Environment management system

Environment management System R. B. Chavan Department of Textile Technology Indian Institute of technology Hauz-Khas, New Delhi 110016 E-Mail rbchavan@hotmail.com

Introduction Environmental can not be ignored in global market Stringent environment legislations Pressure from consumers to reduce environment impact Efficient and effective use of raw materials and improved process operations are vital if companies are to remain competitive. Solving environmental issues should be an essential part of your business plan.

A sound, well-conceived environmental management system is a practical management tool that can help the company: reduce waste and hence operating costs; gain competitive advantage; demonstrate compliance with legal environment obligations; anticipated legislative requirements; concern for the global and local environment. improve its public image.

TYPES OF EMS three strategies Develop in-house EMS; Follow the guidelines of the international standard ISO 14001 or the Eco-Management and Audit Scheme (EMAS); Pursue formal certification/verification to these standards. All three strategies are voluntary, .

The advantages of external certification External recognition is desirable if: The company is asked by a buyer to implement a recognised EMS; The company wishes to enhance its public reputation; The company wants to explore into a new market area where environmental issues have a high priority; the third-party check imposes a discipline on the environmental management activities (which might not otherwise be achievable) and provides credibility for the EMS

Elements of an EMS An EMS consists of the following elements: commitment from senior management; appointing/identifying an individual to oversee the operation of the EMS; setting up a project team or steering group; developing an environmental policy; carrying out an environmental effects review and assessment of significance; identifying legislative requirements; developing an action plan;

setting objectives and targets as part of an environmental improvement programme; assigning responsibility; writing procedures to control activities that have a significant environmental impact; developing staff awareness and providing training; establishing a controlled system of records; periodic auditing of the system to ensure it is operating effectively; public reporting (optional).

THE IMPORTANCE OF TOP LEVEL COMMITMENT The commitment of senior managers is important in obtaining sufficient time, human resource and finance

WHO IS RESPONSIBLE? Appointment of environment manager The environment manager (described as the Management Representative in ISO 14001) is responsible for: undertaking the initial review; implementing and maintaining the EMS; co-ordinating the input from other people with complementary responsibilities. In multi-site businesses, the environment manager could be responsible for the EMS at each site, in co-ordination with the site engineer or manager. Getting started

Other members in the team The site/process engineer Much of an EMS revolves around greater efficiency from process operations and monitoring. Therefore it is logical for the person with responsibility for monitoring and maintenance of process equipment to be closely involved in the development and maintenance of EMS. The health and safety manager Much of the information required under health and safety legislation is applicable to an EMS. the health and safety manager should also be asked to help to develop the EMS .

The quality assurance manager If the company has a quality assurance system, the documentation procedure is likely to relate to EMS requirements. Therefore, the department/individual responsible for quality assurance in the company should be able to help develop procedures and documentation. The purchasing manager In addition to providing information about the raw material and utility costs, the purchasing manager will need to be involved as liaison with suppliers is required.

How environmentally aware is your company?

THE INITIAL REVIEW review the site’s compliance with legislation and statutory requirements; identify ways in which site operations have an impact on the environment; prepare/ revise your environmental policy; quantify emissions, discharges, solid waste and material/utility use; find out how environmental issues are currently managed; set objectives and targets for improvement.

Areas to be assessed during an environmental effects review Site history Processes on site Health and safety Waste management Building/plant design Office and canteen activities THE INITIAL REVIEW

Site history Many textiles businesses have been operating on their sites for long periods of time, with no records of previous use of the land. it is essential to assess whether past operations could have resulted in contamination of land or groundwater

Questions to ask about the site When was the site acquired? What expansions/changes of use have occurred since the site was acquired? Has there been any known contamination of the site? Has a contaminated land survey of the site ever been undertaken? what is discharged, and where does it go?

Processes on site prepare a list of: all processes on site; the materials used in each process; the quantities and cost of these materials; the source and method of delivery of each material; how these materials are stored; the emissions to air, water and land from each process. The example forms in Appendix 1 are intended to help you collect these data in a systematic manner.

Health and safety The health and safety procedures associated with each process should be identified. For example, COSHH (* Control of Substances Hazardous to Health (COSHH) Regulations)

Waste management all waste producers must know what happens to their waste and keep records of all disposal activities. Check that the waste contractors are licensed to carry particular waste keep your copy of waste consignment notes. These notes may help you identify the type and quantity of wastes that have been generated on site. It is also worthwhile identifying how waste is segregated.

Many textiles companies may have old sites, often with no accurate plans or records of the drainage system. This situation creates the potential for unconsented discharge if a substance enters a watercourse when it was assumed to be going to the sewer. A drainage survey is a good way of ensuring that the company knows where all its liquid waste is going. Ask long-serving employees for help – they may be able to give you a head start on identifying drainage pathways. Building/plant design

Office and canteen activities Office and canteen activities can also have a significant effect on the environment and should be reviewed alongside process operations.

PREPARING A LIST OF ENVIRONMENTAL EFFECTS Prepare a list of environmental effects responsible for air pollution, poor water quality, groundwater contamination, contaminated land, use of natural resources and global warming.

Normal and abnormal operating conditions Normal conditions occur when operations are routine and planned. Abnormal conditions are accidents and emergencies, eg leakage, spill, fire or accidental damage. One should assess whether such a situation could lead to significant environmental effects. ISO 14001 requires environmental effects to be considered during normal operating conditions, abnormal operating conditions and emergency situations.

ENVIRONMENTAL POLICY Creating an environmental policy is a crucial part of the early stages of an EMS. The environmental policy sets out the company’s long-term commitments and objectives. It should cover the priority issues identified by the initial review. Environment policy is a public document that customers will ask to see. Keep it simple and short Set realistic objectives. Have the policy dated and endorsed by the managing director. Review the policy regularly and, if necessary, revise it to take account of developments in the EMS.

CONTENTS The company should produce a clear statement of what it wants to achieve in the areas where it has the greatest impact. For textiles companies, these are typically: compliance with statutory requirements; energy efficiency; waste minimisation; efficient use of water; raw material consumption; communications with the public and employees.

The company recognises and accepts the need to Develop Business practices that contribute to a reduction of negative effects to the Environment in which we work and live. Compliance with relevant Environmental Legislative and Regulatory requirements aimed at the prevention of pollution, in respect of emissions, discharges and incidents, shall be fundamental to the Company’s Environmental Objective. Environment Manuals will be prepared which accurately and adequately describe the application of this Corporate Environment Programme. shall seek continuous improvement of Environmental Performance throughout the whole organisation, through efficient and safe use of natural resources and its commitment to ISO Environmental Management Systems. CEO and President

REGISTER OF ENVIRONMENTAL EFFECTS initial review will identify all areas with an impact on the environment. The next task is to assess which environmental effects are significant. This will help to prioritise your actions. It is up to the company to decide which effects are significant. An environmental effect is normally considered significant if it: is controlled by legislation, eg a discharge consent; has the potential to cause a demonstrable impact on the environment; is related to a key company objective, eg reducing water use; is of concern to interested parties, eg customers.

Score system for environment significance

Flow diagram for assessing significance

REGISTER OF LEGISLATION Maintaining a Register of Legislation can help to make you aware of existing legislation and comply with them This knowledge will also help you to highlight the key processes that are likely to have an impact on the environment. A Register of Legislation is a requirement of any EMS

Suggested format for a Register of Legislation

MOVING FORWARD The aim of an EMS is to manage environmental issues so as to achieve continual improvement. An EMS guarantee improved environmental performance - accidents and incidents can still happen. However, it does allow quick detection, mitigation and, if necessary, remedial measures for any pollution incident.

DEVELOPING AN ACTION PLAN Procedures need to be set up to get the company from A (the current situation) to B (the situation set as an objective). Such procedures should be documented in an action plan so that those involved understand their responsibilities.

MANAGEMENT MANUAL The Management Manual is the main document of EMS. It defines how the vcompany manages each of the elements of its EMS and facilitate its implementation The Manual should be relevant to the operations and processes employed. The Manual is usually produced, maintained and controlled by the environment manager (the

Manual contents Environmental policy: - environmental aspects/effects; - legal and other requirements; - objectives and targets; - environmental management programmes. Planning. Implementation and operation: - structure and responsibility; - identification of role of environment manager; - training and awareness; - communication; - environmental management system

documentation; - document control (cross-referenced to procedures); - operational control; emergency preparedness and response. Checking and corrective action: - monitoring and measurement; - non-conformance and corrective/preventive action; - records; - environmental management system audit. Management review

ENVIRONMENTAL AUDITS To know how well the company is performing against its objectives and targets, it is necessary to carry out regular internal audits. Internal audits involve a systematic inspection and comparison of actual operating methods with the procedures specified in the Management Manual. The aim is to assess whether the EMS is operating correctly and that activities undertaken by the company comply withb work procedures and the company’s environmental policy, objectives and targets.

An audit o should include: an assessment of the documented system; a site visit; interviews with employees; inspection of operating conditions and equipment; a review of records, written procedures and other relevant documentation; an assessment of how the EMS operates in different departments identification of conformances and non-conformances with the EMS

Non-conformance If a non-compliance, ie a failure within the system, is identified, the reason(s) should be investigated. The auditor should discuss the problem with the person responsible for achieving compliance and, if possible, identify the reasons for failure to comply, eg equipment failure or operator error. The auditor is also responsible for suggesting a way of correcting the fault and preventing it from happening again. Corrective actions should be applied and the non conformance documented on the appropriate forms and in the audit report.

Frequency The frequency of audits will depend on the significance of the environmental effects, ie issues with high levels of significance should be audited more frequently. (Quarterly) An issue with a lower priority may be audited less regularly, ( six-monthly or annually.

TRAINING, COMMUNICATION AND AWARENESS The key to a successful EMS is commitment from all employees. If employees are not committed, the system will be difficult to implement.

Employee training Most employees will benefit from a general awareness training session that: highlights the company’s commitment to environmental management; explains why environmental management is being adopted; describes what the company hopes to achieve from implementing an EMS; introduces the company’s environmental policy.

Senior management should receive training to make them aware of their own responsibilities relating to environmental protection Senior Management training

Training of EMS Team members Individuals who are expected to manage particular elements of an EMS and explain them to others need a greater level of training. This could include: more detailed information about specific elements of the EMS and the environmental concerns related to a specific environmental issue; an introduction to the environmental legislation governing the issues they are required to manage; an introduction to EMS documentation and procedures.

Training of EMS auditors Those people with direct responsibility for implementing and auditing the EMS should undertake a dedicated training programme, eg a recognised external course. Their training should cover: auditing; environmental management system standards; environmental and other relevant legislation; the external certification process.

Training records keep records of all training received, with an indication of course content, dates and duration.

CONTRACTOR AWARENESS Contractor training and awareness could include: presenting them with a copy of your environmental policy; a short introduction by a company employee; a video presentation highlighting various environmental issues around the site.

Summation Obtain commitment from senior management. Appoint/identify someone to oversee the implementation and operation of Develop an environmental policy. Conduct an initial review of your company’s environmental effects. Evaluate the significance of your company’s environmental effects and draw up a Register of Environmental Effects. Identify legislative requirements and draw up a Register of Legislation. Set objectives and targets. .

Develop an action plan to tackle priority areas. Assign responsibility. Develop employee awareness and conduct training. Develop a mechanism and timetable for carrying out internal audits. Review progress and, if necessary, revise your policy, objectives and targets. Remember that EMS is a never-ending process aimed at continual improvement

Environment management system

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Environment management system