal operating conditions Results in breach of legislation under abnormal conditions No previous breach of legislation
Results in breach of legislation under abnormal conditions History of past breaches of legislation
Results in breach of legislation under normal operating conditions History of past breaches of legislation
2 Low
3 Moderate
4 High
5 Very high
Note Stakeholder concerns are not included in the description criteria Each organisation shouId tailor these criteria to take account of the concerns of stakeholder the public or interestedparties
34
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
Annex D
Objectives
Objectives are the broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable
There are three broad categories of objectives
(1) Monitoring and researching
These are set where the management of a significant impact could be potentially improved but where this is not currently possible because of financial technological or other resource restraints Such objectives state a commitment to monitor or research specific issues likely to bring about a change in circumstances eg keep abreast in developments in vehicles for low emissions
(2) Continuing effective management
These are appropriate where an impact is already being successfully managed or where improved performance is not currently feasible Objective needs to ensure that all controls relating to a specific impact are systematically applied eg by ensuring that all people undergo ongoing training so that they understand their specific roles in the EMS
(3) Improvement
These apply to areas where the organisation is required or has decided to improve its management of one or more impacts Necessary to demonstrate continual improvement eg organisation will reduce its energy consumption by 20 over ten years to 3132000
35
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
Annex E
The Essence of Successful Environmental Management
n + m l Environmel llcll Understanding
impacts 1 literacy Senior
nanagement leadership
I nteg ration with
nanagement system Honest Measurable
corn m u n ications benefits
36
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
ORGANISATIONS
The British Standards Institution (BSI) 389 Chiswick High Road London W4 4AL Tel 0181 996 7111
Estates Green Forum - Greencode Healthcare Engineering amp Environment Unit Room 851 Graham Hills Building 50 George Street Glasgow G1 1QE Ian McLukie and Eddie MacLaughlin Tel 0141 548 3447
European Committee of Standardisation (CEN) Central Secretariat Rue de Stassart 36 B-1050 Brussels Belgium Tel 00 32 3 55 0819
Institute of Environmental Assessment (IEA) Welton House Limekiln Way Lincoln LN2 4US Tel 01522 540069
Institute of Environmental Management 63 Northumberland Street Edinburgh EH3 654 Mrs Anne-Caroline Peckham Tel 0131 558 8810
The United Kingdom Accreditation Service (UKAS) Queens Road Teddington MIddlesex TWl 1 ONA Tel 0181 943 6494
Annex F
The UK National standards-making body
Greencode is a software package to assist in implementing EMS designed by Scotlandrsquos and Northem Irelandrsquos health trusts in conjunction with Strathclyde University
The European standards-making body made up of national standards bodies BSI is the UK representative
Competent Body which administers EU Eco- Management and Audit Scheme (EMAS)
Provides professional qualifications in this field
Holds list of certification bodies
37
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
Annex G
Glossary
Certification Certification for compliance with IS0 14001 is carried out by external certifiers who are formally accredited under a scheme run by UK Accreditation Services (UKAS) Certification allows companies to demonstrate their commitment to environmental protection
Continual improvement The process of enhancing the EMS to achieve improvements in an organisationrsquos environmental performance in line its environmental policy statement and improvement programme
Environment The surroundings (or external) conditions in which an organisation operates including air water land natural resources flora fauna humans and their interrelation
Environmental aspects The activities products or services that an organisation can control and therefore able to exert an influence to reduce their environmental impacts IS0 14001 defines a significant environmental aspect as that which ldquohas or can have a significant environmental impactrdquo - see environmental impacts below Environmental aspects include emissions to air discharges to water solid and other wastes use of energy water wood and other natural resources
Environmental management manual
The manual should describe the overall EMS and explain the procedures for implementing the organisationrsquos environmental management programme
Environmental management audit
The systematic process of evaluating whether the EMS conforms to the audit criteria set by the organisation to meet the requirements of IS0 14001 The results of the audit should be communicated to senior management
Environmental audits (internal)
A management tool to assess the effectiveness of an organisationrsquos objectives policies services structures and procedures There are two principle types (1) apolicy impacCassessment to review the policies practices and services and (2) a management audir to review the procedures and structures by which environmental policies are managed eg departmental and corporate structures environmental information systems decision making processes people training monitoring and review mechanisms
Environmental impacts The preliminary review will identify the environmental aspects and their source - see above The next stage is to identify the organisationrsquos activities products and which directly or indirectly have an adverse or beneficial impact on the environment - see also
38
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
Annex C Examples include carbon dioxide and hexafluorides which contribute to global warming CFCs and HCFCs which deplete the ozone layer consumption of water which can deplete water tables and result in streams drying up
Environmental impacts evaluation
A documented evaluation of the environmental significance of the environmental impacts of an organisationrsquos activities products and services (both existing and planned)
Environmental management
The management functions (including planning) that develop implement and maintain an organisationrsquos environmental policies
The structure responsibilities practices procedures processes and resources which enables an organisation to continuously improve its environmental performance
Environmental management system (EMS)
Environmental performance
A measure of an organisationrsquos achievements in protecting the environment by reducing the environmental impacts of its activities eg by reducing vehicles emissions by using more efficient vehicles and cleaner fuels When environmental performance fails to meet specified requirements the occurrences which caused this are referred to as non-compliancies
Environmental policy A publicly available document committing the organisation to an understanding of its environmental impacts and achieving continuing improvement through setting objectives and targets
Environmental statement A written statement of an organisationrsquos clear intention to achieve continuous improvement in environmental performance When verified by an accredited third party acts as a main criterion of the EMAS regulation
Interested parties (or stakeholders)
Those with an interest in the environmental impacts of the organisation Includes for Government departments employees regulators public Environmental NGOs Ministers MPs (eg the Parliamentary Environmental Audit Committee) EU and OECD
Management Representative
The employee nominated by management to initiate monitor control and take responsibility for the initiatives necessary to improve an organisationrsquos environmental performance The person appointed needs some knowledge of environmental issues to be able to perform his or her duties effectively
Management programme A description of the means and timescales for achieving environmental objectives and targets
39
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
Management review The formal evaluation by management of the status and adequacy of the organisationrsquos environmental policy systems and procedures in implementing its environmental policies complying with regulations and adapting to changing circumstances
Objectives
Organisation
Policy
The broad goals arising from the environmental policy and evaluation of environmental impacts which an organisation sets itself to achieve and which are quantified wherever practicable -see also Annex D
Any organised body or establishment eg Government Department Agency or NDPB For bodies or establishments with more than one site a single site may be defined as an organisation
A public statement of an organisationrsquos principles aims and objectives for reducing the impact of its activities on the environment
Prevention of pollution Use of processes practices materials or products that avoid reduce or control pollution eg conserving energy and water recycling minimising waste etc
Procedures These can be formal and informal written and unwritten (Le an accepted working practice) and should be integrated into existing systems whenever possible They should be understandable actionable auditable and mandatory and describe
e responsibility - who will take action action - what action will be taken recording - how and where the action will be recorded
Register of environmental impacts services of an organisation
A list of significant impacts related to the activities products and
Responsible individual Individuals identified by the Management Representative as having responsibility for a particular environmental impact objective target programme procedure or work instruction
Targets Detailed performance requirements (quantified wherever practicable) applicable to the whole or parts of the organisation Targets arise from the organisationrsquos environmental aims and objectives They need to be set and met for i t to achieve its objectives
40
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
Annex H
Fur the r Information
A Guide to the Eco-Management and Audit Scheme for UK Local Government DETR MAFF and LGMB HMSO ISBN 0 11 752719 X
ldquoEnvironmental Management Systems - a guide for the Higher Education Sectionrdquo John Bamwise Director of Quality of Life Consultancy DETR and Forum for the Future
Environmental Management Systems in Foundries Environmental Technology Best Practice Programme (GG43) Jeff Dowson Norman Gledhill John Maynard and Ruth Hillary
Implementation of IS0 14001 Environmental Management Systems - specification with guidance for use (BS EN IS0 14001 1996) BSI 389 Chiswick High Road London W4 4AL
Improving Environmental Performance a guide to a proven and effective approach Sara Bragg Phillippa Knapp and Ronald McLean Arthur D Little Technical Communications (Publishing) Ltd Tel 01462 679987
IS0 14001 and Beyond Christopher Sheldon Greenleaf Publishing ISBN 1-874719-01-2
Software to set up and maintain an EMS
There are several software packages on the market including Greencode designed by Scotlandrsquos and Northern Irelandrsquo health trusts in conjunction with Strathclyde University
Web Sites
Department of the Environment Transport and the Regionrsquos web site for greening government httpw ww en vironment detrgo v uWgreen inglgghom e h tm
Canada Greening Govemment httpwwwdoecdgogindexhtml
Canada Environmental Assessment Agency httpwwwceaagcca
British Standards Institute httpwww bsi org uk
Environmental Management in the Financial sector
Institute of Environmental Management httpwwwiemorguk
OECD Green Government httpwwwoecdorgenv
USA Federal Facilities Environmental Leadership Exchange htfpwwwepagovoecafedfacff2exhtml
httpwwwunepcheco
41
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42
Contact
Roger D Hinds Greening Government Operations Team
Energy Environment and Waste Directorate Department of the Environment Transport and the Regions
Zone 7H12 Ashdown House 123 Victoria Street London SWlE 6DE
Tel 0171 890 6676 GTN 3533 6676
Acknowledgements
DETRrsquos Energy Environment and Waste Management Directorate acknowledges the help received from within the Department and from other
Government bodies in compiling this guide especially
Deborah Harrity of the Environment Agency John Cole of HM Customs amp Excise
Geoff Smith of the Department of Trade and Industry Howard Steele of the Scottish Office
Greg Marshall of the Ministry of Defence Charlotte Dicks of DETRrsquos Working Environment Division
Nick Wright of DETRrsquos Energy and Environment Best Practice Division Charles Cox of DETRrsquos Environment Business and Consumers Division
DTIDETRrsquos Environmental Technology Best practice Programme Forum for the Future
This document is printed on recycledpaper comprising at least 80post-consumer waste The cover comprises 90 post-consumer waste and 10 pre-consumer waste
42