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SHEMS 1006.6000.01AMarch 9, 2015Slide 1 of 41Environmental Management System &Safety & Health Management SystemGeneral Awareness Training – FY14-FY15EPA Region 7Client LogoUNCONTROLLED WHEN PRINTED

Management System OverviewPolicy, Scope, Significant Aspects,Hazards/Risks, Objectives & Targets, MPsSHEMS 1006.6000.01AMarch 9, 2015Slide 2 of 41Region 7 uses the robust Plan-Do-Check-Actcontinual improvement management systemprocess for both the EMS and SHMSImplement EMPs & SMPs, Training,Monitor, and Operational ControlsCorrective Actions andManagement ReviewAssess Compliance and EMSAuditThe Region’s EMS operates on a fiscalyear (FY) cycle, while the SHMS is ona calendar year (CY) cycleUNCONTROLLED WHEN PRINTED

Management System OverviewSHEMS 1006.6000.01AMarch 9, 2015Slide 3 of 41DefinitionThat part of an overall management system the includes organizationalstructure, planning activities, responsibilities, practices, procedures, processes,and resources for developing, implementing, archiving, reviewing, andmaintaining individual programs and achieving performance goals. Provides astructured framework for: Organizing and managing environmental responsibilities;Evaluating the quality of the environment and determininghow it is affected by the organizational mission; andConducting a self-evaluation of the effectiveness of the MSin achieving desired levels of performanceUNCONTROLLED WHEN PRINTED

Management System OverviewSHEMS 1006.6000.01AMarch 9, 2015Slide 4 of 41Region 7 EMS History The Science & Technology Center completed allimplementation actions March 2005, the externalverification audit in April 2005, and self-declared itsEMS to be “in-place” in October 2005The Regional Office completed all implementationactions in September 2005, the external verificationaudit in October 2005, and self-declared its EMS to be“in-place” in October 2005The Regional Office and STC EMSs were mergedtogether in November 2007; TLC addedThe Regional EMS was initially certified to the ISO14001 Standard in February 2009; it was recertified inJanuary 2012 and again in January 2015The current cycle started in October 2013Certified to ISO 14001:2004Certificate Number 42708UNCONTROLLED WHEN PRINTED

Management System OverviewSHEMS 1006.6000.01AMarch 9, 2015Slide 5 of 41Region 7 SHMS History The Region initiated actions to develop the SHMS as asingle system in 2009Actions were halted in late 2011 to allow for the RO moveto take place (changes the dynamic of the system)Implementation of the SHMS resumed in April 2013 andwas completed in March 2014SHEMD conducted a conformance audit in April 2014; nonon conformances were noted and the system wasdeclared “officially complete” at that time.The current cycle started in January 2015UNCONTROLLED WHEN PRINTED

MS Planning PhaseSHEMS 1006.6000.01AMarch 9, 2015Slide 6 of 41ScopeThe MS Planning Phase (PLAN) begins with defining the MS scopeand developing a policy statement. The Scope is a declarative statement of whatyou purposefully include, and in some casesexclude, from the management systemThe Scope typically encompasses activitieswithin facility’s “fenceline” for which theyhave regulatory authority and liability Can change with the addition or transfer ofproperty and/or the gain or loss of missionCan also include activities over which thefacility can exert a certain amount of influenceUNCONTROLLED WHEN PRINTED

MS Planning PhaseSHEMS 1006.6000.01AMarch 9, 2015Slide 7 of 41ScopeThe Region’s MS scope includes the following: Locations: The Regional Office (RO), Science& Technology Center (STC), Training &Logistics Center (TLC) Personnel: All EPA staff, grantees, andcontractors working in these locations EMS: Field Offices (GOV use only)SHMS: Field Offices (All Activities)SHMS: Includes visitorsActivities: Essentially all activities that takeplace in these locations; also includes EMS: Influencing employee commutingSHMS: Employee Wellness – commitment toencourage adoption of healthy lifestyle choicesUNCONTROLLED WHEN PRINTED

SHEMS 1006.6000.01AMarch 9, 2015Slide 8 of 41MS Planning PhasePolicy StatementThe Region’s MS policy statements are written to be specific to ourmission, work activities, and any regional concerns Per the ISO 14001 Standard, the EMS policy statement shall: Be signed by the Regional AdministratorCommit to continual improvement,prevention of pollution, and maintainingregulatory complianceBe reviewed at least once per EMS cycleRegion 7’s Sustainability Policy includesseveral unique commitments to advancethe understanding and implementation ofsustainability principles and practicesUNCONTROLLED WHEN PRINTED

MS Planning PhaseSHEMS 1006.6000.01AMarch 9, 2015Slide 9 of 41Policy StatementIn accordance with OHSAS 18001, the SHMS policy statementdefines Senior Staff’s desire to “provide and maintain a safeand healthy work environment and encourage all parties toregard injury and ill health prevention as both a collective andan individual responsibility.” It includes commitments to: Lead by example in complying with legal &other requirementsContinual improvement in our safety and healthperformance by proactively identifying and, tothe greatest extent practical, mitigating safetyand health risks to prevent injury and ill health.Communicate the SHMS policy to all levels ofthe organization, to visitors, and to the public atlarge.Don’t get sick; don’t get hurt!UNCONTROLLED WHEN PRINTED

MS Planning PhaseSHEMS 1006.6000.01AMarch 9, 2015Slide 10 of 41Aspects & ImpactsWith the MS scope and policy statement completed, the Planning Phaseshifts to identifying appropriate legal and other requirements and, forthe EMS, environmental aspects and impacts; setting objectives andtargets; and developing management programs. Environmental Aspects: The interaction, or potential interaction of a facility’s activities,products, and services (i.e., processes) with the environment. Aspects can be positive(generate recyclable material) or negative (consumption of energy).Environmental Impacts: Any change, or potential change, to the environment resultingfrom the facility’s aspects. Impacts can be positive (improve natural resources) ornegative (degrade air quality).UNCONTROLLED WHEN PRINTED

MS Planning PhaseSHEMS 1006.6000.01AMarch 9, 2015Slide 11 of 41Aspects & ImpactsEXAMPLE – Vehicle Maintenance FacilityActivity:Vehicle maintenanceImpacts:Reduction in landfill spaceDegradation of air qualityProcess:Aspects:Degrease metal parts, solvent wipeGenerate hazardous waste (rags)Generation non-hazardous waste/recyclablematerialsEmit VOCs to the airUNCONTROLLED WHEN PRINTED

MS Planning PhaseSHEMS 1006.6000.01AMarch 9, 2015Slide 12 of 41Aspects & Impacts Aspects that represent the greatest harm (or benefit) are designatedas significant aspectsRegion 7 declares that all aspects governed by legal or otherrequirements will be designated as significant aspects; other aspectswhose impacts are considered to be substantial may also be declaredto be significantEMS Coordinator will also determine if the “breadth and scope” ofsignificance of a generic aspect is such that its application as asignificant aspect should be limited Limited to specific locations and/or conditionsUNCONTROLLED WHEN PRINTED

SHEMS 1006.6000.01AMarch 9, 2015Slide 13 of 41MS Planning PhaseAspects & ImpactsApplicable to all Facilities Consumption of Energy to Support Facility OperationsConsumption of Energy to Support Administrative FunctionsConsumption of Land/PropertyConsumption of Materials to Support Office AdministrativeFunctionsConsumption of Water to Support Facility OperationsEmissions to the Air from Employee Travel*Emissions to the Air from Employee CommutingGeneration of Recyclable MaterialsApplicable to Select Facilities Consumption of Materials to Support Food Servicesat the ROApplications to the Land from Facility Operations atthe RO and STCConsumption of Fuel for Fleet Vehicles at the STCGeneration of Hazardous Waste at the STCEmissions to the Air from Facility Operations at theTLCDeleted Discharges to the Sanitary Sewer at the STCConsumption of Materials to Support FacilityOperationsConsumption of Materials to Support LaboratoryOperationsUNCONTROLLED WHEN PRINTED

MS Planning PhaseSHEMS 1006.6000.01AMarch 9, 2015Slide 14 of 41Hazards & RisksWith the MS scope and policy statement completed, the Planning Phaseshifts to identifying appropriate legal and other requirements and, forthe SHMS, completing hazard identification and risk assessments;setting objectives and targets; and developing management programs. Hazard: A source, situation, or act with a potential for harm in terms of humaninjury or ill health, or a combination thereof.Risk: A combination of the likelihood of an occurrence of a hazardous event orexposure(s) and the severity of injury or ill health that can be caused by theevent or exposure(s).UNCONTROLLED WHEN PRINTED

MS Planning PhaseSHEMS 1006.6000.01AMarch 9, 2015Slide 15 of 41Hazards & RisksA risk assessment is process of evaluating the risk(s) arising froma hazard(s), taking into account the adequacy of any existingcontrols, and deciding whether or not the risk(s) is acceptable. Example: Stream Clean-upHazard: Drowning; physical injury fromfalling; illness from toxic substance on thewater.Risk: Likelihood of Occurrence – Low (people, lifevests)Severity of Injury or Ill Health – Catastrophic(death).There is no such thing as insignificant risk; all riskmust be mitigated to acceptable levels!UNCONTROLLED WHEN PRINTED

SHEMS 1006.6000.01AMarch 9, 2015Slide 16 of 41Job Hazard Analysis (JHAs) Purpose of the JHA process is to determine the jobs peopleperform, the hazard(s) associated with them, the inherent riskfrom those hazards (severity & probability), and the resultingresidual risk after all controls have been appliedMost of the Region is covered under three (3) “Generic” JHAs;each governed by one or more operational controls Office AdministrationGeneral Vehicle OperationsGeneral Field OperationsFound on the Health & Safety R7@Work Page; SHMS SectionUNCONTROLLED WHEN PRINTED

SHEMS 1006.6000.01AMarch 9, 2015Slide 17 of 41MS Planning PhaseManagement ProgramsUnder both the EMS and SHMS, we use management programs(MPs) to define the “who, what, where, when, and how” theobjectives and targets will be achieved. They typically do notchange from one cycle to the next and include the following: Designate responsibilities at each functional level including an overallprogram leadIdentify pertinent records, documents, and operational controlsInclude clear time lines for achieving milestones and performanceindicators for monitoring performanceUNCONTROLLED WHEN PRINTED

MS Planning PhaseSHEMS 1006.6000.01AMarch 9, 2015Slide 18 of 41Management ProgramsEMS Management Programs for FY14-15 Green Meeting Management Program – Diane HarrisHazardous Waste Management Program – Mike DavisReduce/Reuse/Recycle Management Program – Jennifer DawaniSustainability Opportunities & Applications Resource (SOAR) Program – Chris TaylorSustainable Facilities Management Program – Chris Taylor Emergency Generator Consultant – Joe RicardNational Environmental Policy Act (NEPA) Consultant – Larry ShepherdPesticides Management Consultant – Mark LesherTurf Management Consultant – Darrin BanksSustainable Purchasing Management Program – Janet ShearerSustainable Travel Management Program – Chris TaylorUNCONTROLLED WHEN PRINTED