unu and iso14001 iso14001 staff training on the unu environmental management system...
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UNU and ISO14001
ISO14001 Staff Training on the UNU Environmental Management System
November/December 2002
Gerard Brady, ISO14001 Implementation Officer
Today’s Training Presentation
1. What ISO14001 means?
2. What ISO14001 means for the UNU?
3. What ISO14001 means for UNU Staff?
So what is ISO 14001?
ISO is the International Organization for Standardization who prepare a wide range of internationally agreed technical standards and guidelines.
ISO14001 is the international standard which provides the specifications of use for environmental management systems (EMS).
What’s an EMS
A Definition?
An Environmental Management Systems (or EMS) comprises the range of environmental policies, objectives, targets, plans, strategies, and procedures of an organization which help control day-to-day operations in an environmentally-friendly way.
Who, When, How? Blame the Nineties!
1991 - Strategic Advisory Group on Environment (SAGE) ISO and the International Engineering Consortium started an initial
intensive consultation process.
1992 - UNCED, Rio Earth Summit Committed to supporting the principles of “sustainable development”
1993 - ISO/TC 207, Environmental management Internationally represented technical committee formed to develop the
ISO14000 standards.
1996 - ISO14001 released The first of the ISO 14000 ‘family group’ of standards on
environmental management.
ISO14001 EMS Voluntary
ISO14001 and ISO14004 provide guidelines for organisations to develop their own EMS.
Generic Applicable to all types and sizes of organisations,
across cultural and geographic differences.
Systems Focused Less concerned with environmental performance,
but more concerned about good management systems
Basic Elements of ISO14001Management Review• Analyse performance• Recommend improvements
Planning Stage• Prepare or amend policy• Set objectives and targets• Schedule actions
Implementation and Operation Stage• Training and awareness• Activities and communications• Document and operational control
Checking and Corrective Action• Monitoring and Measurement• Audit and Corrective Actions
DDDo
Check
PPContinual
Improvement
Plan
AA
CC
Action
Internal Benefits Financial and resource savings
Encourages staff commitment and morale
Improvements in operational efficiency
Encourages integration and streamlining of
existing management practices
External Benefits Improves local environmental health Promotes a green image - “Practice what you
preach” Improves business, government and community
relationships Model/benchmark for other organizations (including
those within the UN?)
Some issues with ISO14001? Certification
“Only in it for the certificate” Slow activity after certification
Limited and Inflexible Allows EMS to be small and insignificant Limited scope for innovative approaches in EMS
Participation and Enthusiasm Difficult to obtain active support from all staff & stakeholders “Change factor”
Participation and Enthusiasm Perception among staff that it involves more paperwork Create new and separate activities, rather than modify existing
activities in conformance with the standards
Overstretching Setting unrealistic goals, objectives and targets
The Rest of the FamilyISO14010 - Environmental AuditingISO14012 - Qualification of AuditorsISO14015 - Environmental Assessment of Sites/EntitiesISO14020 - Environmental Labels (Principles)ISO14024 - Labels (Procedures)ISO14025 - Labels (Declarations)ISO14031 - Environmental Performance EvaluationISO14032 - EPE (Case Studies)ISO14040/41/42/43/48/49: Lifecycle AssessmentISO14050: Environmental Management Vocabulary
Key Milestones UNU began working on the ISO14001 initiative in
May 1999 with establishment of a Steering Group.
EMS developed and integrated with the UNU biennium reporting procedures.
Deadline for meeting targets and objectives is Dec 2001 (base year for all targets is 1998).
In January 2001 JSA registers UNU-EMS as compliant with ISO14001.
UNU Environmental Policy StatementThe aims of UNU’s ISO14001 Initiative:
1. Greening Our Work Practices Comply with all applicable environmental laws and regulations Green our procurement practices Reuse, reduce and recycle materials and goods purchased Save energy and reduce water consumption
2. Greening Our Work Place Improve the quality of the working environment within the UNU
buildings in Tokyo
3. Contribute to the Global Community Engage in research, networking, knowledge transfer and capacity
building projects contributing to environmental sustainability
4. Contribute to the Local Community Be a responsible neighbor Organize environment related events
ISO14001 Steering GroupChair: Prof. Motoyuki Suzuki (UNU EMS Coordinator)
Members: (in alphabetical order) Brendan Barrett (UNU/IAS)Gerard Brady (ISO14001 Implementation Officer)Libor Jansky (UNU ESD) Noboyuki Kawade (UNU/IAS, Building Administration) Yuji Oshige (UNU Administration, Procurement) Jerry Velasquez (GEIC) Makiko Yashiro (GEIC)
Progress Report Sep 1999 - Initial Environmental Review Nov 1999 - UNU ISO14001 Website Mar 2000 - Preliminary Audit (JSA) Jun 2000 - EMS Manual Jul 2000 - Online Forum and other key EMS documentation Aug 2000 - Pre-Certification Audit Oct 2000 - Internal Audit and Management Review Dec 2000 - Stage 2 Certification Audit Jan 2001 - ISO14001 certification Apr 2001 - Green Procurement Procedures Jan 2002 – Internal Audit Feb 2002 – 1st Surveillance Audit Jun 2002 – ISO14001 Implementation Officer employed P/T Sep 2002 – Environmental Review 2002.
Certification BodyOur environmental management system was audited by the Japan Standards Association (JSA).
For more information see:http://www.jsa.or.jp/eng/index.htm
We are certified under JAB and UKAS.
JSA Certification Process
Continual process of preliminary, registration and
surveillance audits
UNU is coming up to the 2nd Surveillance Audit
ISO14001 registration reassessed after 3 years.
Why did we go to all this effort?
Well, when we began in 1999 the UNU faced:
Increasing Utility Costs (US$ 800,000/year)
6-7,000 m3 of water per year
50-60 m3 of industrial waste
15-20,000 kg of general waste
1.5 million sheets of paper per year
US$1m per year on procurement
But has it made a difference?By 2001 the UNU have had some notable successes: Decrease in utilities expenditure by 8% = cost
saving of around ¥7 million
Decrease in waste expenditure by 6% = cost saving of ¥100,000
Increase in amount of recycled paper used from 4% in 1998 to 60% in 2001. (Total paper used, increased by 50%)
Increase in environmental related projects from a 18 to a total of 30 projects
Consumption?
Utilities Consumption Index(1998 Total=100)
Electricity
Gas
Water/Sewage
Air Con.
70
80
90
100
110
120
130
1998 1999 2000 2001 2002 est.
Year
Ind
ex(9
0 =
20
01
ta
rge
t)
Expenditure?
Utilities and Waste Expenditure
Index(1998 Total=100)
Waste
Utilities
70
80
90
100
110
1998 1999 2000 2001 2002 est.
Year
Ind
ex
(90
= 2
00
1 t
arg
et)
Waste?Waste Generation Change 1998 to 2001
Total, -5.7%
Industrial, 43.3%
General, -18.0%
Total Recyclable, -3.8%
Cans, -69.6%
Bins & Other, -52.5%
Polystyrene, -42.0%
Newspapers, -18.7%
Fluoro's, -15.0%
Mixed, 0.6%
Cardboard, 14.1%
Magazines, 143.4%
-75.0% -50.0% -25.0% 0.0% 25.0% 50.0% 75.0% 100.0% 125.0% 150.0%
1
Was
te C
ateg
ory
%
So what!
25 academic facilities have obtained ISO14001 certification in
Japan.
UNU was the 5th to do so.
We are also the first UN agency to obtain certification.
Key EMS areas for UNU Staff
We don’t want to make our EMS bureaucratic nor like jumping through hoops….
1. EMS Targets and Objectives – provide the backbone for ISO14001 activities and staff involvement
2. Internal and External Audits – staff need to be a little prepared for audits and know what to expect
3. Online Forum – and other opportunities for staff involvement
Setting the Targets(1) Undertake environmental review - including Staff Questionnaire(1) Undertake environmental review - including Staff Questionnaire
(4) Rank the significant environmental aspects(4) Rank the significant environmental aspects
(2) Identify environmental aspects and circulate to all staff for comment(2) Identify environmental aspects and circulate to all staff for comment
(3) Develop environmental manual and procedure UNU-EMS 4.3.3(3) Develop environmental manual and procedure UNU-EMS 4.3.3
(5) Based on SEAs, develop targets and objectives for each unit(5) Based on SEAs, develop targets and objectives for each unit
(6) Implementation and Operation(6) Implementation and Operation
(7) Internal Audit and Management Review(7) Internal Audit and Management Review
(8) Implement Corrective Measures(8) Implement Corrective Measures
Cyc
le o
f C
on
tin
ual
Im
pro
vem
ent
We need to do this with our eyes wide open and clear targets
Did we meet our Targets and ObjectivesObjectives Achieved! Reduce waste by 10% Introduce waste separation system Increase recycled paper use to 50% of total Reduce energy consumption by 10% Develop a green procurement system Initiate an emergency preparedness system Build upon our existing environment research
Needs more work? Review our legislative requirements Review internal working conditions Introduce energy-wise programme Improve the air-conditioning performance Continue to host public events
Potential Targets and Objectives for the next biennium Review our legislative requirements Develop Waste Management and Recycling Policy Develop Energy Management Policy Develop Water Management Policy Reduce water and energy consumption and waste generation by 5% Review Green Procurement Policy Investigate material and supplier options for UNU Press Review emergency preparedness procedures Review ISO14001 management structure Review the internal working environment conditions, including lighting,
air and water quality Build upon our existing environment related research, education and
capacity building programmes Continue our external activities with the community, in particular
information dissemination, communications and network support in relation to environmental issues
Long Term Objectives
Measure our Total Impacts Investigate indirect impacts of research activities Ecological Footprinting – what is our total impact in relative
terms?
“Paperless office” concepts Maximising the use of IT technologies in our day-to-day work
Alternative energy sourcing Identify opportunities for small facilities on Campus
Units 1 and 2: UNU/IAS and UNU Centre
Comply with overall targets and objectives. Research projects related to the
environment. Capacity building. Outreach to local and global communities. Other as developed by units.
Unit 3: UNU Services Comply with overall targets and objectives. Communication with general public and other
stakeholders through development of explanatory materials.
Dissemination of research results (including electronic).
Other as developed by unit.
Unit 4: UNU Administration Comply with overall objectives. Promote green procurement policies. Oversee emergency preparedness. Develop training policies. Cooperate with sub-contractors on building
management. Others as developed by unit.
Unit 5: UN Agencies
Exchange information on ISO14001 related matters.
Understand the UNU’s approach to environmental management.
Voluntary participation in the attainment of targets and objectives as well as training activities.
2nd Annual Surveillance Audit Due in February 2003 with Japan Standards Association (JSA)
Will most likely focus on a particular area of the UNU-EMS (i.e. documentation or implementation)
Involves interviews with Staff and Unit Leaders.
Types of QuestionsFor Unit Head:
Responsibilities of the Unit under the UNU Environmental Management System
Explanation of programme, projects and other daily operations
Unit specific significant environmental aspects Legal and other requirements Environmental policy statement Objectives and targets Implications of the results of Internal Audit
(nonconformity, corrective actions, etc.)
Types of Questions
For Individuals:
Environmental policy statement Unit specific significant environmental aspects Objectives and targets Environmental awareness Participation in training activities and location of
records Individual actions for better waste management and
energy savings Implementation of EMS procedures
Audit ProgrammeDate and Time Activities
Day 1
9.30-10.20 Opening Meeting
10.20-13.20 Audit of the EMS Coordinator and the ISO14001 Steering Group
Audit of Unit 1: UNU/IAS
13.20-14.20 Lunch
14.20-16.00 Audit Team Meeting
16.00-16.40 Daily Meeting (Confirmation of Findings)
Day 2
9.50-10.30 Interview with the Rector
10.30-13.30 Audit of Unit 2: UNU Centre
Audit of Unit 4: UNU Administration
Audit of Unit 3: UNU Services
10.30-12.30
Audit of Unit 5: UN Agencies
12.30-13.00
13.30-14.30 Lunch
14.30-16.30 Audit Team Meeting Audit of Unit 5:
14.30-15.00
16.30-17.30 Closing Meeting
Internal Audit and Management Review
Rector requests an internal audit every two years in line with biennium reporting.
UNU personnel conduct the internal audit.
Recommendations submitted to Senior Officers Meeting (SOM) for management review
SOM may request ISO14001 Steering Group to undertake further tasks
UNU ISO14001 Website and Online Forum Online accessibility to EMS documentation and records Support for communication and awareness raising Opportunity for staff to commentand
raise issues of concern through the forum “Opinion Box”
Essential for staff to use this resource to prepare for audit.
No point creating an EMS that just makes more paperwork
http://www.unu.edu/ISO14001
Green Team?
Proposal for an ISO14001 Implementation Group
A staff-based “Green Team of Green Wardens”
Assist with ISO14001 initiatives at each floor or department and provide feedback
ISO14001 Steering Group will approach enthusiastic volunteers from all Units
What else can you do? Think of simple ways to reduce your own impact your desk, room, department, floor or building, like;
Turning off lights and computers Sorting your waste at your desk Using less water in the kitchen and bathrooms
Be informed! Check out the ISO14001 website for updates Read the Newsletters
Submit questions or report issues Register on the Online Forum Send email to the ISO14001 Steering Group We’re here to help you out, but we need you to help us out as well!