EMS Manual ISO 14001:2004

Download Example EMS Manual (WORD)

4.1     GENERAL REQUIREMENTS AND SCOPE:

ABC Manufacturing, Grand Rapids, Michigan has established, documented, implemented, maintained and continually improved our environmental management system in accordance with the requirements of ISO14001:2004 international standard and determined how we are to fulfill the specified requirements.

In respect to this requirement the scope of our Environmental Management System has been defined and documented.

The scope of this Environmental Management System (EMS) is for ABC Manufacturing site located at:

 ABC Manufacturing
1234 Highway 1
Grand Rapids, MI

 Scope:

1.1            General

1.1.1       This environmental system applies to (describe ABC’s operations) for the (main industries) and other industries based on the ISO 14001: 2004 requirements.

1.2            Application

1.2.1       ABC Manufacturing designs and manufactures INSERT Processes.

1.3            Exclusion:

1.3.1       The scope of the EMS at this site excludes xxxxxxxx.

1.3.2     ABC Manufacturing does not perform any service work.

REFERENCE DOCUMENTATION:

EMS Manual 

4.2     Environmental Policy Management

ABC Manufacturing has an environmental policy that defines management’s policy to manage the environmental aspects of their operations. The policy:

a)    is appropriate to the nature, scale and environmental impacts of ABC’s activities, products and services,

b)    includes a commitment to continual improvement and prevention of pollution,

c)     includes a commitment to comply with applicable legal requirements and with other requirements to which the organization subscribes which relate to its environmental aspects,

d)    provides the framework for setting and reviewing environmental objectives and targets,

e)    is documented, implemented and maintained,

f)      is communicated to all person working for or on behalf of the organization, and

g)     is available to the public

The environmental policy is posted in the plant(s) per the distribution list associated with them.

Reference cards are given to our employees with the key elements of the policy printed on them but these are not controlled.

RELEVANT DOCUMENTS

Appendix 1 – Environmental Policy

4.2          Planning

4.2.1     Environmental Aspects

ABC has established, implemented and maintained a procedure (EMSP001) that:

  1. Identifies the environmental aspects of our activities, products, and services within the defined scope of the environmental management system that we can control and over which we can be expected to have influence, taking into account planned or new developments or new or modified activities, products and services and
  2.  To determine those aspects which have (or can have) significant impact(s) on the environment.

ABC documents this information on EMSF001 and keeps it up to date. Significant Aspects are summarized on

ABC ensures that the significant environmental aspects are taken into account in establishing, implementing and maintaining our environmental management system.

4.2.2     Legal and other requirements

ABC has established, implemented and maintained a procedure (EMSP002):

  1. to identify and have access to the applicable legal requirements and other requirements to which the organization subscribes related to its environmental aspects and
  2. To determine how these requirements apply to our environmental aspects.

ABC ensures that these applicable legal requirements and other requirements to which we subscribe are taken into account in establishing, implementing and maintaining its Environmental Management System.

  • At ABC we access the federal, state, and local legal requirements through the internet.
  • Local – the EHS Management representative remains informed of local regulations through attending local council meetings or reviewing council meeting minutes in the towns/counties where the plants are located.

4.2.3     Continuous Improvement Process – Objectives, targets and programs

ABC is committed to the continuous improvement of its’ environmental performance and EMS system.  Improvements in environmental performance will be accomplished through the establishment and documentation of environmental objectives and targets, monitoring significant environmental aspects, and regular EMS communications.

ABC has established, implemented and maintains documented environmental objectives and targets at relevant functions and levels within our organization.

ABC has ensured our objectives and targets are measurable where practicable and consistent with the environmental policy including the commitments to 1) prevention of pollution, 2) to compliance with applicable legal requirements and with other requirements to which the organization subscribes and 3) to continual improvement.

When establishing and reviewing its objective and targets ABC takes into account the legal requirements and other requirements to which we subscribe and our significant environmental aspects.  ABC also considers our technological options, financial, operational and business requirements and the views of interested parties.

ABC also has established, implemented and maintained a program for achieving our objectives and targets. This program includes:

  1. Designation of responsibility for achieving objectives and targets at relevant functions and level of our organization and
  2. The means and time frames by which they are to be achieved.

Each objective & target and associated program will be documented on EMSF003.

The EMS team will meet on a quarterly basis to discuss progress of objectives/targets, identify improvements to the EMS, and implementation of corrective actions.  ABC will also maintain a continuous improvement log to track incremental improvements in the EMS processes.

 REFERENCE DOCUMENTATION:

EMSP001                     Aspects, Targets and Objectives
EMSP002                     Legal and Other Requirements
EMSF001                     Matrix Aspects, Impacts and Significant Aspects Identification
EMSF002                     Summary of Significant Aspects, Operational Controls, Monitoring & Measurement
EMSF003                     Environmental Regulations and other Requirements Listing
EMSF004                     Objectives & Targets and Programs

 4.3          IMPLEMENTATION AND OPERATION

4.3.1     Resources, roles, responsibility and authority

ABC ensures the availability of resources essential to establish, implement, maintain and improve the environmental management system.  Resources include human resources and specialized skills, organizational infrastructure, technology and financial resources.

Roles, responsibilities and authorities are defined, documented and communicated in order to facilitate effective environmental management.

ABC’s top management has appointed a specific management representative who irrespective of other responsibilities has defined roles, responsibilities and authority for:

  1. Ensuring that anEMSis established, implemented and maintained in accordance with the requirements of the ISO 14001 international standard.
  2. Reporting to top management on the performance of theEMSfor review, including recommendations for improvement.

The following personnel and teams have a key role in the EMS:

VP of Operations: Is the senior level manager for all operations covered within the scope of the management system and responsible for providing resources for development and maintenance of the EMS.

Director of Quality: Is the environmental management representative (EMR) and has overall responsibly for the implementation and maintenance of the EMS

EMS Team: The EMS provides direct support to the EMR and assists with the development and maintenance of the EMS.  The Director of Quality, Quality Engineer, and Manufacturing Manager are on the EMS Team.

Quality Engineer: Has primary responsibility for legal requirements and regulatory compliance.

Human Resource Manager: Has primary responsibility for the identification and tracking of all employee training including ISO 14001 awareness training, hazard communications training and emergency response planning.

Maintenance Manager: Has primary responsibility for waste management and control of utilities.

All Employees: Have the responsibility to conduct their jobs in a manner to support the EMS policy including the prevention of pollution, legal compliance, and continuous improvement.

Other roles and responsibilities will be defined within the EMS as required.

4.3.2     Competence, training and awareness

ABC has ensured that any persons performing a task on our behalf that may have the potential to cause a significant environmental impacts identified by the organization are competent on the basis of appropriate education, training or experience and we retain these associated records.

ABC has identified training needs associated with our environmental aspects and our EMS.  The training requirements are identified on our Training Matrix (EMSF-0005). We provide training or take other action to meet these needs and retain associated records accordingly.

ABC has established, implemented and maintained procedures to make persons working for us (or on our behalf) aware of:

  1. The importance of conformity with the environmental policy and procedures and with the requirements of the EMS
  2. The significant environmental aspects and related actual or potential impacts associated with their work and the environmental benefits of improved personal performance
  3. Their roles and responsibilities in achieving conformity with the requirements if the EMS and
  4. The potential consequences of departure from specified procedures.

This information is covered in our ISO 14001 General Awareness program.  This training provides all employees with an understanding of the EMS policy, their role in supporting the policy, understanding of significant aspects they impact, and other EMS information.

4.3.3     Communication

With regard to its environmental aspects and EMS ABC has established, implemented and maintained a procedure for internal and external EMS Communication (EMSP-XXXX). This procedure defines:

  1. Internal communication among various levels and functions of the organization
  2. Receiving, documenting and responding to relevant communication from external interested parties.

ABC management has decided not to communicate externally about our significant environmental aspects.  However, when information on our environmental activities is requested, top management will consider these on a case-by-case basis and the response will be documented.

4.3.4     Documentation

ABC’s EMS documentation includes:

  1. The environmental policy, objectives and targets
  2. A description of the scope of the EMS
  3. A description of the main elements of the EMS and their interaction and reference to related documents
  4. Documents, including records, required by ISO 14001 international standard and
  5. Documents, including records, determined by ABC to be necessary to ensure the effective planning, operation and control of processes that relate to its significant environmental aspects.

This manual is the Level 1 EMS documentation that provides clear linkage to all elements of the EMS.

4.3.5     Control of documents

Documents required by the EMS and by ISO14001 international standard are controlled.  Records are a special type of document and are controlled in accordance with the requirements given in 4.5.4.

ABC has established, implemented and maintained a procedure to:

  1. Approve documents for adequacy prior to issue
  2. Review and update as necessary and re-approve documents
  3. Ensure that changes and the current revision status of documents are identified
  4. Ensure that relevant versions of applicable documents are available at points of use
  5. Ensure that documents remain legible and readily identifiable
  6. Ensure that documents of external origin determined by the organization to be necessary for the planning and operation of the EMS are identified and their distribution controlled and
  7. Prevent the unintended use of obsolete documents and apply suitable identification to them if they are retained for any purpose.

Procedure EMSP-XXXX defines process used to control documents.

4.3.6     Operational control

ABC identifies and plans those operations that are associated with the identified significant environmental aspects consistent with our environmental policy, objectives and targets, in order to ensure that they are carried out under special conditions by:

  1. Establishing, implementing and maintaining a documented procedures to control situations where their absence could lead to deviation from the environmental policy, objectives and targets and
  2. Stipulating the operating criteria in the procedures and
  3. Establishing, implementing and maintaining procedures related to the identified significant environmental aspects of goods and services used by ABC and communicating applicable procedures and requirements to suppliers, including contractors.

Operational Control Work Instructions have been developed for the following activities:

  • EWI001                            By Product Management
  • EWI002                            MSDS Management
  • EWI003                            Contractor Control
  • EWI004                            Add additional WIs 

The preventative maintenance (PM) process will be used to monitor equipment and provide for scheduled maintenance activities. Well maintained equipment will help minimize energy conservation and potential environmental impacts. The emergency response equipment will be maintained in the PM system.

4.4.7     Emergency preparedness and response

ABC has established, implemented and maintained a procedure (EMSP006) to identify potential emergency situations and potential accidents that can have an impact(s) on the environment and how we will respond to them.

ABC responds to actual emergency situations and accidents and prevents or mitigates associated adverse environmental impacts.

ABC periodically reviews and where necessary revises our emergency preparedness and response procedures in particular after the occurrence of accidents or emergency situations.

ABC also periodically tests such procedures (where practicable).

ABC has developed an emergency response plan (ERP) that plan response actions for building evacuation, fire, severe weather, chemical spills, and power outages.  The ERP defines responsibilities and procedures for handling these events. These procedures will be periodically tested and the effectiveness of the plans evaluated.

REFERENCE DOCUMENTATION:

EMSP003                     Training, Awareness, and Competency
EMSP004                     Internal and External EMS Communications
EMSP005                     Document Control
EMSP006                     Emergency Response Plan
 
EWI001                         By Product Management
EWI002                        MSDS Management
EWI003                        Contractor Control
 
EMSF001                     Training Record
EMSF002                     Outside Storage Inspection
EMSF003                     Manifest Tracking Log
 
Preventive Maintenance System

 4.4          CHECKING

4.4.1     Monitoring and Measurement

ABC has established implemented and maintained procedure to monitor and measure on a regular basis the key characteristics of our operations that can have a significant environmental impact. The EMS team has reviewed the identified significant environmental aspects and identified the monitoring and measure requirements on Summary of Significant Aspects, Operational Controls, and Monitoring & Measurement (EMSF002). Additional monitoring with be conducted to monitoring the objective & targets and these will be defined within each documented programs.  Environmental performance will be monitored by establishing key performance indicators and tracking information to monitor performance.

The preventative maintenance (PM) process will be used to monitor equipment and provide for scheduled maintenance activities. Well maintained equipment will help minimize energy conservation and potential environmental impacts. The emergency response equipment will be maintained in the PM system.

ABC ensures that calibrated or verified monitoring and measurement equipment is used and shall retain associated records. Calibration requirements are summarized on EMSF002.

4.4.2     Evaluation of Compliance

4.5.2.1          Consistent with our commitment to compliance ABC has established, implemented and maintained a procedure(s) for periodically evaluating compliance with applicable legal requirements.

ABC keeps records of the results of these periodic evaluations.

4.5.2.2          ABC evaluates compliance with other requirements to which we subscribe.  These evaluations may be combined with the legal compliance evaluations as referred to in 4.5.2.1 or may involve a separate procedure.

Records of these periodic evaluations are maintained.

The legal and other requirements are identified on EMSF003.  Every 3 years ABC will review operations to determine compliance with these requirements.  The results of these audits will be documented and any identified non-compliance issues documented in the corrective action process.

ABC will also evaluate compliance periodically through the internal audit process, safety inspections, and routine inspections.

4.5.3      Non-conformity, corrective and preventive action

ABC has established, implemented and maintained a procedure(s) for dealing with actual and potential non-conformities and for taking corrective action and preventive action.  The procedure(s) defines requirements for:

  1. Identifying and correcting non-conformities and taking action(s) to mitigate their environmental impacts.
  2. Investigating non-conformities, determining their cause(s) and taking actions in order to avoid their recurrence.
  3. Evaluating the need for action(s) to prevent non-conformities and implementing appropriate actions designed to avoid their occurrence.
  4. Recording the results of corrective action(s) and preventive action(s) taken.
  5. Reviewing the effectiveness of corrective action(s) and preventive actions(s).

Actions taken are taken to the magnitude to the problems and the environmental impacts encountered.

ABC also ensures that any necessary changes are made to the EMS documentation.

 4.5.4      Control of records

ABC has established and maintained records as necessary to demonstrate conformity to the requirements of its EMS and of the ISO 14001 international standard and the results achieved.

ABC also has established, implemented and maintained a procedure(s) for the identification, storage, protection, retrieval, retention and disposal of records.

  • Records at ABC are to remain legible, identifiable and traceable.

4.5.5      Internal audit

ABC has ensured internal audits of the EMS are conducted at planned interval to

  1. Determine whether the EMS
    1. Conforms to planned arrangements for environmental management including the requirements of the ISO 14001 international standard and
    2. Has been properly implemented and maintained and
    3. Provide information on the results of audits to management

Audit programs are planned, established, implemented and maintained by ABC taking into consideration the environmental importance of the operation(s) concerned and the results of previous audits.

Audit procedure(s) are established, implemented and maintained that address

  • The responsibilities and requirements for planning and conducting audits, reporting results and retaining associated records
  • The determination of audit criteria, scope, frequency and methods.

Selection of auditors and conduct of audits ensure objectivity and the impartiality of the audit process.

 REFERENCE DOCUMENTATION:

 

EMSPxxxx              Corrective and Preventative Actions
EMSPxxxx              Internal Audit
 
EMSF002               Summary of Significant Aspects, Operational Controls, Monitoring & Measurement
EMSF003               Environmental Regulations and other Requirements Listing
EMSFxxxx              Master Document List and EMS Record Retention
 
 EWI002                  Waste Handling
EWI0012                MSDS Handling
 
 
Compliance Audit Records


4.6           MANAGEMENT REVIEW

Top management reviews ABC EMS at planned intervals to ensure its continuing suitability, adequacy and effectiveness.  ABC will conduct a complete management review at least annually.

Reviews include assessing opportunities for improvement and the need for changes to the EMS, including the environmental policy and environmental objectives and targets.  Records of the management reviews are retained.

Input to management reviews includes:

  1. Results of internal audits and evaluations of compliance with legal requirements and with other requirements to which ABC Goshen and Syracuse subscribes.
  2. Communication(s) from external interested parties including complaints
  3. The environmental performance of the organization
  4. The extent to which objectives and targets have been met
  5. Status of corrective and preventive actions
  6. Follow up actions from previous management reviews
  7. Changing circumstances including developments in legal or other requirements related to its environmental aspects and
  8. Recommendations for improvement

The outputs from management reviews include any decisions and actions related to possible changes to environment policy, objectives, targets and other elements of the EMS, consistent with the commitment to continual improvement.

 REFERENCE DOCUMENTATION:

EMSFxxxx    Management Review Checklist and Template

 

 

 

Change History:

Date             Rev.             Comments:

Xx/xx/xx        A                  Original EMS Manual

 

Environmental Policy

 The ABC Manufacturing site manufactures XXXX for the XXXXXX and other industries.  ABC Manufacturing is committed to the following environmental principles:

Continual improvement of our Environmental Management System (EMS) achieved through the use of common sense, Engineering, Maintenance, Manufacturing practices, personnel training and education, and interactive participation between all personnel in the plant.

  • Support of pollution prevention.
 
  • Management      practices and environmental procedures that comply with ISO 14001 to meet      our objectives and targets.  The EMS objectives and targets are periodically      reviewed.
 
  • Compliance with all applicable environmental legal and other requirements.

 

 

 

Approved By:

 

 

 

_________________________________________                      _________________________________________

 

Title: ______________________________                 Title: ______________________________

 

 

 

DISTRIBUTION LIST:

Copy 1             Main Lobby

Copy 2             XXXXX.

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