emas easy for small and medium enterprises "easy" for small and medium enterprises...

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in 10 days with 10 people on 10 pagesin 30 steps

EMAS "easy" for Small and Medium Enterprises

Performance, Credibility, Transparency

The easy way to improve your environmental

and business performance

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what is EMAS?

EMAS is like a trademark

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It means that •Wegobeyondlegalcompliance. •Wehaveactiveemployeeinvolvement. •Wepracticehonestandtruecommunication. •Ourgoalisgoodenvironmentalperformance.

The CommunityEco-management and Audit Scheme (EMAS) is a management tool for both manufactur-ing and service organisations for evaluating, improving and reporting their environmental performance.

EMAS is open to all economic sectors including public and private services.

In 2001, EMAS was strengthened by the adoption of EN/ISO 14001 as the environmental management system required by EMAS; by adopting an attractive EMAS logo to signal EMAS registration to the out-side world; and by stronger consideration for indirect effects, such as those related to financial services or administrative and planning decisions.

Participation in the scheme is voluntary and extends to public or private organisations operating in the European Union and the European Economic Area (EEA) - Iceland, Liechtenstein, and Norway.

4 steps to registration

To receive EMAS registration an organisation must:

1. Conduct an environmental review considering all environmental aspects of the organisation’s activi-ties, products and services; methods to assess these; its legal and regulatory framework and existing environmental management practices and procedures.

2. Establish responsibilities within the EMS; set objectives; provide the resources to support the EMS; implement operational procedures appropriate to the objectives; identify training needs and imple-ment monitoring and communications systems.

3. Carry out an environmental audit, assessing in particular the management system and conformity with the organisation’s policy and programme as well as compliance with relevant environmental regulatory requirements.

4. Publish a statement of its environmental performance that lays down the results achieved against the environmental objectives and future steps to be taken to continuously improve the organisation’s environmental performance.

This Brochure will walk you through each step on the way to EMAS in a easy way.

The main steps of EMAS

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NOTE

EMAS easy for small business has been developed by Heinz Werner Engel with the support of DG Environment. Reproduction is authorized except for commercial use, providing the sources are acknowledged.

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EMAS easy for small SMEs

EMAS is adapted for small business !

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SME’s and micro enterprises are the economic backbone of most economies in Europe. They typically account for 90% of the industrial fabric and contribute in a significant way to economic growth, social cohesion, employment, regional and local development. The majority of these companies employ less than 5 people. One of today’s mega trends is that the global economy is leading towards fast-growing standardisation in products, processes, manage-ment and information. Global sourcing of goods and services imposes labels, standards, management tools and con-trol systems. Furthermore, greening of government programmes and corporate green purchasing underpin this trend and, as these measures become commonplace, more sustainable procurement will result.

For SME's in the supply chain in the European and the Global market, these changes will have impacts in day-to-day activities.

A growing number of small companies have already demonstrated or may soon need to recognize demonstrate track record of regular, positive environmental management, even in emerging economies. Furthermore health, safety, working conditions and social issues are the subject of growing public scrutiny by consumers worldwide.

Therefore, the business of tomorrow is not just about products or processes but also about the management pro-cesses which surround them. This is the focus for EMAS!

Standards and tools are shaped/have relevance to 90% of industry, whether medium or large, or multi-site or multi-national organizations.

But traditional quality and environmental management tools do not fit into the reality of the small or micro-business with less than 10 employees. Nor do they fit well in many SME's.

It is not the intrinsic qualities of those standards which are too high - it is more the internal and external barriers to access which are more demanding – cost, bureaucracy, resources, knowledge…

This is what EMAS easy is aboutIt lowers the bureaucracy, the barriers of knowledge and consulting & certification costs

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What is EMAS ? 2What is ecomapping, what is ISO/EMASeasy? 4

Ecomapping – getting started 5Step 1 : Urban situation map 8Step 2 : Material flow 9Step 3 : Workers opinion poll - the Weather map 10Step 4 : Eco-map water 12Step 5 : Eco-map soil and storage 13Step 6 : Eco-map air, odours, noise and dust 14Step 7 : Eco-map energy 15Step 8 : Eco-map waste 16Step 9 : Eco-map risk 17Step 10 : Your environmental information system 18

Moving from ecomapping to EMAS 19Step 11 : Upgrade your ecomaps for EMAS 20Steps 12 to 16 : Planning your environmental management system 21Step 12 : Your environmental policy 22Step 13 : Environmental aspects identification 23Step 13 and 14 : FLIPO 24Step 15 and 16 : Objectives and targets 25Step 17 to 23 : Implementation and day to day management 26Step 17 : Assign jobs and tasks to your EMAS 27Step 18 : Train your staff Step 19 : Your environmental manual 28Step 24 to 28 : Controlling your environmental management system 30Step 24 and 25: Internal controlling -your quick check 31Step 26 : Recording of events and documents - your ecologbook 32Step 27 : Step 28 : Management review - your control panel 33Step 29 : Environmental statement 34Step 30 : Verification of your EMAS and use of the EMAS logo 35The online EMAS toolkit for SMEs 36

Introduction

Informal

Formal

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Ecomapping and EMAS easy

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Ecomapping is a simple, practical tool, designed in a visual format to be used as a starter kit in environmental management.

Ecomapping is about scanning environmental impacts, problems and practice in SME‘s in a participatory learning process. As such, it can be used in the initial environment review as required by EMAS.

Useful environmental information is gathered systematically observation of everyday practice and procedures as well as through reference to legislative requirements and good practice.

It is a systematic method that builds up a picture of key environmental information by using symbols on a simple plan of the site.

The visual approach makes ecomapping very easy to understand and a useful support tool for raising the awareness of employees and stakeholders of the environmental impacts of an organisation’s activities. It also enables you to get more people involved at an early stage without needing a huge amount of special-ist understanding.

Ecomapping uses several ECOmaps in order to facilitate and visualize environmental problems (“hot spots”) within a company. The different maps (water, energy, air, wastes) create a useful multi layer set of graphical information and lead immediately to environmental action programs.

As 80 % of environmental information is location based, the Ecomaps show what is happening and where.Ecomapping is the ideal starter kit for EMS. In 10 steps, it helps you to understand the environmental problems, materials flows and records, opinions and the perception of workers and work process.

EMAS easy is a way to implement EMAS which is proportional to the size, financial capacity and organisational culture of small business.

It assists, using a number of new features, with compliance with ISO 14001 and EMAS but still focusing on what matters – environmental protection on the shop floor.

If a company has already done some some preparatory environmental work, the work required with Ecomapping, to comply with EMAS or ISO 14001, can be concluded within a week.

External document audits and site audits can easily be done within a day.

The shared documentation and procedures allow cluster approaches in a very cost effective way.

The environmental declaration is compact and delivers essential information in a simple way.

The entire process has already been successfully audited against the EMAS regulation and 1SO 14001 by industrial auditors in 3 companies by certification bodies.

Emas easy is delivering EMAS in ten days, with ten people on ten pages. The work process from, Start to End, takes 30 steps.

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4.3.1. Problems, practices and impacts

l Office heating: excessive fuel consumptionl Use of old light bulbs: excessive electricity

consumption

l

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Lights are not extinct: electricity consumptionBad roof insulation: loss of energy

N° 4.3.3. Environmental action programme 4.4.1.Responsible End Date

4.5.1. Indicators, data and measures

Fuel consumption : 47.000 litres

Heating fuel : 4.000 litres

Oxygene : 19.140 m

Propane : 3.720 kg

4.3.2. Environmental legislationConformity of electric circuit checked by Electrabel

4.3.3. Objectives and targets for the year 2004

vehicles

4.4.2. Trainings Nbr of participants Date Duration

Date Signature and name Update Nbr

Urban situation

Water Soil Air, odours, noise and dust

Energy Waste Risks

Initial review Annual review

© HW Engel | 3.0EMAS - EN - ISO 14001

X

X

1/. Awareness raising sessions on mobility and energy saving instructions CP dec 2003

2/. Awareness raising posters on mobility and energy saving instructions F M

2/. Investigate better transport organisation with subcontractors CP

2/. Start roof insulation F M

dec 2003

dec 2003

dec 2003

Reduction of 5% of the fuel consumption of our

Awareness raising sessions on mobility and energy saving instructionsby CP

15 4 dec 2003 2 hours

What is ecomapping ?

What is EMAS easy ?

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Getting EMAS easy started

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There is no standard method. The implementation process depends on the size of the organisation, its products and services and also on its management culture.

1. Be clear about the ultimate objective of your projectDo you have to implement an EMS because the European head office has requested this ? Is an ISO cer-tification or EMAS registration indispensable for you in accessing a new market?

Do you want to take part in an environmental excellence programme (e. g. regional voluntary agree-ment)? Do you want to get savings or market benefits? Are you convinced that an EMS is the natural extension of your current management and that it represents an investment for the future?

2. Analyse your need for resources

EMAS needs time, knowledge, human resources, additional information, external advice, your company’s enthusiasm and also your economic resources.

3. Have the support of the boss

Make sure that management, at the highest level, is involved and supports the EMAS implementation project.

4. Involve motivated staff

Involve and integrate your colleagues from the outset. Form a competent team. Make use of internal “know-how” and of the experience of the employees. Take the time to act, learn, build capacity and experiment.

5. Get a leader

Find and name a dynamic co-ordinator that can bring life to the project, make it effective and promote it internally.

6. Look for and find the necessary information

The great number of books published on environmental protection in different sectors can be a source of information and can help you to understand how to start your project. Look for information on the Internet. You will find information about your legal obligations, clean technologies to use as well as action-plans, case studies, recommendations, etc.

7. Call on eco-counsellors and ask for public grants and help

External assistance can be useful in carrying out the different steps in the EMS, such as the initial review and identification of the significant environmental aspects of your company’s activities, legal requirements, the development of procedures, etc. Many regions offer a financial assistance to cover costs associated to the counselling to the SME’s.

8. Provide for training and capacity building

Environmental management requires substantial awareness raising among employees, possibly using ‘learning-by-doing’ techniques. Environmental education is very important. Many countries have public and private sector initiatives for capacity building.

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They show what is happening and where, in terms of environmental protection and behaviour.

Ecomapping is a toolbox with ten working steps, each one leading into the next one. The work is partly done in the office, but mainly on the shop floor…

Ecomapping is easy : it helps and assists you in understanding environmental problems, materials flows, opinions, facts and figures.

Step 1 Site in the city : the urban situationMake a map of the site, seen from above, including car parks, access areas, roads and the surrounding environment. What is the big picture ? Think also about your transport, subcontractors, procurement policy and the impact of your products and services !

Step 2. What is going in and out ?Get an idea of your material flows and their very nature and this will help you to pay more attention later in the work to some aspects like storage, health risk and resource use. The material flow is also useful to get a feeling about associated costs.

Step 3. What do they think and how do they feel Workers are adults with experience, opinions and ideas. Get them involved now and do a 120 second audit. This will help the way you do your assesment on the shopfloor and get buy in into EMAS.

Step 4, 5, 6, 7, 8, 9. Map out the site – Observe and evaluate environmental behaviour and equipment

The Ecomaps should show the real situation - they should be simple, recognisable and in proportion. They should have a date, a name and a reference. You will have to integrate one or two significant objects which will enable you to orient yourself straight away in the site (e.g. machines, boilers, etc.). You may use the example in the documents as a template as well.

Step 10. Organize, manage and communicateDuring the process you will discover information deficits but also decide on which environmental steps and actions to implement. Put all this relevant information in the appropriate cases and files. Environmental indicators and very lean reporting will help you to keep you and your staff informed and to sustain dia-logue with all other stakeholdes like your marketplace or public administration. Try the template pages 17 and 18 if you stop here !

The Ecomapping toolbox, your EMAS starter

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Ecomapping isa stepby stepprocess togatheruseful informationand to immediately triggerenvironmentalaction.As80%ofenvironmentalinformationislocation-based,Ecomapsofyourshopfloorareuseful.Theypointtoinadequatebehaviour,problemswithequipment,workfloorarrangementandleadtotheidentificationofenvironmentalimpacts.

1 The Urban map and your sector specific information2 Your material flows and a rough evaluation of what is

going in and out

3 Workers’ opinion pool and implication

4, 5, 6, 7, 8, 9 Ecomapping

10 Integration and Micro reporting

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10 Steps

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How to eco-map

1. Map of the urban situation - satellite picture

Make a map of the site, seen from above, including car parks, access areas, roads and the surrounding environment. It should show the real situation. (2 copies)

2. Map of the shopfloor

Draw the outline of the site to scale, showing the interior spaces. This map should be copied (6 times) and will be the basis for the work to be done.

The maps should show the real situation - they should be simple, recog-nisable and in proportion. They should have a date, a name and a refer-ence. You will have to integrate one or two significant objects which will enable you to orient yourself straight away in the site (e.g. machines, boil-ers, etc.).

3. Symbols

Develop your own symbols, but use at least two:

Hatched lines: small problem (area to be monitored, problem to be studied)

Circle: large problem (stop, corrective action)

The more serious the problem: the thicker the circle

How to prepare and use eco-maps

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Indispensable materials

A4 -squared paper and a photocopy machine.

Time needed

Less than one hour of work for each map.

When to do it?

At any time but, ideally, at the end of the accounting year.

How often should they be up-dated?

Once a year, or when you renovate the site, extend your activities, or within the audit cycles.

Filing

With ISO 14001 and EMAS documentation, with your annual accounts.

Who can use them?

The maps can be used during different steps : baseline assessment, training, communication and reporting, documentation, etc.

1. Eco-map: urban situation

2.Eco-map:site

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In terms of environmental management and impact, those symbols also mean :

Frequency Scale Severity

happens occasionally is minor small impact

happens regulary very local can be diminished

happens every day significant for all bad and irreversible

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• What is the interaction between your site and its neigh-bours?

• What is the authorised use of the area covered (i.e. com-mercial, industrial)?

• What traffic is generated by your activities (car, train, truck, plane)?

• Are there rivers nearby? What kind of sewage system?

• Are your subcontractors respecting the environment ?

• What are the environemental impacts of your products and services ?

Eco-map: the satellite picture

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Who are you ?

Company name .............................................................................................................................Contact person ..............................................................................................................................Address : Street ....................... n°....... City ........................................ Post code ....................Phone .................................... Fax............................... E-mail ...................................................NACE code .............................. VAT n° ........................................ Sector ❐ Handcraft ❐ Industry ❐ ServiceManagementsysteminplace : ❐ HACCP ❐ ISO 9000 ❐ Other :

Thismapsituatesyoursiteinitsurbancontext.

Assess the number of vehicles in relation to your activities and estimate their annual number of movements (cars, trucks, lorries, etc). The table below will help you to roughly calculate the pollution generated.

Emissions gr per km Light vehicles, petrol Light vehicles, diesel Heavy vehicles, diesel

CO2 (Carbon dioxide) 250 133 837

NOx (Nitrogen oxide) 2.53 0.55 19.2

SO2 (Sulphur dioxide) 0.026 0.168 1.052

Observe & locate

• Usage of neighbouring areas (residential, green areas, industrial)

• Roads and direction of traffic

• Problems with neigh-bours

• Public transportation

Collect information

• Cadastral survey

• Sectorial environmental guidances

• License to operate

• Construction permit

Evaluate & Estimate

• Importance of traffic (cars, trucks, etc.)

• Parking areas available and used

• In-coming and outgo-ing movements (suppli-ers, bin-men, employ-ees’ and customers, etc.)

Indicators & reporting

• Surface in m2

• Date of establishment

• Average number of employees a year

• Age of buildings

• Number of vehicle movements

• Turnover (€)

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Problems are always linked to activities

• Car parking : oil spillage• Landscaping and gardening : use of pesticides• Conflicts with neighbours

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Direction of traffic

Entry

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The reader may wish to consult national government web-sites to identify any national criteria or emissions attributed to specific vehicle types.

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Your company is a black box. Raw material, energy, auxiliary products and packaging are entering the company. New products, services and also different types of waste (solid, liquid, airborne) are leaving the company.

A material process flow will allow you in terms of kilograms (Kgs), tonnes (T), cubic metres (M3) to get a clear picture of resource use, non productive output and a better understanding of the very nature of the products you use or dispose of. Please use generally accepted international metrics (m3, kWh, Tons, Kg, etc.)

Your material flows and resource use

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IN (per year)

Consumption Nature of productEnergyHeating Fuel . . . . . . . . litres . . . .Gaz . . . . . . . . . m3 . . . .Electricity . . . . . . . . kWh . . . .Diesel & fuel for vehicles . . . . . . . . litres . . . .Renewable energy . . . . . . . . kWh . . . .Water consumptionDistribution water . . . . . . . . . m3 . . . .Groundwater . . . . . . . . . m3 . . . .Packaging Films . . . . . . . . . .kg . . . .Cans . . . . . . . . . .kg . . . .Cardboard . . . . . . . . . .kg . . . .Auxiliairy products usedLubrification . . . . . . . . litres . . . .Detergeants . . . . . . . litres . . . .Cleaners, salt . . . . . . . litres . . . .Office supplies . . . . . . . . . .kg . . . .Computers and electronics . . . . . . . .Units . . . .Raw materialPaints . . . . . . . . . .kg . . . .Solvents . . . . . . . . .kg . . . .

OUT (per year)

Production Nature of productEmissions to AirCO2 . . . . . . . . .kg . . . .SOx . . . . . . . . .kg . . . .NOx . . . . . . . . . gr . . . .concentration of solvents . . . . . . . ppm . . . .Waste WaterRecycling of water in process . . . . . . . . m3 . . . .DBO . . . . . mgr/lit . . . .CDO . . . . . mgr/lit . . . .WastePackaging waste . . . . . . . . .kg . . . .Hazardous waste . . . . . . . . .kg . . . .Non toxic waste . . . . . . . . .kg . . . .Paper and card board . . . . . . . . .kg . . . .Liquid waste . . . . . . . litres . . . .Products and servicesFinished products . . . . . . .Units . . . .Semi-finished products . . . . . . .Units . . . .Service unit . . . . . . .Units . . . .

Please identify if possible the nature of the products :

Decidewhichflowsdeservethemostattention

Eco-labelled Recycled Corrosive

Dangerous for the

environment Flammable Harmful Toxic

1 2 43 5 6 7

Health & safetyPurchasing - recycling Environment

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Organise your own opinion poll in 3 steps :

1. Adapt the existing mini-audit to the activities and environmental aspects of your organisation, if needed.

Distribute enough copies of the finalised mini-audit to all the employ-ees

Organise the mini-audit either by building, by zone or by activity

2. Collect and summarise the answers and visualise the results by integrating them in a spreadsheet to get a graphical representation.

3. Communicate the results to the employees that have participat-ed in the exercice and to the top management. Focus on bad points, but point out also the "sunny side" !

Investigate the activities and aspects rated as worst by the employees and follow up.

Take into account the opinions expressed and have a clos-er look at the areas when you walk around the shopfloor with your eco-maps and are conducting environmental reviews.

Workers' opinion poll –the environmental "Weather" Map

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Before doing Ecomapping on the shopfloor, fine tune your preparation with an opinionpollamongyourstaff.Thiswillallowyoutogettheperceptionofyouremployeesonwhereenvironmentalactionisrequired.Askthemtogivequickandintuitiveresponses–-onecrossperquestionin120seconds.Thecorrespondencebetweentheresultsofthisquick«-opinionpoll-»willhelpyoutoinvestigatethefollowingstepsandharvestinterestinginformation.

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Differentiate the management staff and the workers perception by using the mini-audit on 2 different collored papers

print out 2 weather maps graphics : one stacked column graph which will show the different answers and one 3D column graph which will compare only the best (sun) and worst (storm) answers.

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Step 3

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A 120 seconds Mini-audit : The Environmental «Weather» Map

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Use of raw materials, products and resources

Use and choice of energy (fuel, gas, electricity)

Use of water and wastewater

Prevention and reduction of waste stream

Recycling and selective separation of waste

Air pollution, dust and odours

Reduction and control of noise and vibrations

Storage of products

Mobility and transport of employees and goods

Green planning for products and services

Health and safety in the workplace

Prevention of environmental accidents

Environmental information (internal and external)

Communication with suppliers and subcontractors

Neighbourhood (dialogue and implication)

Motivation of managers

Motivation of employees

Environmental management practices

Location: …………………… Date: …………… Name (facultative): ……….............

Help us to get a feeling of the strengths and weaknesses of the environmental

management of our company. Please tick (X) the area which expresses your

opinion.

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• Where is there a high level of water consump-tion?

• Where are hazardous products poured into the sewer?

• Possibilities for product substitution

• Possible accidents

• Wastage and bad habits

• Potential for cost-savings

• Identify major release of domestic, process, cool-ing water

Eco-map: Water consumption and wastewater system

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Observe & locate

• Areas where harmful liquids are poured

• Leaks in piping and drainage system

• Existing treatment equipment

• Major areas of con-sumption (washing machines, ...)

• Pumping of groundwater

• Use of rain water

• Cleaning methods and products

Collect information

• Annual water bills

• Permits for discharge of wastewater

• Permit for pumping of groundwater

• Plan of sewage system

• If treatment equip-ment is used, technical description from supplier

• Technical description of cleaning product

Evaluate & Estimate

• Wastage

• Activities which require much water

• Pollutants and impact of pollutants

• Measurements of dis-charges

• Proper functioning of water treatment equip-ment and quantity treated


• Major sources of con-sumption, % (domes-tic, process, cooling)

• Results of measurments of discharges (chemical and biological oxygen demand)

• Cost of water con-sumption in €

• Taxes of water dis-charges-in €

Do you like to calculate?Convertyourwaterconsumptioninm3intoequivalentperinhabitant,keepinginmindthatanaverageBelgianconsumes120litresaday.

Thiseco-maplooksatyourconsumptionofwateranddischargeofwastewater.

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Environment impacts are always linked to activities

• High pressure engine cleaning and drains with-out oil separator - waste water

• Floor cleaning with Kärcher - excessive water concumption

• Motorpart cleaning with detergents - waste water

• Maintainance - Blocked Piping system

One drop of water takes from five to 25 years to go from a cloud to your tap.Water is a resource which must be protected and must not be wasted. One person consumes on average 120 litres of water a day. How much does your company consume per year in comparison with a normal per-son? Which areas of activities are dangerous in terms of water pollution, e.g. cabin for painting or paint stripping? Check to see where all drains are situated. Don’t forget that one drop of petrol product contaminates more than 5,000 litres of water.

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• Is there a threat to groundwater in the case of accidents?

• Where are your old oil tanks?

• Soil pollution?

• Procedures in the case of accidents?

• Do storage areas have concrete floors, are they partitioned off, are they ventilated?

Eco-map: Soil and storage

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Thiseco-maplooksatthestorageofinflammable,dangerousorhazardousproductsinrelationtogroundwater.

• Check for adequate storage rooms :

- ventilation system

- impermeability of surfaces

- correct electric systems and wires

- well sealed drums

- automatic doors closing

- etc

• Check for isolated chemical drums into nooks and cranies

Observe & locate

• Storage areas and rooms

• Tanks

• Drums, containers, “suspicious“ pallets

• Impermeable surfaces

• Secondary containment

Collect information

• Data safety sheets on products

• Analysis of basements

• Layout of tanks

• Areas of water collec-tion

• Permits for tanks above 3.000 liters

• Watertight and security reports

Evaluate & Estimate

• Analyse condition of old tanks

• Impermeability of soil

• Conditions of storage of hazardous products, finished goods and waste

• Type of products stored in tanks and drums

• History of oil & chemi-cals leakages


• Watertight surfaces in m2

• Permanent stock of inflammables and toxic material in litres

• Capacity of tanks in litres

• Number of leaking inci-dents per year

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Step 5


• Fuel and chemical storage in area without reten-tion system - potential soil pollution

• Refill fuel for heating in oil tank - risks of spill-ages, soil and groundwater pollution

• Product delivery - spillages• Outside storage of drums and bins - uncontrolled

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• What is the air quality inside your company?

• Do you pay attention to sources of noise, com-plaints from local residents?

• Are filters replaced regularly?

• When was maintenance work last carried out on your boiler?

Eco-map: Air, odours, noise, dust

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Observe & locate

• Openings in roofs and ventilators

• Main points of emis-sions (air, odours, noise, dust)

• Filtration system

• Use of individual pro-tection (masks)

• Noise reduction sys-tems

Collect information

• Certificates of mainte-nance

• Technical instruction sheets

• Product safety sheets

• Measurement of air pollution report

• Emission level of stan-dards and norms

Evaluate & Estimate

• Work procedures

• Product quality

• State of filters and pipes

• Disturbance and fre-quency of odours, dust and noise

• Neighbours’ complaints about noise, air, dust and odours


• Volume of volatile pol-lutants, litres

• Noise levels (dBa) inside and outside

• Frequency of analysis and maintenance

• Results of measure-ments (CO2, NOx, SOx)

Thiseco-maplooksatallthepointsofemissionsandthefunctioningofmachinery.

Theairhereisdangerousandcan-notbebreathed.

Atmospheric emissions are mainly due to heating installations and generators. Make an estimation :

Natural gas (g/m3) Heating oil (g/litre)

Greenhouse effect: CO2 1,879 3,136.5

Photosmog: NOx 3.01 3.35

Acid rain: SO2 0.027 3.6

Do a total calculation of CO2 by multiplying the total calculated for your eco-map urban situation by 5.

Make a comparison: a person living in a developing country generates 1.8 tonnes of CO2 per year.

If your company is located in an urban area you should pay particular attention to the problem of noise. Do a test. If at the edge of the site you can no longer have a conversation without raising your voice, you have exceeded 65 decibels.

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Step 6


• Air extraction with old filters - air pollution • Painting with airgun - Noise, odours, VOC• High pressure air cleaning - Noise, dust• Painting cabin with bad ventillation - VOC

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• Where are areas of wastage?

• State of electrical installations?

• Where do heat losses occur?

Eco-map: Energy

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Observe & locate

• Location of “heavy” machinery

• Useless lighting

• Areas of heat loss

Collect information

• Maintenance cer-tificates of heating sys-tems and machinery

• Technical instruction sheets for machinery

• Bills

• Audit reports of energy suppliers

Evaluate & Estimate

• Type and use of energy

• Insulation

• Energy efficiency (good / ok / bad)

• Oversized machinery

• Heating installation efficiency

• Correct use of installa-tions and wastages


• Consumption kWh (computing and admin-istration, lights, cooling and heating, process and machinery)

• Cost of electricity, gas and fuel consumption in €

Thiseco-maplooksatyourconsumptionofenergyandtheimpactsthatithas.

Step 1 : Convert your energy consumption into kWh

Resources Energyconsumed generated (kWh)

• Fuel: 1 litre 10

• Gas: 1 m3 11.28

• Propane: 1 ton 12,880

• Coal: 1 ton 8,500

• Wood (broad-leafed tree): 1 stere 1.56

Step 2 : Visualise the equivalent quantity of resources necessary to generate this energy.

Resources necessary to generate 1000 kWh

• Brown coal 1,300 kg

• Low energy-value waste 3,500 kg

• Solar panels 12,500 m2

• Uranium (Nuclear power) 0.022 gr

• Natural gas 270 m3

• Water (dam of 10m height) 43,200 m3

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Step 7


• Lightening of storage rooms - electricity• Air compressing for pneumatic tools on oversided

machinery - electricity• Opened entrance of vehicules - loss of energy• Running and maintainance of boilers - electricity

and fuel

Energy production with fossile fuels generates greenhouse gases

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• What is the level of recycling ?

• What preventative measures have been taken ?

• Are your suppliers obliged to take back materials and packaging ?

Eco-map: Waste Producing and recycling

16

Observe & locate

• Bins and containers

• Direction of waste flows

• Areas of wrong waste separation

• Locations of waste pro-duction and storage

• Old useless machinery

Collect information

• Recycling certificate from transporters

• Annual bills

• Assessment and devel-opment of flows

Evaluate & Estimate

• Level of recycling

• Prevention measures

• Categories of waste

• Frequency of waste evacuation

• Re-use of waste and rejects


• kg of Waste disposed / category / year (paper, toner, hazardous, plas-tic, metal, etc.)

• Taxes paid on waste in-€

• Number of different sorted waste

Thiseco-maplooksatmanagementandpreventionofwaste.

Example

1 Paper and cardboard for packaging 3

2 Tyres 1

3 Non-metallic car body parts 5 4 Batteries 2

5 Waste from recycling 20

6 Empty oil filters 15

7 Aerosols 15

8 Packaging chemical products 16

9 Empty paint tins 15

10 Cabin filters 16

11 Scrap 10

Generationofwastecanbereducedby50%bysimplechangesinbehaviour.

Evaluate the level of waste management

1 to 5: more or less good management

6 to 10: no management

11 to 15: lack of management is the source of prob-lems

16 to 20: lack of management is the source of serious problems

Scoring from 0 to 20 takes different criteria into account. Hazardousness of products and potential for finding alternative solutions (recycling and others). Fill your figures into a table.

Make a radar graph and the areas of poor or no man-agement will be visualised immediately! (Put this up in the area of work in your company for everyone to see!). See the example given.

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Step 8

Environment impacts are always linked to activities • Waste separation - Mix of household/non-hazardous

waste and toxic/hazardous waste• Waste generation during painting - toxic waste• Outside waste storage - uncontrolled waste flow• Product delivery - packaging waste

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Eco-map: Risks

17

• Accessible and clearly identified emergency exits

• Known emergency procedures

• Dangerous situations

• Where do you use products which are carcino-genic, cause allergic reactions, etc.?

Observe & locate

• Location of fire extin-guishers

• Emergency exits

• Areas of risk

• Use of personal protec-tive equipment (shoes, gloves, masks, …)

• Correct lightning of risk areas

Collect information

• Toxicology sheets

• Emergency procedures

• Authorisations

• Fire services reports

• Accident reports

• Electricity services reports

• Training sheets and records

Evaluate & Estimate

• State of machinery

• Emergency facilities

• State of ground

• Categories of toxic products (corrosive, flamable, harmful, toxic)

• Risk areas correcly marked with picto-grams


• Number of accidents / year

• Hours of training for employees / year

• % of dangerous and toxic products in stock

Thiseco-mapidentifiesrisksofaccidentsandpollution.

Risks related to health, e.g. inhalation and absorption of dangerous products

or accidents which cause bodily harm.

Risks related to the environment, e.g. leakage of products, accidental spillage and usage of toxic products

Risk related to fire, e.g. explosions and dispersion of toxic products

You must be prepared and know emergency procedures and telephone numbers (

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Step 9


• Floor cleaning - Problems with falls• Storage of chemicals - Solvent clouds and risk

of explosion• Car parking - risks of fall• Painting room - damage to health

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General data • Data on the company (address, NACE

code,....)

• Historical development

• Marketing information

• Construction plans, site plan, land registry

Impact on the environmental quality of the surroundings • Urban map

• Geological underground of the site

• Mobility and transport statistics

• Relationship with local residents

Company operations • Material and energy flows in physical terms

• Technical documents of equipment

• Production processes

• Choice of products and raw materials

• Weather map - workers implication and trainings

• Subcontractors & purchasing criteria

A. Water and Wastewater • Ecomap of water

• Quantity and quality of wastewater

• Management and Treatment of wastewater

• Sewage system (plans)

• Taxes and charges paid for wastewater dis-charged

B. Soil and groundwater • Ecomap of soil

• Storage of chemical products

• Storage systems

• Soil analysis

C. Air, Dust, Noise and vibrations • Ecomap of air, dust, noise and vibrations

• Points of emissions to air

• Airborne emissions and odours

• Sources of noise and measurements

• Maintainance certification

D. Energy • Ecomap of energy


• Maintenance certificates of heating system

E. Waste • Ecomap of waste

• Origin of waste

• Storage of waste

• Elimination of waste

• Waste management

• Recycling of waste

F. Risks • Ecomap of risks


• Emergency procedures

• Accident reports

Environmental costs(bills, investment, taxes, charges, insurance, fines)

Legal information • Permits and licences

• Relationship with authorities

• Insurance policies

Your environmental action plansYour Environmental reportsYour Environmental indicator

18

Your environmental information system

Building up environmental information with ecomapping

Urban map

Material flow

Weather map

Eco-maps Water

SoilAir, dust, odours & noise

EnergyWasteRisks

Integration and organisation of information

Environmental action programme

Reporting

Smart filing of environmental information

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Moving from Ecomapping to EMAS

19

From Ecomapping to Processes and Formal Management Systems

easy

PLAN

ACT

CHECK

plan do

act check

Transforming Ecomapping into a environmental management system is not so difficult :

- a simple language allows you to navigate in the requirements of ISO 14001

- lean adapted ISO 14001 & EMAS templates help to organize information in an recognizable way for external auditors

In the EMAS easy toolbox you will find :

1. Flow, Legislation, Impacts and Opinions (FLIPO) a small procedure to use the different information streams coming from Ecomapping to filter and rank activities with significant impacts. Other informal management approaches can be handled the same way

2. Environmental control panels to frame management reviews

3. The green logbook to record events documents communication and training

4. Internal audits, controlling, measurements, evaluating good Housekeeping and corrective action are integrated in one compact worksheet

5. The one sheet of paper procedures of ISO 14001 explains how the small system works !

6. The micro environmental EMAS declaration

It is also understood that most of the work instructions remain oral, informal and adapted to the com-munication style of the shopfloor.

EMASeasy with Ecomapping : building up a small Environmental Management System

Strategic Management

Business process 1

Business process 2

Business process 3Client produit

Fina

nces

Hum

an r

esso

urce

s

Infr

astr

uctu

re

EMS

Oth

er

DO

In order to develop a formal management system you need now to connect the environmental impacts to your business activities.

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20



consumption

l

l




l Fuel consumption : 47.000 litres

l Heating fuel : 4.000 litres

l Oxygene : 19.140 m3

l Propane : 3.720 kg

4.3.2. Environmental legislationl Conformity of electric circuit checked by Electrabel


vehicles

4.4.2. Trainings Nbr of participants Date Durationl

l

l


Urban situation


Energy Waste Risks



X

X





dec 2003

dec 2003

dec 2003

l Reduction of 5% of the fuel consumption of our


15 4 dec 2003 2 hours

Upgrade your Ecomaps for EMAS Step 11

easy

From informal to formal

Ecomapping is very informal, free hand. It will generate a significant number of environmental problems and questions. It may help to sort things out if you put the collected information into specific "boxes". This will lead you into the environmental management logic.

Identificationofenvironmentalaspects

Showswhenthismapwasdone

Partofyourlegalregister

Partofyourinter-nalcontrolling

Environmentalactionwithdead-linesandrespon-sibilities

Trainingcompe-tences

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Planning your environmental management system

21

Develop an environmental policy for your organisation

Environmental policy (see page 22)An environmental policy is a public document prepared by your company in which you describe your commitments to the environment.

This written commitment from the management must make a reference to: • the development of environmental performance beyond

legal requirements • the implementation of measures necessary to reduce, pre-

vent or eliminate environmental pollution and pressures. • the prevention and reduction of the risk of emissions of pol-

lutant substances in the event of accident • providing full information to the public by opening a dia-

logue about the environmental impact of your companyhttp://ec.europa.eu/environment/emas/toolkit/toolkit_4.htm

Analyse the significant environmental impacts of your activity

Initial environmental review (see page 23)The most important step in the implementation of EMAS is probably the initial environmental review.

This is the systematic and in-depth evaluation of the vari-ous aspects of your activity under environmental criteria. It is like a picture of the ‘ecological footprint’ of your organisa-tion. The review provides a basis for a sound environmental action programme with clear objectives and targets. The initial review includes an examination of: • significant environmental impacts associated with your

activity, products and/or services • legal and regulatory requirements relevant to your organi-

sation • all your existing practices and procedures concerning

environmental management • evaluation of the results of inquiries into previous inci-

dents • complaints from neighbours about your activitiesThese results will figure in a so-called ‘Register of significant environmental impacts’. There is no universal method of assess-ing and measuring environmental impacts. To start, have a closer look at your direct and indirect impacts. While evaluating your organisation you should consider issues related to the loca-tion of your activity like noise, odours, visual impact, occupation of space, etc.http://ec.europa.eu/environment/emas/toolkit/toolkit_5.htm

Comply with and go beyond legal requirements

Legal and other requirements (see page 23)EMAS is useful in helping you to comply with the legal requirements, voluntary agreements and sec-toral codes of conduct that affect your activities.

It gives you a system for keeping up-to- date with develop-ments.In the event of noncompliance, corrective measures must be taken to redress the situation.It is often difficult to keep informed of all legal requirements that affect you but there are now many places where you can find this information. Websites of environmental legislation are given in the Resources area of the toolkit.EMAS-registered organisations go beyond compliance with legal requirements, they anticipate new regulations and there-fore work with and towards higher standards. EMAS can also help you to build a stronger relationship with the authorities.http://ec.europa.eu/environment/emas/toolkit/toolkit_5_2_15.htm

Set clear environmental objectives and targets

Objectives and targets (see page 24)Environmental objectives derive from the environ-mental policy and initial environmental review. An environmental target is the precise performance

requirement, quantified over a period of time, for achieving the objective. Objectives and targets of an EMS have to be described, communicated and regularly up-dated; they must reflect the company’s environmental policy. These objectives may include commitments such as: • Reduce waste and the consumption of resources • Reduce or eliminate pollutant emissions in the environment • Re-design products in order to minimise their environmental

impact during their production, utilisation and disposal • Promote environmental awareness amongst employees and

the external community connected to your organisationhttp://ec.europa.eu/environment/emas/toolkit/toolkit_6.htm

Establish your environmental action plan

Environmental management programmeWho does what? When? How? (see page 24)An environmental management programme is a set of environmental objectives and targets designed to improve the environmental performance of the

organisation.It is an overall work plan that translates the company’s environ-mental policy into everyday practice. The programme designates the responsibilities and identifies the means to achieve the defined objectives and targets and to meet the deadlines.The programme integrates environmental protection into the daily life of the organisation and must lead to changes in behaviour and better environmental performance. It is the driver for continuous improvement.http://ec.europa.eu/environment/emas/toolkit/toolkit_7.htm

Direct environmental aspectsAir emissionsUse of natural resourcesUse of raw materialsWaste generationWastewater disposal

Indirect environmental aspectsDesign of productsTransportSupply chain practicesRecycling of wastePlanning and administrative decisions

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Ourenvironmentalpolicy

Concernedtopreservethe environmentforfuturegenerations,Retrivalcommitsitself,beyondcurrentlegislation,toa continualimprovementofthe environmentandofitsprotection.

Wewillfocusoureffortsonthe followingitems:

-To integrateoursiteintoitsurbanandlandscapeenvironment

-To improveourmanagementofflowsandourstoragepolicyinordertoreduceitsimpactonthe environment

-To trainandmakeeachofusawareofher/hisresponsabilitiesregardingher/hiswor-kingmethodsandtheirimpactonthe environment

-To favourmaterialsreusebeforeenteringthe recyclingprocess;tofavourrecyclingtolandfilling

-To considerpreventionas an essentialtheme inourthinkingandinouractions,bothinternallyandtowardsourclients

-To managerisksthroughinformation,communication andsignalling

-To becomea modelinenvironmentalmattersforourclientsandforourpartners

-To convinceeachofustorepresentindividuallythe wholeRetrivalteam

ForRetrival’s team

October6,2003

Environmental Statement 2003C

22

Your environmental policy

Beyondlegalcomplianceandcontinuousimprovement

Environmentalobjectives

Preventionofpol-lution

Concise,short,sharp

Dated,signed,availableforpublic

Environmental policy means the leading environmental principles for the company to integrate pollution prevention as an essential…

Strategies, visions often exist, but are not yet written down. The written policy should be drafted with the staff and will be the basis of an appropriate action plan. The owner of the company, by underwritting this policy, puts enough resources on the table to realize the objectives. There are some basic rules for writing a policy.

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Significant environmental aspects

23

Flow - Legislation -Impacts - Practices - Opinions FLIPO

Rehabilitating green spaces Soil 1 1 1 1 1 8

Pre-demolition and flame cutting Air 2 2 2 1 1 14

Collections: paper, WEEE, bulk refuse,.... Energy 3 3 2 2 1 18

Sorting

“

“

“

“

of common industrial waste Water 3 3 2 2 1 22

Air 3 3 2 2 1 22

Waste 3 3 2 2 1 22

Sorting of wood 2 2 3 3 3 14

Sorting of wood B – auton. port 3 2 2 2 1 16

Sorting of small scrap 2 1 2 2 1 14

Sorting on client’s site & deconditioning 2 1 1 1 1 10

Sorting of Electronic Waste Waste 3 3 3 3 1 22

Transport 3 3 2 2 1 22

Risks 3 3 2 2 1 22

Cleaning & marking of the site 1 2 2 2 3 16

Rational use of energy 2 1 2 2 2 14

Water and wastewater 1 3 1 1 2 13

Security and hygiene 1 3 1 2 2 14

Storing of materials Transport 3 3 3 2 2 22

Waste 3 3 2 2 1 22

Procedure: Information from an Ecomapping implementation have to be integrated into this evaluation matrix, which is reviewed

every year.

Flow, materials- 3 Very important 2 Important 1 Normal

Legislation, environmental- 3 Environmental permit 2 Administrative requirement 1 Market pressures

Impacts, environmental- 3 Serious and repeated 2 Very important 1 Light

Practices, environnemental- 3 To be stopped immediately 2 To be changed 1 To be checked

Opinions, workers- 3 50% unsatisfied 2 30% unsatisfied 1 20% unsatisfied

Flow ImpactLegislation Practices TOTALWorkers’opinionsEnergy

MaterialsWaste

EMAS – EN – ISO 14001 : 4.3.1. Identification of significant environmental aspects © HW Engel | 3.1

PermitsRequirements

X 2

X 2

X 2

X 2

X 2

X 2

X 2

X 2

X 2

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X 2

X 2

X 2

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RisksSeriousness

ObsoleteInadequate

Environmental aspects of theactivities of the company

Issue date Signature and name Update No.

5

1

3

6

6

1

7

1

6

No. ofEcomap

AssociatedImpacts

With Ecomapping you have identified the environmental problems of your company and the associated operating activities / issues.

This information will contribute to the compilation of your environmental aspects (Step 13) and of your legal require-ments (Step 14). Aspects are those elements of your environmental activities that have or can have environmental impacts. For example, if you consider gardening, the use of pesticides is an environmental aspect because it can cause surface water contamination (an environmental impact).

To identify those environmental aspects that are significant, you may use the FLIPO form.

Withthe‘Total’columnyoucanhighlightsignifi-cantenvironmentalaspects.

Withthe‘legalrequirements’col-umnyoualsohaveanoverviewoflegalcompliance.

Theheadingforcol-umnF.L.I.P.O.repre-sentstheevaluationcriteria.Youarefreetochangethemandtoaddfactorsfordeterminingsignifi-cance.

Inaworkshopyouevaluatetheaspectsagainstthesecrite-ria,employingthetableofsensitivitiesatthebottom.

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Step 14 Step 13

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consumption

l

l




l Fuel consumption : 47.000 litres

l Heating fuel : 4.000 litres

l Oxygene : 19.140 m3

l Propane : 3.720 kg

4.3.2. Environmental legislationl Conformity of electric circuit checked by Electrabel


vehicles

4.4.2. Trainings Nbr of participants Date Durationl

l

l


Urban situation


Energy Waste Risks



X

X





dec 2003

dec 2003

dec 2003

l Reduction of 5% of the fuel consumption of our


15 4 dec 2003 2 hours

Objectives, Targets and action programme

24

On the basis of the environmental policy and the identified environmental aspects you will define a num-ber of objectives and actions.

All the different ideas come from the creative Ecomapping process. But at one point we have to collect all these ideas and see how we can really achieve them. There are sometimes limits such as finances, technology, and, of course, that they improve the environment.The environmental objectives will be published in the environmental statement. The objectives and targets (Step 15) and the action programme (Step 16) will be documented on the different ecomaps. You can use the form on the next page to sort out your priorities of action.

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Step 16 Step 15

Reduction

Ponctualspecificactions

Currentpractice

Activity in rela-tion with the environment

Environmental aspect

Significant Environmental Impact

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Defining priorities for your actions

25

Based upon the significant environmental aspects and considering the environmental policy of your organi-sation, you define your environmental objectives as well as the action plan to reach these objectives (Step 15 and 16).

The ideas you will get from your various ecomaps. In defining your objectives, you should ensure that you can achieve them in an appropriate timeframe, depending on your financial and technological capabilities, and make sure that you achieve real environmental improvements. Use the form to evaluate your ideas, considering technological feasibility, costs, impacts on work flow, staff motivation and public image, as well as any other criterium you may think important.

Ecomapping

generates3types

ofactions:

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tiveimmediate

actions

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waysofworking

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environmental

improvements

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newtechnologies

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Implementation and day-to-day management

some more steps, as well as teamwork

26

Is there a pilot in the plane?

Structure and responsibility (see page 27)An environmental management system may be informal in nature but it must have a formal structure. One must delegate tasks and designate responsibilities to individuals. In this way everyone

knows what has to be done. For the system to operate well for all involved it is vital to know who does what, how, when and with what authority.These responsibilities must be in writing and formalised. More importantly, one person has to be in charge and steer the entire environmental management system.http://ec.europa.eu/environment/emas/toolkit/toolkit_8_1.htm

Back to school

Training, awareness and competence Whatever the size of your organisation, the activity of every employee has an impact on the environment. Directly or indirectly, he or she

can contribute positively by suggesting new ideas, changing behaviour, involving people and increasing the level of aware-ness for all around him or herself.This requires information, training and the acquisition of new skills. The EMAS Team evaluates the capacity and needs and then organises appropriate training.http://ec.europa.eu/environment/emas/toolkit/toolkit_9_1.htm

Say what you are going to do and what you have already done

Communication (see page 28)Communication is probably the most motivating element in an environmental management system. Without it nothing moves. Internal communica-

tion is not only the circulation of environmental messages and documents. It also means reporting on the EMS’s evolution and progress. Furthermore, it should be an open transparent dialogue involving the entire workforce.

EMAS requires active employee participationEmployee participation is the driving force and prerequisite for continuous environmental improvement. Employees should participate and collaborate in the initial environmental review, action program and the authentication of the environmental statement. Communication must be guaranteed at all levels of the employment ladder.Suggestion boxes, appropriate training, environmental team-work and reward systems are the cornerstones of successful environmental management.http://ec.europa.eu/environment/emas/toolkit/toolkit_10_1.htm

The importance of EMS record-keeping

Environmental management system docu-mentation (see page 32)EMS documentation is the internal memory of the environmental history of an organisation. It is the proof of the performance and progress of the

management system. It should be adequate, well organised and efficient. It may be on paper or in electronic format.http://ec.europa.eu/environment/emas/toolkit/toolkit_11_1.htm

The spoken word fades away, the writ-ten word remains

Document control (see page 28-32)The main goal is to circulate up-to-date informa-tion to all and to eliminate out-of-date informa-tion. By doing this, the system becomes cred-

ible and new procedures are not confused with old ones. Important documents must have an identification number, a publication date and should be endorsed by an appropriately responsible person.http://ec.europa.eu/environment/emas/toolkit/toolkit_12_1.htm

Writing procedures

Operational control (see page 28-29)Operational control is a set of precise instruc-tions that an organisation follows to protect the environment. It is the heart of your environmental

management system. It helps to pursue environmental objec-tives and targets and to comply with the requirements of EMAS and environmental legislation. It is the guarantee for good environmental performance under normal or abnormal working conditions. A procedure can be a simple pictogram or description of tasks to be accomplished. It may also be a statement of specifications for your sub-contractors.http://ec.europa.eu/environment/emas/toolkit/toolkit_13_1.htm

The prevention of emergency situations

Emergency preparedness and responseMajor accidents and incidents can damage the environment and the health and safety of the organisation’s work force and even neighbours. They can generate major economic repercussions

for your organisation.Prevent risky situations before it is too late. The programme for prevention of emergency situations is based on learning from past incidents and the identification of potential acci-dents and emergency situations.http://ec.europa.eu/environment/emas/toolkit/toolkit_14_1.htm

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Step 19

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Step 22

Step 23

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27

PLAN

: PL

ANN

ING

OF

THE

EMS

4.2.

Env

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enta

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icy

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Clearly defined responsibilities are a central building step of the environmental management system

EMAS easy will help you with this matrix to establish who is doing what in EMAS, who is in charge of particular jobs, who has to participate and those who have to be informed. Idealy all people should be informed. After assigning environmental responsabilities, check if the person has the adequate qualifications and, if not, include the necessary eucation in your training plan.

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The Environmental Management System (EMS) is applicable over the whole activities of the company.

EMS PLANNING

4.2. Environmental Policy

You find a description of the company environmental policy in a annexed document.

4.3.1. Identification of the relevant aspects

The company evaluates its environmental aspects in a matrix at least once a year or when important modifications occur in the company. The evaluation criteria are: • The material flow and the resources allocated• Legal requirements • Environmental impacts• Current practices in the company • Employee opinions / suggestionsFor this purpose, the different information for the completed ecomaps are processed in an environmental aspects evaluation in the FLIPO form and register.

4.3.2. Identification of legal aspects

The company indicates on each ecomap the reference of the applicable legislation. Conformity to this legislation is verified during internal audit and quarterly controls. The Environmental Manager keeps himself informed about the evolution of the legislation through personal contacts and specialised press. The register of legal aspects is made from the ecomaps.

4.3.3. Objectives and targets

Some objectives and targets are defined on the basis of the ecomaps results, the weather maps, materi-als flows, environmental impacts and the analysis of the environmental legislation in use. The strategic objectives are published in the environmental declaration and the annual targets are annotated on each eco-map. The register is made of the .completed ecomaps.

Environmental management programme

The different environmental actions are planned and recorded in each thematic ecomaps. They are updated quarterly in the environmental control panel.

EMS IMPLEMENTATION

4.4.1. Structure and responsibilities

The environmental responsibilities are defined by putting the initials of the responsible person in the information fields of the differents ecomaps and in the responsibility matrix. The environment manager (EM) signs all the ecomaps and make sure all the EMS related actions. The E.M. and internal auditor receive appropriate training.

4.4.2. Identification of the training needs

Each newcomer in the team should receive basic environmental skills training appropriate to the com-pany's operations, similar to the skills training for other priorities in, for example, health and safety. He will participate at the ecomaps update during the next control / revision. On-the-job training is ensured through active employee involvement and is an essential part of any significant change to the materials used or to the organisational structure. The environmental manager and members of staff with specific responsibilities will receive specialist train-ing for managing their routine processes. 4.4.3. Internal and external communication

The employees are involved in the EMS through the company-wide and routine use of the various tools – ecomaps, weather map – and while attending company meetings. The environmental declaration is published in a paper and electronic format once a year. It is available on the company web site. The Environmental Manager is in charge of the internal and external communication (informations inquiries, claims, clients relation, providers and authorities).

Separatedocumen-tation

Wherearetheenvironmentalproblems?

Whatdowehavetodo?

Whatwewouldliketodo?

Howdoweorgan-iseourselves?

Howdowebecomesmarter?

Howdoweinvolveworkersandcom-municate

An environmental manual is not an obligation but a good practise.

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Your light environmental procedures

4.4.4. Documentation

All useful EMS documentation is located in a binder following the ecomaps thematic logic and a defined table of contents. The E.M. manages the documentation and updates it quarterly.

4.4.5. Document control

The different elements have a date and a serial number and are chronologically and logically organized. The retention time of the documents in paper and electronic is a minimum of 3 years. The update, the substitution and the electronic document archiving will be done every six months. The document binder is located in the environmental manager's office and the electronic documents are located on his com-puter hard disk.

4.4.6. Operational control

For each environmental theme, clear working instructions are communicated orally or in writing and posted in the workshops. These instructions are explained in working groups and automatically checked through regular evaluations, thanks to the « Quick Check » form, during staff interviews or during train-ing. In the case of subcontractors, work instructions and procedures should be developed together with the client / provider.

4.4.7. Emergency situations

The environmental risks are identified on the risk ecomaps. They are evaluated quarterly after each audit made with the 'Quick Check' form. Emergency drills should be practised at least once a year.

MONITORING AND MEASUREMENT

4.5.1. Control and measures

Control and measures are executed at least twice a month following the « Quick Check » form instruc-tions. The results are evaluated each trimester in the control panels.

4.5.2. Legal compliance check

Legal compliance is checked according to a programme established on the Quick Check. Market require-ments are also followed.

4.5.3. Correctives notices

The employees' involvement in corrective and preventive action is encouraged through the use of a ade-quate communication and through the use of the 'Quick Check' form. The corrective actions are validated by the company managing director. Their efficiency is verified during the E.M: audits.

4.5.4. Records

The records are updated quarterly and registered thanks to the initials PDCA (Plan-Do-Check-Act) or I (Information) to enable a better identification in the « Eco-Logbook ».

4.5.5. internal Audits

Some or all of the environmental aspects are verified at least twice a month using an appropriate audit and monitoring support (Quick Check). Following a better explanation of SME functions, an evaluation is made quarterly. The audit report is made of a related form collection.

4.6. Management review

The quarterly control panels are evaluated during the annual management review. The objectives are evaluated at the same time using the thematic ecomaps. Functions and responsibilities are evaluated and any changes reported on the responsibilities matrix and the thematic ecomaps. The management review will also approve results for publication in the environmental declaration.

Wordsfadeaway

Keepingorder

Codesofgoodprac-tises

Riskmanagement

Dashboard

Controlling

Logbooks

Evaluation

Toplevel

evaluation

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The small manual describes the system and the generic procedures of an environmental management system

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The control panel of your EMS

Monitoring and measurement (see page 31)

A management control panel with environmen-tal performance indicators is vital for navigating, managing and communicating environmental

performance.Environmental performance indicators provide information and guidance for continuous improvement. They improve clarity, transparency and comparability of the information provided by the organisation.

You also have to control your legal compliance.

Continuous monitoring and measuring is helpful in:

• providing relevant data on request to public authorities

• controling the use of resources

• comparing environmental performance over the years

• informing employees in a precise way

• monitoring the continuous improvement of environ-mental management

• involving the financial management team in the environ-mental process and in measuring the financial impact

http://ec.europa.eu/environment/emas/toolkit/toolkit_16_1.htm

Learning by doing

Nonconformance and corrective and pre-ventive action (see page 31)Things do not always run to plan, and a manage-ment system takes time to run smoothly after its introduction. Reality in the field does not always

match the environmental action plan written in the office, or the requirements of EMAS.

Nonconformance can be caused by technical problems (leaks, accidental spillage, etc.) or by management problems such as insufficient routine monitoring, lack of training, poor work manuals, etc.

Corrective action is a rapid and adequate response to prob-lem solving, moderating the negative effects and preventing the problem from occurring again. Preventive action avoids the occurrence of a problem.


Logging your environmental man-agement

Records management (see page 32)Your records represent evidence of the envi-ronmental management system for the outside world. EMAS implementation will generate and

accumulate new and useful data on energy, waste, resource use and efforts made on a daily basis.

All major information and events must be recorded correctly to keep track of the evolution and life of your EMAS.


The audit of the EMS

Internal audit (see page 31 and 33)The internal audit consists of a periodic assess-ment of how well the EMS is functioning and how environmental performance is being improved. It also enables the EMS to check its

compliance with the EMAS regulation.

The EMS audit is a systematic, routine and documented process that must be carried out by someone independent of the processes being audited. it is a critical element in ensuring that the EMS is delivering objectives and assisting improvement.

Internal audit results are examined regularly, at least once a year at the time of the management review.

Particular attention has to be paid to control in a precise way if you have some applicable environmental legislation. Make up a checklist following you register with things you have to look after.


Continual improvement

Management review (see page 33)Management reviews are important judging the effectiveness of the EMS in improving and reporting environmental peformance. Annual internal audit results, measurements and other

useful insights are the basis for planning the environmental strategy for the next year.

http://ec.europa.eu/environment/emas/toolkit/toolkit_20.htm

Control your environmental management system

Continual improvement in 5 more steps

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Do not forget! You also have to evaluate regularly and systematically your compliance with environmental legislation

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“Quick check”

4.5.3 - NON CONFORMITY, CORRECTIVE AND PREVENTIVE ACTIONS

Problem- Unrecyclable waste products came in our process from one of our clients

Source of the problem- wrong communication and instructions to the client- absence of clear rules

Proposed solutions

- Contact with the client to redefine process in order to eliminate products and waste which aren’t recycled by us

Date of implementation 23th of November 2003 Signature

4.5.1 MONITORING ANDMEASUREMENTS

WasteSolid waste : Recycled waste flows :Treated waste :WaterWater consumption :EnergyHeating oil :Fuel oil :Oxygen :Propane :Electricity :TransportWaste transported ...by train : by road :Soil and storageNbr of env. incidents:Air, odours, noiseNbr of complaints :

4.4.6 OPERATIONALCONTROL

mClean the stocking areas regularly(minimum 1x /week)m After each use, check the state oftools and vehicles (cleanness, levels)mAvoid any inadequate wastedumps by marking the site appro-priately.mRational Use of Energy: limitwasting electricity, water and hea-tingmOptimalize transportmFill in weighing forms accurately,with tonnages and the necessarydescriptionsmCheck that vehicles loads areconform at each delivery/dispatch.

4.5.2. COMPLIANCE

Permanent fuel stock in tanks :

4.5.4. INTERNAL AUDIT

PLAN DOCHECK ACT

Internal communication

Training

NC number 5 10th of October 2003YearDate

Problems identified

Stop ! To change To be monitored

© HW Engel | 3.0EMAS - EN - ISO 14001 : 4.4.6. - 4.5.1. - 4.5.2. - 4.5.3. - 4.5.4.

ZoneMIT

ZoneMIT

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Internal eco-controlling

Monthly

controlling

Quick Check - a light tool for internal controlling and regular evaluation

For internal control and regular evaluation to see whether environmental practise is effective and that objectives are beeing achieved, you need a simple tool. "Quick check" helps you to keep a constant eye on relevant activities, measurements and compliance checks (Step 24). If you discover any kind of non-compliance or malfunction, you should analyse and respond by implementing corrective actions and continuous improvement (Step 25). You may also capture good ideas for improvement. The template is also useful for internal audits. You define the audit topics upfront. The Quick check is used as document base for all controlling functions of an EMS.http://ec.europa.eu/environment/emas/toolkit/toolkit_18_1.htm

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Recordings of documents and events

The Ecologbook is a small template which helps you to keep track of documents, records and environmental activities.

Here you note relevant incidents (hint of inspection authorities, spillages,...) and activities like audits, seminar, trainings.This helps you to evaluate all EMS activities on a glance and have a solid track record of environmental related activities.


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© HW Engel | 3.1

Eco Log Book A

EVENTS ( audits - visits - control - inspections - incident)

1 18/12/2002 FirstvisittothecompanybyRessources,withintheManagensproject

2 28/02/2003 DraftingofEcomaps,byatraineefromInstitutEco-Conseil

3 14/04/2003 On-sitefollow-upvisitforEMASimplementationbyconsultantandRessourcesasbl


5 17/05/2003 Mid-termenvironmentalreviewaccordingtothePostarmethod,byconsultant



8 15-16/09/2003 Visitandenvironmentalanalysisoncommunicationaspectsby3traineesfromInstitutEco-Conseil

9 02/10/2003 ExternalauditbyRessourcesasblandconsultant

10 08/10/2003 Check-upoftransportregulations

11 09/10/2003 Visitbytheregionalenvironmentalpolice(DPA)fortheexploitationpermit

Year

TRAINING AND COMMUNICATION ( trainin session - schooling - awareness raising - press )

1 13-14/01/2003 IntroductorytrainingonEMS ECE 2days 2

2 17/02/2003 TrainingonEMSplanification ECE 1day 2

3 26/03/2003 TrainingonEcomappingandonobjectivesandtargetsidentification ECE 1day 2

4 31/03/2003 Trainingontheevaluationofsignificantenvironmentalaspects ECE 1day 2

5 07/04/2003 Trainingonenvironmentalpermits N.Schadeck 1/2day 1

6 28/04/2003 Trainingonlegalcompliance CDD-Esher 1/2day 1

7 23/05/2003 Trainingonenvironmentalgoodpractisesandonindicators ECE 1/2day 1

8 23/06/2003 TrainingonthedocumentationtobeusedwithintheEMS ECE 1day 1

9 02/07+03/10/2003Trainingonenvironmentalcommunication JYMarion(IEC) 1day 1

10 mai2003 Trainingonsecurity,bytheGSKclient GSK 2hours5

11 19/05/2003 Awareness-raisingof«brigadiers»onEMAS CP 3hours5

12 01/07/2003 VVA1-Trainingonsecurity AIB-Vinçotte 8hours 4

13 30/08/2003 ScaniaProfessionalDriverschoolingfordrivers Scania 6hours 2

14 17/09/2003 Conferenceonwastemanagementchannels,byADEME-France ADEME 8hours 3

15 30/09/2003 Awareness-raisingtogoodpractises('EMASbreakfast') CP 1hour 8

N° Nbr participantsContent

EMAS - EN-14001 : 4.5.2. records

Date Duration

N° EventDate

Speaker

Eco Log Book B

IMPORTANT DOCUMENTS (permits and autorisations - statements - reports - brochures - complains -...)

1Documentationonenvironmentalperformanceindicators 19/12/20032Ecomappingbrochures 19/12/20033BrochureonwhyandhowtoimplementEMSinthesocialeconomysector 19/12/20034EMASREGULATION(EC)No761/2001of19March2001 13/01/20035GuidanceonstaffinvolvementwithinEMAS 14/01/20036GuidanceontheuseoftheEMASlogo 14/01/20037GuidanceontheauditingofEMASorganizations 14/01/20038GuidanceonentitiesthatcanbecomeEMAS-registered 14/01/20039CandidaturefiletotheManagensproject 29/11/200910Reportonthefirston-sitevisitbyRessources 19/12/200311ReportontheinitialanalysisbythetraineefromIEC 28/02/200312Picturesoftheenvironmentalproblems 03/05/200313Follow-upreportonneighbourcomplaints 08/05/200314ABCanalysisgrid 05/05/200315Environmentalpolicy 21/04/200316ResultsofRETRIVALworkers'WeatherMap 02/10/200317Summaryoftheinitialanalysis 11/06/200318Tableonobjectivesandtargetsfor3years 22/05/200319Indicatorsforexternalcommunication 03/10/200320Guidetoenvironmentalgoodpractices 03/10/200321Controlpanelofthe3dquarterof2003 09/10/200322Ecomap:water 29/05/200323Ecomap:soilandstorage 29/05/200324Ecomap:air,odoursanddust 29/05/200325Ecomap:energy 29/05/200326Ecomap:waste 29/05/200327Ecomap:risks 29/05/200328Reportonthevisitbyeco-counsellortraineesoncommunicationaspects 29/05/200329Trainingsregister 18/09/200330Trainingprogramme 06/10/200331Regulatorycontroloftransport 06/10/200332Visitbytheregionalenvironmentalpolice(DPA)fortheexploitationpermit 08/10/200333Visitbytheregionalenvironmentalpolice(DPA)fortheexploitationpermit 09/10/2003

Year

Date SignatureVersion

© HW Engel | 3.1EMAS - EN-14001 : 4.5.2. records

Last update

P = Planning D = Do - implement C = Checking A = Action I = Information

Date ofimportantevents,audits,etc

Trainingsdone

DocumentsthatareimportantforyourEMS

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Control panelA

INDICATORS AND MEASUREMENTS

N° OBJECTIVE

ENERGY

1 kmoftransportonroad:24.441kms

1 litresoffuelfortransport:9.301,05litres

WASTE

2 Treatedwaste(non-hazardous,WEEE,...) :4650T

2 Recycledwasteflows :4431.4T

2 Reusedwaste(WEEE,furniture,...) :2,3T

4 Landfilledfinalwaste :215.96T

PURCHASING

3 Totalpurchasingoffurnitures:1990.29

3 Totalpurchasingoffurniturebasedongreencriteria:198.59

ACTIONS IMPLEMENTED

N° OBJECTIVE5,4 •Clean-upandtidying-upofouroperationsite4 •Introductionofacollectivesortingsystemforinternalwastefortheadministrationandworkers’premises2 •SmallADRcertificationforWEEEcollection6 •Trainingofmanualworkersandemployeesraisedto4,8hoursperfull-timeequivalent

1,3 •PurchaseofatruckequippedaccordingtoEURO-4standards5 •Cross-dialoguewiththemainclients (Carsid,CockerillSambre,...)5 •Supportto5localsustainabledevelopmentinitiatives

Signature and Name

1st QUARTER 2nd QUARTER 3rd QUARTER 4th QUARTER

Date

© HW Engel | 3.1EMAS - EN - ISO 14001 : 4.6. Environmental review

SOCIAL INDICATORS

Complaintsfromneighbours:0

Jobscreatedwithina5-kmradius: 0

Hoursworked: 8.601hours

Numberofschoolssupportedbyouractivities:5

ECO-EFFICIENCY INDICATORS

Turnover:320.042,07euro

kgoftreatedwaste/1000 ofturnover :14528,16kg

kgoffinalwaste/1000 ofturnover : 674,80kg

litresoffueloil/1000 ofturnover: 29,06kg

X

ENVIRONMENTAL MANAGEMENT INDICATORS

EnvironmentalTraining:2 hours

NumberofQuickchecks:3

CONTACTS AND ACTIONS WITH SUPPLIERS, SUBCONTRACTORES AND EXTERNAL PARTIES

Contactwithlandownerstoaskiftherewasanyhistoricpollutions

Contactwithmanagersofthe“PortAutonome”toeliminateillicitdroppingonsite

ContactwithCarsidtoredefineprocessinordertoeliminateproductswhicharen’trecycledbyus

Signature Date

© HW Engel | 3.1EMAS - EN - ISO 14001 : 4.6. Environmental review

CORRECTIVE AND PREVENTIVE ACTIONS Problem Solution Date Resolved Not resolved

1/.Siteisdirty Cleanthesite 18/07/03 ongoing2/.Balisagedusite Miseenplaced’unbalisagetemporaire 18/07/03OK3/.Stockmanagement Miseenplaced’unebasededonnées 18/07/03 ongoing

Balisage4/.Nowasteseparationontheworkplace Wasteseparationcontainersandposters 18/07/03 ongoing

AUDITED EMS SECTIONS

PLAN : PLANIFICATION4.2. Environmental policy 4.3.1. Initial environmental review4.3.2. Assure legal compliance 4.3.3. Objectives and targets 4.3.4. Environmental management programme

DO : IMPLEMENTATION OF THE EMS

4.4.1. Structure and reponsabilities 4.4.2. Identification of training needs 4.4.3. Internal and external communication 4.4.4. Documentation4.4.5. Control EMS documentation 4.4.6. Develop codes of conduct 4.4.7. Preparation of emergency situations

CHECK : MONITORING AND MEASUREMENT OF THE EMS

4.5.1. Control and measurements 4.5.2. Corrective actions4.5.3. Records 4.5.4. Internal audit

Control panelB

1st QUARTER 2nd QUARTER 3rd QUARTER 4th QUARTER

X

X

X

Management review

The management review is the most important meeting and the EMAS control panel an important tool.

4 times a year you should take stock of the company performance using the quick checks and the eco log books (internal audit – step 27). This helps to evaluate the effectiveness of the EMS. Consolidate environmental performance indicators, audit results, the history improvements and corrective actions.Then move on !

The control panel is your environmental dashboard and you will use it as management review (Step 28).

http://ec.europa.eu/environment/emas/toolkit/toolkit_20.htm

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By the way, if you stop here, you have already finished implement-ed ISO 14001

Progressreportonactions

Trends

Competences

Whatwas

audited?

Sustainable

Continuousimprovement

Actionswithsub-contractors

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External communication

Environmental reporting with verified information

Communication of your environmental performance will add con-siderable value to the organisation and enhance your image in the market. Customers, suppliers, public authorities and the local com-munity will appreciate the fact that this information is reliable, due to its verification by an external body.

The environmental statement or declaration must be presented in

a clear and comprehensive manner. You may use the EMAS logo to pinpoint verified information in your organisation communica-tions.The EMAS logo is the trademark of the EMAS regulation. It repre-sents a proof of environmental excellence as well as the reliability and credibility of the information with regards to its environmental performance.http://ec.europa.eu/environment/emas/toolkit/toolkit_21.htm

aclearandunam-biguousdescriptionoftheorganisation

asummaryofitsactivities,productsandservices(AnnexIII3.2.a)

thumbnailoftheenvironmentalman-agementsystem(AnnexIII3.2.b)

directandindirectenvironmentalaspectsandimpacts(AnnexIII3.2.c)

environmentalobjec-tivesandtargets(AnnexIII3.2.d)

External communication, reporting and dialogue

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Audit and validation

Your last step

Independent verification and validation of your environmental management system and environmental information

When the EMAS environmental management system is function-ing an accredited environmental verifier is invited to validate envi-ronmental information and have a closer critical look at the reality and performance of the environmental management system.

This verification is carried out by examining documents, visiting the organisation and interviewing personnel.

This is a unique feature and will give credibility to your manage-ment system.

After successful verification, registration and its publication in the Official Journal of the European Communities, the organisation may use the EMAS logo.http://ec.europa.eu/environment/emas/toolkit/toolkit_22.htm

dataavailableontheperformanceoftheorganisationwithrespecttoitssignifi-cantenvironmentalimpacts(AnnexIII3.2.e)

year-by-yearcompari-son(AnnexIII3.2.e)

nameandaccredita-tionnumberoftheenvironmentalverifier(AnnexIII3.2.g)

EMASlogoshowsithasbeenvalidatedbyanenvironmentalver-ifier(AnnexIII3.5.)

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Performance, Credibility, Transparency

EMAS toolkit online for SMEs

This EMAS easy guide is completed by the EMAS toolkit which is available for free on the EMAS website http://ec.europa.eu/environment/emas/index_en.htm

Further assistance for each member state, more than 40 case studies of different sectors and other additional resources are pro-vided on the websiteThe first EMAS Tool Kit for SMEs in 1998 was the result of co-operation among the International Network for Environmental Management (INEM) organisations from Western and Central and Eastern Europe with experience with both small and medium-sized enterprises and environmental management. The Toolkit brought together tools which have been developed, tried and tested with and by SMEs, newly-developed tools and examples, and case studies of SMEs that had already established an environ-mental management system.In keeping with the principle of continual improvement, INEM has upgraded and expanded the EMAS Toolkit for SMEs to cover the scope of the new EMAS regulation. This expansion in scope is reflected by the new name: EMAS Toolkit for Small Organisations.

INTRODUCTIONSection 1: Introduction to EMASSection 2: What are the benefits and costs of EMAS?Section 3: How to get started?

PLANSection 4: How to develop an environmental policySection 5: How to carry out an initial environmental review5.1: How to evaluate the direct and indirect environmental impacts of your organisation5.2: How to ensure compliance with legal requirementsSection 6: How to develop an environmental programme6.1: Objectives and targets6.2: Environmental management programme

DOSection 7: How to structure an environmental management system7.1: How to structure and assign responsibility within your EMS7.2: How to evaluate training needs and provide new skills and education7.3: How to communicate with internal and external stakeholders7.4: How to organise your environmental documentation7.5: How to control and maintain lean documents and worksheets7.6: How to develop codes of conduct and precise instructions to support your EMS7.7: How to be prepared for emergency situations

CHECKSection 8: How to control and monitor environmental performance and management systems8.1: Monitoring and measurements8.2: Continual improvement and corrective action8.3: Records8.4: Internal audits

ACTSection 9: How to review an environmental management systemSection 10: How to communicate and report on environmental performanceSection 11: How to get official recognition

easy

Contact the EMAS Helpdesk • http://ec.europa.eu/environment/emas

KH-74-06-136-EN

-C