Ems Iso 14001 Procedures

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System procedures manual. The following document contains all procedures and work instructions related to jsif’s environmental management system. This is an “uncontrolled” document when printed 1 table of contents.

Implementation and operation are the next steps in putting together an effective EMS.

EMS DEVELOPMENT ANDIMPLEMENTATIONUpon completion ofInitial EMS Planning, the next step for the EMS Working Team is to develop yourEMS based on the information collected and gaps identified in the baselineassessment. A fundamental requirement is to develop a set of EMS documentstailored for your company.The Generic ISO14001 EMS Templates in this support package are developed based on the ISO standard, using a four-level EMS documentation structure as below:Figure 4. TheFour-level EMS DocumentationStructure. The4-level EMS documentation structure is an internationalpractice in line with the implementation of ISO 9001 QualityManagement System (QMS) standards.

EMS training materialsdelivered by internationally recognized organisations such asInstitute of Environmental Management & Assessment (IEMA)and International Register of Certificated Auditors (IRCA)also adopt this 4-level documentation structure.Thefull set of Generic ISO 14001 EMS Templates provided as partof this package is listed in Table 4. Each template isprovided with a Document Number for reference.Afterdeveloping your EMS documents according to the guidelinesprovided in this support package, your company will need toapply the system, implement the procedures and maintainrecords to demonstrate compliance with the EMS requirementsthat you have established. This chapter describes the stepsand keys for successful EMS operation and monitoring to ensureits effectiveness. An implementation checklist is provided in asa tool to help you to monitor your EMS implementation status.Table4.

These documents are not required by ISO14001.A.ManagementCommitment'Management Commitment' defines the framework for yourEMS through the 'Environmental Policy' and the 'EMSManual'.1. EnvironmentalPolicy(ISO 4.2Environmental Policy)DownloadDownloadThefirst requirement of ISO 14001 is the establishment of anEnvironmental Policy (CP-01) which is mandated by your topmanagement and verified during a Management Review.

TheEnvironmental Policy (CP-01):.presentsyour top management's declaration of itscommitment to environmental protection;.providesthe EMS foundation and unified vision of yourcompany's environmental concerns;.establishesyour framework for setting and reviewingenvironmental objectives and targets;.shouldbe understood by your staff and communicatedexternally, especially to persons working for or onbehalf of your organization;.shouldbe signed and dated by your top management.Helpful Tips. Consider addressing the following issues, where practicable:✔sustainable development and/or product life cycle✔adoption of 'green' practices and procedures into design phase✔Minimise of pollution, waste, and resource consumption;✔Commitment to recovery, recycling and reuse.✔Sharing of environmental knowledge with others✔Encourage 'green' practices in suppliers / contractors2. EMS ManualDownloadDownload (Your EMS manual (EM-01) shall explain howyour company's EMS is organised with reference to therequirements of the ISO 14001, which:.Describes the core elements of your EMS (and how these elements relate to each other); and.Provides cross-reference to related documents.Yourmanual shall include a statement to address each element inISO 14001. These statements explain how your company conformsto the particular element, and usually paraphrase therequirements of the ISO 14001 Standard. It is important toaccurately describe the unique characteristics of your companyand how your EMS operates. If you have a safety or qualitymanagement system, you may wish to integrate these with yourEMS Manual.Thedescriptions below follow the contents of the EMS Manual,providing guidance on how to modify the Generic ISO 14001 EMSTemplate manual into your company's EMS manual. More detailsof each EMS Manual section are discussed later in this guideaccording to the relevant ISO 14001 Standard clauses.0.0Termsand Definitions.Terms and definitions included in the Generic ISO 14001 EMS Templates are based on ISO definitions.Helpful Tips.

For example, if you choose to include your quality or safety management system.1.2Purpose of this Manual.This section can be modified if the function of the manual is more or less than the Generic ISO 14001 EMS Template.1.3Scope of EMS.Clearly defines the coverage of your EMS and the standard (e.g. ISO ) to which your company subscribes. It may include specific function(s) and/or location(s). The scope of EMS shall be documented.2.0Policy.Include your Environmental Policy here, briefly describing your company profile, EMS scope, and signed by top management and dated.3.0Organisation.Detailed description refers to Section C1 of Chapter III.4.0EMSRequirements.Detailed description on each requirement under ISO 14001 Standard is presented in Sections B, C and D of Chapter III.Appendix A.This table presents Cross References of the ISO 14001 Requirements with your EMS Manual and Environmental Procedures (EP).Helpful Tips. Change the list according to your company's document numbering and titlesB.Plan'Planning'helps you to establish the objectives and processes that areessential for delivering results in accordance with yourenvironmental policy.1.

Environmental Aspect Identification(ISO 4.3.1 Environmental Aspects)Identifyingand evaluating your environmental aspects (EAs) is fundamentalto designing your EMS to control and minimise theenvironmental impacts arising from your activities, productsand services. Related documents include: a)Section 4.3.1 of EMS Manual (EM-01)b)Environmental Procedure for Identification ofEnvironmental Aspects and Significance Evaluation(EP-01)c)Register of Environmental Aspects (EAR-01)a) Environmental Aspect Identification in EMS Manual(EM-01 Section 4.3.1)DownloadDownload (Thispart of your EMS manual:.Describes how you identify and evaluate the environmental aspects derived from your activities, products and services.Helpful Tips.

Refer to the for more details.Table 5. Environmental Aspects: Things toConsiderRequirementsTechnicalEnvironmentalLevel.Legislation.Permits.Customers.Complaints.Process.Storage.Transfer.Transport.Utilities.Product.Air.Water.Waste and by-products.Noise and vibration.Land and groundwater contamination.Use of raw materials and natural resources.Energy consumption.Energy emitted, e.g. Heat, radiation, vibration.Nuisance.Physical attributes, e.g. Size, shape, colour, appearance.External safety.Product.Potential fire.Site / plant.Department.Installation / equipment.Subcontractor / supplierStep2: Evaluate the significance of your environmentalaspects1)Define the evaluation method that you will use to determine significance. There are various evaluation methods including criteria based filtering, environmental risk assessment, etc.2)The Generic ISO 14001 EMS Template in the EP-01 uses a criteria-based filtering method which is commonly adopted by local companies, and widely accepted by certification bodies.

An example is shown in Figure 5 below.3)Define the criteria that you will use to determine significance. Typical criteria include legal or customer requirements, environmental consequences, and material usage. Table 6 and Figure 5 show further examples.ISO14001 does not specify the evaluation method andcriteria for determining significant environmentalaspects. It is up to the companies to decide their ownmethods.Helpful Tips.

The Generic ISO 14001 EMS Template procedure EP-01 is self-explanatory with the evaluation method defined. You may choose to design your own methodology (e.g. Scoring method, example is risk assessment method, R=P x SR=risk,P=probability S=severityTable 6. Significant Environmental Aspect (SEA)Step3: Documentation1)Compile the EAs that you have identified and their significance evaluation in your Register of Environmental Aspects (EAR-01).c) Register of Environmental Aspects(EAR-01)DownloadDownloadThe Register ofEnvironmental Aspects compiles the environmental aspectsderived from your activities, products and services. Additional column is found in Practical Examples of ISO 14001 EMS in this package for easy cross reference of legally regulated EAs with the relevant legislation in LR-01.2.

Legaland Other Requirements(ISO 4.3.2 Legal and Other Requirements)Identifyingand complying with applicable legal requirements and otherrequirements to which the organization subscribes related toits environmental aspects is a key to the success of your EMS.This includes all relevant regulations (local andinternational, particularly if you deal with overseas clients)and other self-imposed requirements (e.g. Codes of practice,client requirements, etc.). Related documents include: a)Section 4.3.2 of EMS Manual (EM-01)b)Environmental Procedure for Legal and Other Requirements (EP-02)c)Register of Legal and Other Requirements (LR-01)a)Legal and Other Requirements in EMS Manual (EM-01Section 4.3.2)DownloadDownload (Thissection of your EMS manual:.Describes how you identify and update your relevant legal and other requirements.Helpful Tips.

You can modify the approach for identifying your legal and other requirements. However, make sure that your approach is systematic and comprehensive.b)Procedure for Legal and Other Requirements (EP-02)Download DownloadThisenvironmental procedure is established, implemented andmaintained by your company to identify, have access toand understand all legal and other requirements relevantto the environmental aspects of your activities.

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You can modify the approach to identifying your objectives, targets and programmes. Operational staff can be the best candidates to propose O&Ts as they will be eventually responsible for performance.Howto develop and maintain your Programme?1) Define:.Responsibilitiesfor achieving goals.Means for achieving goals.Timeframe for achieving those goals2) Modify your program if:.O&Ts are modified or added;.Relevant legal requirements are introduced or changed;.Major progress in achieving your O&T has been made (or has not been made); or.Your products, services processes, or facilities change or other issues arise.Helpful Tips. C.DoThe goalof 'Do' is implementing the processes identified during 'Plan'phase.1.Resources, Roles, Responsibility and Authority(ISO 4.4.1 Resources, Roles, Responsibility and Authority)Managementshall ensure the availability of resources essential toestablish, maintain and improve the EMS. Resources includehuman resources and specialized skills, organizationalinfrastructure, technology and financial resources. All staffin your company should clearly understand their environmentalroles and responsibilities, as well as understand theimportance of the environmental objectives and targets thatthey can affect.

Related documents include:a)Section 3.1, 3.2, and 4.4.1 of EMS Manual (EM-01)To comply with ISO 14001 you need to:.Ensure the availability of enough resources for the implementation of EMS.Define and communicate EMS job responsibilities and authorities.Nominate an Environmental Management Representative (EMR) and deputy for your company.Refer to Generic ISO 14001 EMS Template EM-01 Section 3 for more detailed requirements.Helpful Tips. The structure shall be as flexible as possible, while ensuring that it is comprehensive.b) Responsibility in EMSManual (EM-01 Section 3.2)DownloadDownload (Thispart of your EMS Manual:.Defines the duty and responsibility of each responsible personnel under EMS.Defines which position is your Top Management (e.g.

Chief Executive Director), EMR (e.g. Environmental Manager), DEMR (e.g.

Administration Manager), and member of your EMS Committee (e.g. All departmental managers, safety officer).Defines the members involved in management review and the period of the management review.Jobdescriptions provided in the GenericISO 14001 EMS Templates can be changed accordingto your preference.Helpful Tips.

Responsibilities may combine both environmental functions and others, such as quality, safety functions.c)Resources, Roles, Responsibility and Authority in EMS Manual(EM-01 Section 4.4.1)DownloadDownload (Thispart of your EMS Manual describes how your companydetermine the resources (e.g. Finance, staff), organisational roles, andpersonnel responsibility for your EMS. It is veryimportant to clearly define as they relate to theachievement of environmental objectives and targets, andthe overall operation of the EMS.Helpful Tips.

Communicate the EMR's roles and responsibilities to all staff.2.Competence, Training and Awareness(ISO 4.4.2 Competence, Training and Awareness)The ultimate goal oftraining is to explain the importance of the EMS to staff andpersons working on behalf of the organization and to explaintheir responsibilities for EMS operations. The organisation will need to ensure that all people performing tasks foror on behalf of the organisation, which includes contractors,sub-contractors, temporary staff and remote workers, have hadan appropriate assessment for their potential to cause asignificant environmental impact and the associated competencerequired. Related documents include:a) Section 4.4.2 of EMS Manual (EM-01)b)Environmental Procedure for Training (EP-03)a )Competence, Training and Awareness in EMS Manual (EM-01 Section4.4.2)DownloadDownload (Thispart of your EMS Manual describes how you identify thetraining needs of your staff and persons working onbehalf of the organization (e.g. Contractors), and planand evaluate training effectiveness regarding EMS and related matters.Helpful Tips. You can modify the approach to identify your training. However, make sure that your approach is systematic and comprehensive.b)Procedure for Training (EP-03)DownloadDownloadEverystaff and function in your company has a role to play inyour EMS.

Every person working for or on behalf of yourcompany can has potential impacts on the environment andcan also suggest ideas to improve the environmentalperformance of your company. Therefore, competency forkey roles should be established and appropriate trainingprovided to ensure the performance of your EMS.Competence is also based on a combination of education,training, and experience; and the associated recordshall be retained.Thetraining provided to each person in your company shouldinclude the following: 1)Environmental policy,2)Significant environmental aspects and impacts of their work activities,3)Key EMS roles and responsibilities,4)Procedures that are applicable to their work, and5)The importance of conformity with EMS requirements.Helpful Tips.

If your company has an ISO 9001 Quality Management System in place, this part of EMS can be integrated using the same procedure with additional EMS features.Step2: Training.Identifytraining needs and prepare training plan accordingto the training procedure (EP-03).Developyour EMS training materials.Trainyour EMS core team members on EMS requirements.ConductEMS awareness training with all staff to ensure themto be aware of environmental policy, objectives,relevant significant environmental aspects, EMSresponsibilities and emergency procedures, etc. Asappropriate.ConductEMS job specific training to ensure relevant staffunderstand the identification and control ofsignificant environmental aspects (SEAs) (EP-01).Helpful Tips:keeping recordsReferto the Generic ISO 14001 EMS Templatesand Practical Examples of ISO 14001 EMS for thefollowings. Training attendance records3.Communication(ISO 4.4.3 Communication)Effectivecommunication is vital for a company to motivate staff, tellthem what actions they should be taking for the sake ofenvironment, confirm their roles and procedures, monitorenvironmental performance, and as a channel for identifyingany potential for improvement. Records include✔Organisation chart and documented responsibilities, EMS committee member list, meeting minutes✔Memo / minutes to announce the EMS effective date✔Document distribution records, etc.4.Documentation(ISO 4.4.4 Documentation)The Generic ISO 14001 EMS Templates in thissupport package are developed based on the ISO standard.

The documentation structure may refer to your existing quality / safety management system if in place.5.Control of Documents(ISO 4.4.5 Control of Documents)ISO 14001 requiresthat you provide a clearly defined source of documents foremployees who should be aware of and understand all relevantenvironmental significant procedures and practices. Relateddocuments include:a) Section 4.4.5 of EMS Manual (EM-01)b) Environmental Procedure for Control of Documents(EP-04)a) Control of Documents in EMS Manual (EM-01 Section 4.4.5)DownloadDownload (Thissection of your EMS manual:.Describes the requirements on control mechanism on your EMS documents to ensure that everyone works with the right tools.Links to procedure EP-04 Control of Documents.Helpful Tips. Your control of documents may integrate or make reference to your existing quality management system if applicable.b) Procedure for Controlof Documents (EP-04)DownloadDownloadThisprocedure ensures that each person in your company isworking with the proper EMS documents. The procedurepresents how your company:.Reviews existing document control system, modify it to adopt EMS elements for easier development.Numbers EMS documents, and assigns the designated personnel for approval and review (specific documents should be revised accordingly under your company's culture).Highlights changes on any revised documents for easier understanding of other readers.Helpful Tips. If your company has an ISO 9001 Quality Management System in place, this part of your EMS can be integrated using the same procedure with additional EMS features.6.Operational Control(ISO 4.4.6 Operational Control)OperationalControls are one of the means through which your EMS cancontrol your significant environmental aspects (SEAs). (Theother way is by setting O&Ts and Programmes, as describedin Section B3). Consider proper controls on your suppliers / contractors and their effects on your environmental performance.b)Operational Control - Environmental Instructions (EI-xx)DownloadDownloadYourEMS will consist of several different procedures whichcan help your company to manage its SEAs, ensureregulatory compliance and achieve environmentalobjectives.

Integrate your existing safety plan to include environmental issues.D.Check'Check' isthe series of processes that you use to measure and monitorthe effectiveness of your environmental policy, objectives,targets, legal and other requirements, and report the resultsto interested parties.1.Monitoring and Measurement(ISO 4.5.1 Monitoring and Measurement)Measuringand monitoring is required to ensure that the EMS objectivesand targets are being achieved, and the significantenvironmental aspects are being controlled. You can modify the approach for evaluation of compliance. However, make sure that your approach is systematic and comprehensive.3.Nonconformity, Corrective Action and Preventive Action(ISO 4.5.3 Nonconformity, Corrective Action and Preventive Action)Theresults of monitoring and measurements, evaluation ofcompliance, audit findings and other systemic reviews shouldbe documented and reviewed, and must lead to correctiveactions which are intended to fix and avoid EMS problems inthe future.

Related documents include: a)Section 4.5.3 of EMS Manual (EM-01)b)Environmental Procedure for Enquiry / Complaint / Nonconformity Handling (EP-07)a)Nonconformity, Corrective Action and Preventive Action in EMS Manual(EM-01 Section 4.5.3)DownloadDownload (Thissection of your EMS Manual:.Describes how your EMS will fix and avoid problems in the future.Links to procedure EP-07 Enquiry / Complaint / Nonconformity Handling.Helpful Tips. Your EMS may choose to integrate or make reference to the element with your existing quality management system if applicable.b) Procedure for Enquiry/ Complaint / Nonconformity Handling (EP-07)DownloadDownloadTheprocedure defines how your EMS analyses nonconformitiesto detect patterns or trends so that the same deficiencycan be prevented in the future. Any enquiries orcomplaints received internally or externally by yourcompany are treated as problems of your company and arealso handled by this procedure.Step1:Definethe responsibilities to investigate root causes.Helpful Tips. If your company has an ISO 9001 Quality Management System in place, this part of your EMS can be integrated using the same procedure with additional EMS features.Step2:Determinecorrective action and preventive actionStep3:ImplementactionStep4:Verify the effectiveness.4.Control of Records(ISO 4.5.4 Control of Records)Environmentalrecords are required to demonstrate conformity to therequirements of your EMS and show that it is functioningproperly. Related documents include:a) Section 4.5.4 of EMS Manual (EM-01)b) Environmental Procedure for Control of Records (EP-08)a)Control of Records in EMS Manual (EM-01 Section 4.5.4)DownloadDownload (Thissection of your EMS Manual:.Describes the requirements on maintaining records, which are the evidence demonstrating the EMS is working as intended.Links procedure EP-08 Control of records.Helpful Tips. Your EMS records may integrate or make reference to your existing quality management system if applicable.b)Procedure for Control of Records (EP-08)DownloadDownloadRecordsdemonstrate the EMS developed and implemented in yourcompany is effective.Step 1:Identify records to be kept.Recordsmay include (but are not limited to) thosedemonstrate your EMS implementation and requiredby various legal requirements.Step 2:Determine the retention time, location, responsible personnel, etc.Step 3:Define the disposal method after the retention time.Helpful Tips.

May maintain your records electronically for easier retrieval and access control.5.Internal Audit(ISO 4.5.5 Internal Audit)Internal audit should determine a company's compliance withthe ISO 14001 EMS. Related documents include:a)Section 4.5.5 of EMS Manual (EM-01)b)Environmental Procedure for Internal EMS Audit (EP-09)a)Internal Audit in EMS Manual (EM-01 Section 4.5.5)DownloadDownload (Thissection of your EMS Manual:.Describesyour approach to conducting internal audits todetermine the effectiveness of your EMSimplementation and conformity to the plannedarrangements including ISO 14001 requirements.Linksto procedure EP-09 Internal Audit.Helpful Tips. Internal audits may integrate or make reference to your existing quality management system if applicable.b)Procedure for Internal EMS Audit (EP-09)DownloadDownloadAproactive and objective approach identifies and resolvesEMS deficiencies. Internal audit report(referto the Generic ISO 14001 EMS Templates andPracticalExamples of ISO 14001 EMS for above records)E.Act'Act' means takingactions to continually improve the performance of your EMS.1.Management Review(ISO 4.6Management Review)YourManagement review is an essential portion of the continualimprovement of your company's EMS. Related document include:a) Section 4.6 of EMS Manual (EM-01)a)Management Review in EMS Manual (EM-01 Section 4.6)DownloadDownload (Thissection of your EMS Manual:.Describes the requirements for conducting management review.Determines the management review frequency (and as the rule of thumb, at least annually).Requires that meeting minutes record issues discussed, decisions made, and action items selected; and should be documented appropriately.Ensures that someone will follow-up the progress on action items until completion.Helpful Tips. The management review may integrate or make reference to your existing quality / safety management system if applicable.Reviewfor Improvement.Your EMS committee (or EMS core team members) conduct regular meetings to discuss and review the implementation of EMS and areas for improvement.Your top management will need to conduct periodic management reviews to ensure the overall effectiveness and continual improvement of the EMS, allocate sufficient resources and identify on-going improvement objectives.Helpful Tips: keeping records✔meeting minutes✔follow-up actions (e.g. Action plans, correspondence, etc.), wherever necessaryF.Keys to Successful Implementation.

The followingobstacles to implementation are commonly faced, especiallyfor SMEs, that should be remembered and overcome during EMSimplementation.1. Lack of management commitmentThe success of an ISO 14001 EMS is highly dependent on topmanagement commitment and support.

Commitment can be difficultto obtain when there is lack of understanding of the standardand the benefits.