institutional transformation: using the ems as a … · institutional transformation: using the ems...

Sustainable Earth Initiative 2006

Institutional Transformation: Using the EMS as a Tool to

Internalize Sustainability

Sustainable Earth InitiativeEPA Region 9 Local Resource Center

November 6, 2006


Fitting the Pieces Together

Risk Management

EMSSustainability

Operations


Environmental Management System(EMS)

• Think management system– Personnel Management System– Financial Management System– Risk Management System– Environmental Management System


Avoiding Liabilities

• EMS provides future liability avoidance• Promotes better working relationships with

regulators• Ensures organizations a better understanding

of their legal requirements• Provides a consistent method for finding the

root causes of non-compliance


Results?Benefits of EMS Implementation

• Environmental Performance Improvement• Enhanced Compliance Management,

Reduced Risk• Increased Employee Awareness and

Morale• Operational Cost $avings • Pollution Prevention• Enhanced Public Image


Environmental Improvement

City of Scottsdale,

AZ

ENERGY: more than 350,000 KwH reduced (within the first two years)

GREEN BUILDING: In 2005, Scottsdale became the first city in the nation to adopt a LEED Gold policy

NATURE PRESERVE: City’s goal is to preserve 36,400 acres McDowell-Sonoran PreserveGREEN WASTE: 6,819 tons divertedVOC: Reduction goal was 3,525 lbs.; achieved 22,000 lbs. reduction


Cost SavingsCity of San Diego Refuse Disposal

Division

Savings: $868,000-- First year cost savings achieved by heavy equipment fuel use reduction-- Cumulative EMS-related savings approaching $2M after 4 years


“Insurance companies have indicated that we can expect to see, in the future, a 20% reduction in our insurance premiums as a result of our EMS documentation and the operational controls now in place.”

“The EMS has provided us a consistent method for finding the root causes of our non-compliances. We are no longer applying reactive quick fixes for violations, but are seeking to eliminate the causes of these violations and prevent future occurrences.”

“There’s a much better understanding of environmental issues in every department … not just in the environmental department ….Employees are bringing ideas … There has been a definite improvement in involvement and morale!”

What They’re Saying…


College and UniversityEMS Programs

University of Missouri - RollaWashington State University

University of MichiganUniversity of Massachusetts - Lowell

California State University - Northridge


University of Missouri - Rolla

• 5,400 students; 250 acre campus• June 2001, UMR became the FIRST

university in US to earn ISO 14001 certification for campus-wide EMS


UMR Results

EMS process raised awareness, improved regulator relationship, improved compliance

$58,000 savings through recycling$36,000 in energy savings from upgrading

hoods

Over a four-year period, our EMS helped usreduce our solid waste disposal costs by 16percent, save $26,000 per year in chemicalwaste disposal costs, and save an estimated$20,000 per year in energy reductionprojects.” – Dr. Harvest L. Collier, ViceProvost, University of Missouri-Rolla


Washington State University

• Pullman Campus, 22,500 students, 6 square miles

• 1996, began working with EPA and WA Dept. of Ecology in developing EMS

• 2003, WSU became the FIRST university accepted into EPA Performance Track


Washington State University

Doubled used oil recycling and doubled recycling over 2 years

3.6 million kilowatt hours per year savedIntegrated EMS in curriculum

“…added consistency and energy to our

environmental stewardship efforts.”


• Ann Arbor Campus– 24,500 undergraduates, 14,500 graduate

students; 3000+ acre campus• EMS development led by OSEH

– (Department of Occupational Safety & Environmental Health)

– Focused on regulatory compliance and reduction in liabilities


University of Michigan

Implemented stormwater control systems that have resulted in reduced flooding, saving $$$ in damage

Upgrading to energy efficient lighting translates into $7M/yr cost savings (and that’s only 30% of campus)

Food waste composting resulted in 15 tons/year waste diversion

Chemical waste minimization resulted in savings of $180,000/yr in disposal costs

“…our EMS helped us standardize our approach to EH&S and allowed us to cut costs and improve operational efficiency university-wide.”--Terry Alexander, Director of Occupational Safety and Environmental Health


University of Massachusetts

• Lowell Campus– 13,000 students; 100 acre campus

• Olney Building– Science building with over 70

laboratories


University of Massachusetts - Lowell

Recycled and reused 200 gallons of organic solvents

Improved lab practices

Empowering the people to …identify environmental concerns has resulted in many aspects and impacts that EHS professionals would not have been so eager to acknowledge


• 33,000 students, 356-acre campus• July 2003, EMS development started

under direction of EHS Department• EMS Objective: Ensure adequate

hazardous materials management programs are in place


Other ways CSUN is lightening its footprint:Solar installation in parking lotPropane powered tramsMicroturbine power project

EMS focuses on the life-cycle of hazardous materials:• Procurement • Storage and use (Inventory)• Hazardous waste generation, management and disposal


Other EMS Benefits


EMS and Risk Management

• EMSs help reduce environmental and workplace security risks

• Management system process approach has created verifiable, credible environmental results that have led to better overall organizational environmental performance

• An EMS has the potential to significantly influence financial institutions as they assess risk


Insurance and Risk Management• Underwriters:

– Assert that EMS “has a positive influence on a risk assessment”

– An EMS can help implement effective risk mitigation tools and can lead to savings in insurance premiums

• (see Port of Houston Authority EMS Financial Case Studies in thePublic Sector, April 2006)

• Improved Bond Ratings and lower interest rates:– Charleston Water’s bond rating improved from AA- to AA after

discussions with bond raters about the utilities EMS– Saved between $17,000 to $170,000 annually

• (see Charleston Water EMS Financial Case Studies in the Public Water Sector, June 2006)

• Case Studies available at www.peercenter.net


What matters gets measured, what’s measured gets done…

• Survey conducted by Wharton Risk Center (2006)

• 200 ISO 14001-certified companies surveyed– All reported moderate to very high

improvements– Significant performance improvement in areas

included in EMS as opposed to not included• E.g. when monitored in EMS, utility consumption

reduced significantly in 30% of responses (as opposed to 8% when not included in EMS


EMS = Institutional Transformation Campus Trends

Solar and Wind Power Biodiesel -- Organic Food

Recycling Energy Conservation

Water Conservation -- Sustainability Long Range Plans Green Buildings

Carbon Footprint -- GHG ReductionEMS• Accountability• Focus on goals• Continuous

Improvement• Results oriented


A New Paradigm

The world we have created today as a result of our thinking thus far has problems that cannot be solved by thinking the way we thought when we created them.

— Albert Einstein


The EMS Process

PLAN

CHECK

DOACT


ISO 14000 Environmental Management Standards

• Global trends– Montreal Agreement, ozone ban (1987)– Convention on International Trade in Endangered

Species– UN Conference on the Environment in Rio (1991)

• International Organization for Standardization– 140 member nations– Need for “harmonization” (EMAS, BS 7750)– 1996, ISO 14000 adopted

• International standard for Environmental Management System (EMS)– Voluntary– Focus is on processes, not performance


How is a Campus Like a Factory?Uses large quantities of energyUses large quantities of waterUses “office supplies and services” –paper, printing, cardboardO&M functions require paint, cleaners, solvents, etc. Function depends on transportation of large numbers of people


ISO 14001 EMS - More Detail

Planning• Aspects• Significant Aspects• Legal and Other Requirements• Objectives and Targets (indicators and metrics)• Develop Programs

Management Actions • Visibly Support the Program• Conduct a Formal Review Annually• Make Changes to Maintain Effectiveness

Confirmation Actions • Monitor and Measure • Corrective & Preventive Action for Problems• Keep Records • Conduct Checks or Audits to Confirm Success

Implementation Actions :• Assign Responsibilities

• Documentation System (what and who) • Communicate Internally and Externally

• Individuals and teams make improvements

Policy

Develop Environmental Policy with Commitment to Continuous Improvement

• Educate all Employees


Determine Legal & Other Requirements

Create EMPs

Activities, Products &

ServicesEstablish

Objectives & Targets

Establish/Revise Environmental

Policy

Identify Environmental

Aspects and Impacts

Determine Significant

Environmental Impacts

Audits

EMS Nonconformance & Corrective Action

Management Review

Monitoring &Measuring

Communications

Roles & Responsibilities

Training

Corrective & Preventive Action for Compliance

Records

EMS Document Control

Main EMS Components


ISO 14001 Environmental Policy• Defined by top management• Policy must:

– Include commitment to continual improvement & Pollution Prevention

– Include commitment to comply with environmental laws & other requirements

– Include a framework to set & review environmental objectives/targets

– Include documentation of implementation & must be communicated to employees

– Be publicly available


ISO 14001 EMS (Planning)• Ongoing evaluation or progress

accomplished by:– procedures to ID environmental aspects of

activities, products, services it can control that can significantly impact the environment

– Aspects must be considered in setting environmental objectives

– Establish & maintain procedure to ID legal requirements

– Then set environment objectives & measurable targets

– At each relevant organizational level/function


ISO14001 EMS (Programs.)

• Followed by establishing management programs to achieve objectives/targets

• Assign roles & responsibilities to carry out programs– At each relevant function & level of organization– Establish the means & time frame for achieving

objectives/targets– Report on performance of EMS to top management


A structure to ensure long term effectiveness:

• Reduces dependence on personnel• Establishes clear expectations • Systematizes efforts to improve performance• Provides fixed meetings - schedules, agendas & minutes• Establishes baselines and metrics for improvement

• Annual Review

ISO14001 EMS (Implementation.)


ISO 14001 EMS (Implementation)Building Employee Involvement

• Initial Awareness Campaign on launch of EMS implementation

• Periodic Announcements During EMS Design Phase• Main Awareness Campaign

– Everyone Must Know the Policy– Everyone Must Know Their Responsibilities and Work

Instructions– Better to Know Some of the Bigger Improvement Goals

• Following Procedures• Ongoing Support and Use of the System• Ideas for Improvement of EMS


ISO 14001 EMS (Training)

– Training required for staff whose work could significantly impact environment

– Awareness training to ensure:• Importance of conformance with environmental

policy & procedures & EMS• Significant environmental impacts of work activities• Roles/responsibilities in achieving conformance• Potential consequences of not meeting SOPs


ISO 14001 EMS (Communication)

– Procedures/SOPs established & maintained for:

• internal communication throughout organization• Communicating significant environmental aspects • Responding to external interested parties


ISO 14001 EMS (Operation & Document Control)

• Establish procedures to maintain relevant documents

• Procedures for regular monitoring, measuring and corrective action

• Focus on significant impacts & organization’s environmental objectives & targets

• Procedure to document periodic evaluation of compliance with environmental laws

• Procedure for nonconformance & corrective & preventive action


Objectives and Targets

An EMS objective is an overall goal arising from the environmental policy statement set by the organization.

An EMS target is a detailed measurable performance requirement related to the objective.


Sample Objectives

Significant Aspect 1: Hazardous Waste

Objective 1a: Reduce HW generationTarget: by 10% by December 2006

Objective 1b: Reduce chemical usageTarget: by 10% by June 2007


Sample Objectives

Significant Aspect 2: Air Emissions

Objective 1a: Reduce Air emissionsTarget: by 10% by December 2007


Sample Objectives

Significant Aspect 3: Energy Use

Objective 1a: Reduce Energy Use in Office, classes, support operations

Target: by 10% by December 2007


How to achieve the Objectives ?

Energy UseObjective 1a: Reduce Energy Use in offices, classes,

and support operations

Target: 10% by December 2007

Actions: install meters, install energy efficient equipment, explore alternative energy sources, employee education, etc…..


Sample Objectives & Targets

Significant Aspect 2: Energy Use

Objective 2a: Reduce Energy Use in Food Service Operations

Target: by 20% by December 2006


Fitting the Pieces Together

Risk Management

EMSSustainability

Operations


Visit our Website


SEI EMS Services

• Training • Coaching • Assistance in EMS development• Consulting on EMS program

enhancement


Sustainable Earth Initiative1904 Franklin Street, Suite 418

Oakland, CA 94612www.sustainableearthinitiative.org

Gary Lucks, Executive Director 510-268-9210 [email protected]

Sue Sakaki, PEER Manager [email protected]

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