Utah Army National Guard Transforming EMS Compliance at the Utah National Guard with an Automated Tool

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Hugh Dickerson
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1 Utah Army National Guard Transforming EMS Compliance at the Utah National Guard with an Automated Tool Environment, Energy & Sustainability Symposium May 2009

2 ISO Compliance Challenges > Questions How many of you are on track to meet full ISO conformance? How many of you already have full ISO conformance? Are you able to easily demonstrate conformance with custom reporting? This presentation is for those who answer no 2

3 EO EMS Directive - U.S. Army Environmental Management System Commanders Guide; pg1; June

4 ISO Compliance Challenges > Army EMS Implementation Requires full ISO compliance by Sep 09 Only 3 NG facilities declared conformance to date 31 Dec 09 4

ISO 14001 Compliance Challenges > Continual improvement Recognize improvements Partial is better than perfect

5 ISO Compliance Challenges > Continual improvement Recognize improvements Partial is better than perfect If perfect is never achieved 5 - U.S. Army Environmental Management System Commanders Guide; pg 10; June

ISO 14001 Compliance Challenges > EMS will enhance mission focus Proactively identify issues Improve

6 ISO Compliance Challenges > EMS will enhance mission focus Proactively identify issues Improve awareness Address sustainability 6 - U.S. Army Environmental Management System Commanders Guide; pg 6; June

7 EMS Implementation with WebEMIS > ISO Conformance Tool Planning Tracking Reporting Accountability Management Indicators Trends EMS Performance Metrics 7

8 Enabling Proactive vs. Reactive Strategy > Automated tool to facilitate: Aspects and impacts Goals and objectives Document tracking and version history Tracking all activities, tasks, and inspections > Not just to manage documents, but: Create audit trail Ensure accountability Shift from reactive to proactive strategy Manage indicators 8

9 Measured Progress Informed Decisions > Provides visibility into EMS progress and supporting data Roles-based interface Compliance tasks Document review and expirations Precise reporting for auditing Graphical Representations of Environmental Data 9

10 Establish Baselines to Measure Progress > Helps identify significant impacts Compliance activities Document review and expirations Roles-based interface Precise reporting for auditing Graphical Representations of Environmental Data 10

11 Metrics Tracking and Reporting > Charts and graphs of relevant data > Early warning system > Dashboard A dashboard of EMS metrics is always tracking progress. A Robust EMS Solution 11

Activity and Project Calendar View > Calendar and email notifications

12 Activity and Project Calendar View > Calendar and notifications through Microsoft Outlook > Multiple agencies can be shown in different colors

13 Linking to Metrics Data from External Systems > Options Inspections Power Generation Data Alternative Energy Green Procurement Training HazMaterial HazMat Data Cultural Resources Water/WasteWater Sampling Cultural Resources Water Sampling Data Green Procurement Additional Functionality 13

14 Example: Green Procurement 14

15 Example: Utility Usage 15

16 WebEMIS vs. ISO & EMS ISO EMS Requirements ISO14001 Requirement Condition WebEMIS 4.1 General Requirements None 4.2 Environmental Policy None Environmental Aspects Uploads and stores EO 13423, EO instructions, and local EMS policy in order to continually improve environmental management systems Provides framework for setting and reviewing environmental management systems Helps define aspects and impacts related to activities, products, and services at your installation 4.3 Planning Legal and Other Requirements Objectives, Targets, and Program Uploads and manages documents that apply to aspects/impacts, objectives and targets Formats and tracks objectives and targets to easily track progress based on a specific media Resources, Roles, Responsibility and Authority Assigns accountability to each objective, target, and task 4.4 Implementation and Operation Competence, Training and Awareness Communication Documentation Control of Documents Operational Control Emergency Preparedness and Response Monitoring and Measurement Ensures training is completed and tracks progress with the option to incorporate an Learning Management System (LMS) module Provides internal and external communication for multiple media in one location Stores all required documentation to ensure success of the EMS program, and associates required documents to aspects/impacts, objectives, targets, and tasks Enables storage of most current revision and archival of past revisions, and allows for multiple reviewers for a single document Develops and documents operational controls (e.g. Environmental Management Plans [EMPs]), and automatically builds EMPs based on related data (aspects/impacts, objectives and targets) Sets up tasks to review Emergency Preparedness and Response procedures Tracks progress of EMS, exports data for reporting, and allows for tracking based on media Evaluation of Compliance Sets up audits to evaluate status of the EMS program 4.5 Checking Nonconformity, Corrective Action and Preventive Action Control of Records Provides visibility for identifying and correcting nonconformity Stores all records for completed tasks so results can be tracked Internal Audit Schedules periodic audits of the EMS program Management Review Provides top level management with metrics and performance measures based on media 16

17 WebEMIS vs. ISO & EMS 17 ISO EMS Requirements ISO14001 Requirement Condition WebEMIS 4.1 General Requirements General Requirements 4.2 Environmental Policy Environmental Policy 4.3 Planning Environmental Aspects Legal and Other Requirements Objectives, Targets, and Program Uploads and stores EO 13423, EO instructions, and local EMS policy in order to continually improve EMSs Allows management to document and define environmental policy Helps define aspects and impacts related to activities, products, and services. Stores and tracks all related data Uploads and manages documents that apply to aspects/impacts, objectives and targets Formats and tracks objectives and targets to easily track progress based on a specific media

18 WebEMIS vs. ISO & EMS ISO EMS Requirements ISO14001 Requirement Condition WebEMIS 4.4 Implementation and Operation Resources, Roles, Responsibility and Authority Competence, Training and Awareness Communication Documentation Control of Documents Assigns accountability to each objective, target, and task Ensures training is completed and tracks progress. Could sync with an LMS Provides internal and external communication for multiple media in one location Stores all required documentation to ensure success of the EMS program, and associates required documents to aspects/impacts, objectives, targets, and tasks Enables storage of most current revision and archival of past revisions, and allows for multiple reviewers for a single document Operational Control Documents operational controls associated with significant environmental aspects Emergency Preparedness and Response Sets up tasks to review Emergency Preparedness and Response procedures 18

19 WebEMIS vs. ISO & EMS ISO EMS Requirements ISO14001 Requirement Condition WebEMIS 4.5 Checking Monitoring and Measurement Evaluation of Compliance Nonconformity, Corrective Action and Preventive Action Control of Records Internal Audit Management Review Tracks progress of EMS, exports data for reporting, and allows for tracking based on media Ability to set up audits to evaluate status of the EMS program Provides visibility for identifying and correcting nonconformity Stores all records for completed tasks so results can be tracked Schedules periodic audits of the EMS program Provides management with metrics and performance measures based on media 19

20 UT ARNG Results > 15-minute review of Liabilities Accountability > Improvements in Record keeping Document control > Success with Metrics 20

21 Lessons Learned > Aspects and impacts Goal setting > Involve all stakeholders > Focus on continual improvement > Keep it simple > Stay involved 21

22 Final Thoughts > Informed decisions stem from EMS tools that provide: Dynamic data integration/management Accountability: Roles-based Interface Standards compliance Management indicators 22

23 Utah Army National Guard Paul Graham Program Manger (801) Brian Perry EM-Assist, Inc. (303)

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