gemi ehs-ims survey presented june 25, 2003 developed in conjunction with rick mock of edsg, the ims...

GEMI EHS-IMS Survey

PresentedJune 25, 2003

Developed in conjunction with Rick Mock of EDSG, the IMS Workgroup, and other participating GEMI members

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Summary

28 companies responded Type of respondents Non-EHS providing input No. of facilities that apply to this

survey Min 2, Max 1500, Mean 176, Med 70

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7. Does the organization for which this survey is completed include domestic facilities, international facilities, or both?

Domestic26%

Both70%

International4%

How EHS-IMS Fits into Environmental, Health,

and Safety Management

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8. Does your organization have an Environmental Management System in place?

No7%

Yes93%

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9. Is EHS-IMS an essential component of environmental management?

Integral58%Exists

19%

Absent23%

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10. Does your organization have a Health & Safety management system in place?

Yes92%

No8%

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11. Is EHS-IMS an essential component of your health and safety (H&S) management?

Integral54%Exists

25%

Absent21%

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12. What percentage of your environmental information needs are managed with the EHS-IMS?

Count – 27 Min - 0% Max - 80% Mean - 37% Median - 35%

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13. What percentage of your H&S information needs are managed with the EHS-IMS?

Count - 25 Min – 0% Max – 90% Mean – 38% Median – 25%

EHS-IMS Vision

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14. Has your organization developed one over arching plan that defines a long-term, strategic direction for EHS-IMS within your entire organization?

No54%

Yes46%

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15. How far along is your organization in executing the plan?

Count – 13 Min – 5% Max – 100% Mean – 47% Median – 40%

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16. Does your EHS-IMS strategic plan provide general direction/goals or specific actions/timelines?

Other0%

Both54%

Specific8%

General38%

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17. Identify your greatest roadblock in fulfilling your EHS-IMS needs.

Resources44%

Budget21%

No Roadblocks14%

Other: Willingness of business units to migrate from local legacy systems; implementation

7%

Undefined Needs

7%

Technology7%

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18. What are the top three needs you would like to see fulfilled in the EHS-IMS market?

18/26 - Integration with internal data source systems (e.g. ERPs - includes SAP & PeopleSoft, HRPs, LIMS, CEMS, etc)

12/26 - Better ability to manage EHS information organization-wide 10/26 - Greater flexibility in applications to better match business

needs 9/26 - Move from client-server to web applications 7/26 - Lack of confidence in the viability / experience / longevity of

vendors in the marketplace 6/26 - Improvement in user-friendliness of applications 4/26 - Need for better Commercial Off-the-Shelf (COTS) applications 4/26 - Electronic Reporting – internal 3/26 – Other: Multi-language issues, more compelling cost-benefit

case, consensus business needs 2/26 - Electronic Reporting – agencies 2/26 - Interfacing with external systems (vendors, clients, etc.)

System Justification

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19. Does your organization require justification to purchase and implement EHS-IMS?

No14%

Yes86%

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20. Is there a standard procedure you are required to follow when justifying any information management system?

No4%

Yes96%

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21. Which statement best describes your justification procedure?

50%38%

8%4% Standard developed

by IT dept.

Standard developedby depts. other thanIT

Standard developedby all or part of theEHS function

Other: Businesscase - cash flow rateof return and NPV

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22. What justification factor(s) must be met to get a system approved? (Choose all that apply)

18/24 - Compliance requirements 18/24 - Return on investment

demonstration (cost savings) 16/24 - Better alignment with other

initiatives (e.g. IT initiatives) 6/24 – Others: Value added and appears to work,

cost effectiveness for business needs, some of the above but not all, availability of resources to work on project, qualitative business case, business needs

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23. Are there systems that you need but are unable to purchase or develop?

No54%

Yes46%

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24. What tools do you currently use to meet those needs now?

Manual processes

13%

Spreadsheets and other non-EHS software packages

54%

Other33%

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25. What major justification factors are not being met for these systems?

No budget to move forward

31%

System not necessary

for compliance

31%

Other15%

No adequate return on

investment23%

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26. Provide a short description of one major or significant EHS-IMS you have implemented

Please refer to attached material

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27. In reference to the system you described in Question 26, what were the benefits (both financial and non-financial)? If you have not yet conducted a benefits analysis, but plan to, what do you anticipate the benefits analysis will show?

Less benefits

than expected

4%

No benefit0%

More benefits

than expected

26%

No benefit analysis

conducted40%

Benefits expected

30%

EHS-IMS Structure

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28. Is the organization that supports your EHS IT needs across your organization…

4%4%

7%

19%

15%

51%

Completely centralized

More centralized thandecentralized

More decentralized thancentralized

Completely decentralized

Outsourced

Other: Centralized within onegroup assigned to EH&S;Internal to Env. Dept.

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29. For your organization, identify which EHS areas have automated data management systems (may include spreadsheets, independent databases and EHS-IMS) by selecting the highest level at which they exist - corporate/business unit OR facility. In addition, if the system is part of your EHS-IMS and not stand alone, check the box under "part of EHS-IMS".

EHS-IMS 66.7% (16/24)

• Incident Reporting 59.1% (13/22)

• Metric Roll Up 55.0% (11/20)

• MSDS Authorizing 52.2% (12/23)

• Audit and Follow-up Corrective Action

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29. For your organization, identify which EHS areas have automated data management systems (may include spreadsheets, independent databases and EHS-IMS) by selecting the highest level at which they exist - corporate/business unit OR facility. In addition, if the system is part of your EHS-IMS and not stand alone, check the box under "part of EHS-IMS".

Corporate/Business 95.7% (22/23)

• Audit and Follow-up Corrective Action 91.7% (22/24)

• Incident Reporting 91.3% (21/23)

• Safety - Employee 90.9% (20/22)

• Metric Roll Up

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29. For your organization, identify which EHS areas have automated data management systems (may include spreadsheets, independent databases and EHS-IMS) by selecting the highest level at which they exist - corporate/business unit OR facility. In addition, if the system is part of your EHS-IMS and not stand alone, check the box under "part of EHS-IMS".

Facility 82.4% (14/17)

• Asbestos 75.0% (12/16)

• PCB Management 75.0% (12/16)

• Stormwater 72.2% (13/18)

• Process Wastewater

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30. In general, what are the most valued functions provided by the systems referred to in Question 29? (choose no more than 3)

22/26 - Central repository for data 14/26 - Provide reports for analysis 14/26 - Provide internal/external distribution of EHS

information (non agency) 8/26 - Provide EHS-relevant notifications and reminders 7/26 - Provide reports for agency submittal 5/26 - Knowledge Retention 4/26 - Perform complex calculations 2/26 – Collaboration 1/26 – Other: Continuous improvement through performance

monitoring, trending and tracking of issues at the lowest level

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31. Where the systems referred to in 5.2 are not standardized across the organization, how is the information managed when consistent data formats are needed (e.g. roll up data)?

43%

15%

23%

15%

4%Each system administrator isresponsible for supplying dataoutput in standard format

Data is provided in the differentformats and made consistentonce collected

The roll up system interfacesdirectly with each differentsystem (0%)

Must be done manually

Combination of any of theabove

Other: EHS site reps key indata

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32. Where the systems referred to in Question 29 are not standardized across the organization, identify the major contributing factor.

Technical Factors

8%People Factors

42%

Business Factors

23%

Other: All of the above; business

justification; organizational

structure; specific differences

requiring judgement and

analysis27%

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33. What types of the following information management technologies and tools do you use or are planning to use for managing EHS needs? (Choose all that apply)

Use Now 85.7% (12/14)

• Collaboration Tools 70.6% (12/17)

• Web tools developed using .NET, J2EE, or other

70.0% (14/20)• Document Management

61.9% (13/21)• EHS Content

Management Tools 50.0% (10/20)

• Knowledge Management Tools

Plan To Use 60.0% (12/20)

• Knowledge Management Tools

42.9% (9/21)• EHS content

Management Tools 40.0% (8/20)

• Document Management 35.3% (6/17)

• Web tools developed using .NET, J2EE, or other

21.4% (3/14)• Collaboration Tools

Non-EHS Systems Interfacing

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34. Do(es) your EHS-IMS interface directly to non-EHS systems for the purpose of retrieving and/or depositing data?

No46% Yes

54%

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35. What percentage of your EHS-IMS interface(s) to source data?

Count – 13 Min – 5% Max – 60% Mean – 19% Median – 10%

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36. In general, what type of data sources interface with your EHS-IMS? If you select ERP, also select the other options if they apply, such as HR, regardless of whether or not that option is part of the ERP. (choose all that apply)

9/14 - Human Resource Systems 6/14 - Enterprise Resource Planning System (includes

SAP & PeopleSoft) 5/14 - Purchasing Systems 4/14 - Manufacturing Resource Planning System 3/14 – Other: claims data, notes mail, security 2/14 - Financial Systems 2/14 - Process Controls 1/14 - Receiving Systems 1/14 - CEMS Systems 1/14 - Laboratory Information Management Systems

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37. Please provide any example(s) where your EHS information management systems use source data

Please refer to attached material

Metrics Tracking

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38. Do you have a metric roll up program within your organization?

Yes85%

No15%

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39. For what purpose(s) are you rolling up metric data?

21/23 - Internal management reporting 20/23 - EHS or Sustainability reporting 17/23 - Analysis for optimization 14/23 - Shareholder reporting (annual

reports) 10/23 - Other non-agency external

reporting 9/23 - External agency reporting

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40. How are metrics used for roll-up collected?

14/22 - Spreadsheet consolidation 13/22 - Web-based metric input 10/22 - Email/Fax reporting 9/22 - Client-Server based metric input 4/22 - Data automatically "retrieved" from

other systems 1/22 - Other: CHESS program, Lotus Notes

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41. Identify your primary data sources for roll up metrics used for EHS performance. EHS performance includes areas beyond compliance, such as energy and water use. If you select (Enterprise Resource Planning) ERP systems, also select the other options if they apply, such as HR, regardless of whether or not that option is part of the ERP.

12/21 - EHS-IMS 9/21 - Human Resource Systems 8/21 - Other: Spreadsheets, Custom systems; In-house designed web-

based system (collection), Cognos Powerplay (reporting); Incident Mgmt. System; Security; Lotus Notes Databases; Plant Operations Data

7/21 - Enterprise Resource Planning System 5/21 - Purchasing Systems 5/21 - CEMS Systems 4/21 - Manufacturing Resource Planning System 4/21 - Financial Systems 3/21 - Receiving Systems 3/21 - Laboratory Information Management Systems 2/21 - Process Control Systems

Computer-Based EHS Training

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42. Does your organization use CBT, to any extent, for EHS training needs?

No15%

Yes85%

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43. What percent of your EHS training needs are satisfied by CBT?

Count – 22 Min – 5% Max – 90% Mean – 40% Median – 40%

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44. How is CBT delivered to students?

19/23 - Web-based (internal) 12/23 - CD ROM 9/23 - Web-based (ASP) 6/23 - Client-Server based

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45. What types of CBT media are utilized?

20/22 - PowerPoint-type material 18/22 - Self-paced applications 6/22 - Digital Video (Local) 6/22 - Digital Video (Streaming) 1/22 - Interactive Satellite Feed 1/22 - Dreamweaver

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46. At this time, are you satisfied with the how CBT has met the training needs in your organization?

Yes57%

No43%

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47. Do any of the following factors limit your organization's ability to use CBT for EHS training needs?

11/23 – Other: Effectiveness and high costs; Need global programs; Infrastructure; Familiarization with CBT; E is more challenging that HS and general awareness is easier to provide than job-customized; Lack of financial support – low priority; Personnel ability to use systems; Language (foreign); Ability to create content in timely fashion; Resistance to change; Network and IS limitations

10/23 - Depersonalization of training 6/23 - Training regulatory requirements 3/23 - Privacy issues 3/23 - No limiting factors 2/23 - Union requirements

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48. In general, what percentage of each of the following resources do you use for development and implementation of your EHS-IMS? (total should add to 100%)

49. In general, what percentage of each of the following resources do you use for maintenance of your EHS-IMS? (total should add to 100%)

Please refer to attached material

EHS-IMS Resources

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50. Over the last two years, has your organization increased or decreased use of outsourced resources for your EHS-IMS needs?

Resources not

outsourced8%

Increased31%

Decreased12%

Unchanged49%

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51. Over the last two years, has your organization increased or decreased use of internal resources for your EHS-IMS needs?

Decreased8%

Resources completely outsourced for past 2

years0%

Increased27%

Unchanged65%

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52. How much support and attention does the IT group used by your organization, whether internal, outsourced, or dedicated IT staff within EHS, provide to EHS applications vs. non-EHS applications?

EHS no support from IT

0%

EHS more than non-

EHS12%

EHS same as non-EHS

52%

EHS less than non-

EHS36%

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53. How does your organization manage the support of EHS-IMS? (IT support may be internal or outsourced)

11/25 - EHS-IMS is part of normal IT support processes

10/25 - EHS has personnel with EHS background trained to support EHS-IMS

8/25 - EHS has personnel with IT background trained to support EHS-IMS

3/25 - EHS-IMS is part of normal IT support processes, but has lower priority

1/25 - EHS manages EHS-IMS support without IT group support

1/25 - Other: Both EHS & IT support

IT Alignment withEHS-IMS

60

54. Are EHS-IMS platforms and applications required to align with internal IT standards?

Not required, but

voluntarily align0%

Not aligned, or no internal IT standards

4%

Required to align

96%

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55. Are there gaps between your current EHS-IMS and internal IT standards?

No IT standard

exists4%

No46%

Yes27%

Don't know23%

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56. Does your company's current IT infrastructure limit EHS-IMS initiatives?

Yes47%

No38%

Don't know15%

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57. At this time, is internal IT infrastructure changing significantly within your organization?

Yes35%

No65%

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58. Are changes affecting EHS-IMS initiatives?

Yes78%

No22%

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59. Does EHS have a strategy to keep up with changing IT infrastructure?

Yes67%

No33%

Application Selection

67

60. Does your organization currently have a process for evaluating and selecting EHS-IMS applications?

Yes78%

No22%

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61. How are applications evaluated within your organization?

Other0%

Individual or very few

stakeholders10% Internal

team and outside

consultants29%

Internal team61%

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62. If you were evaluating a Commercial, Off-the-Shelf EHS application, all else being equal, what would most likely be your organization's overriding factor for selecting one?

More closely

matching IT needs

14%

Cost19% More

closely matching

EHS needs67%

Miscellaneous

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64. If you are using third party EHS-IMS for managing environmental or EHS information, list here if you would not mind sharing this information with other companies.

Please refer to attached material

63. If you are using third party software for managing EHS regulations and would not mind sharing this information with other GEMI companies, enter software name and if it is implemented at the corporate/business unit or facility level.