Environmental Management System Manual

Transcription

1 Environmental Management System Manual DOCUMENT APPROVAL Manager, Environmental Management System (EMS) George E. Giles June 5, 2012 This document is the property of ADTRAN. Its use is conditional upon the user s agreement not to copy, reproduce, or transfer to a third party in whole or in part or to reproduce the material described herein or for any other purpose without the written permission from ADTRAN. This notice does not apply if expressly specified otherwise in a contract between ADTRAN and the second party. Issue and Update The control of this Manual is in accordance with the ADTRAN Document Control Organization procedures AOP4.1 and AOP4.2. All copies of this Manual are uncontrolled and should be used for reference purposes only. Amendments to this manual will be issued by the Environmental Management System Engineer or designee following approval by the EMS Manager. EMS-01, Revision D (Printout Uncontrolled)

2 TABLE OF CONTENTS 1.0 PURPOSE SCOPE COMPANY OVERVIEW ENVIRONMENTAL POLICY ENVIRONMENTAL ASPECTS LEGAL AND OTHER REQUIREMENTS ENVIRONMENTAL OBJECTIVES AND TARGETS ENVIRONMENTAL MANAGEMENT PROGRAMS ORGANIZATIONAL STRUCTURE AND RESPONSIBILITY TRAINING, AWARENESS AND COMPETENCE COMMUNICATION ENVIRONMENTAL MANAGEMENT SYSTEM DOCUMENTATION DOCUMENT CONTROL OPERATIONAL CONTROL EMERGENCY PREPAREDNESS AND RESPONSE MONITORING AND MEASUREMENT NONCONFORMANCE AND CORRECTIVE AND PREVENTIVE ACTION RECORDS ENVIRONMENTAL MANAGEMENT SYSTEM AUDIT MANAGEMENT REVIEW RECORDS OF REVISIONS Appendix: Appendix A Appendix B Environmental Management System Manual Definitions Environmental Management System Policy EMS-01, Revision D (Printout Uncontrolled) Page 2 of 15

3 1.0 PURPOSE This manual is intended to serve as guidance for the ADTRAN Environmental Management System (EMS) and will be one of the tools used to achieve the goal for continual improvement. This manual defines the scope of the ADTRAN EMS and provides a linkage of system documents to the various elements of the ISO 14001:2004 standard. This manual also serves as an integrator of the ADTRAN Quality Management System (QMS) and the ADTRAN EMS for common system element requirements. Common system element requirements are marked with an asterisk (*). The principal elements of the system described in this manual are: o Environmental Policy o Environmental Aspects o Legal and Other Requirements o Environmental Objectives and Targets o Environmental Management Programs o Organizational Structure and Responsibility o *Training, Awareness and Competence o Communication o *Document Control o Operational Control o Emergency Preparedness and Response o *Monitoring and Measurement o *Nonconformance and Corrective and Preventive Action o *Records o *Environmental Management System Audit o *Management Review 2.0 SCOPE The ADTRAN EMS provides a mechanism for environmental management throughout all areas and departments. The environmental Management System is designed to cover environmental aspects which a facility can control and directly manage, and those it does not control or directly manage but can be expected to have an influence. It is a requirement that ADTRAN employees understand, implement, and continually support the objectives of the environmental policy. Every employee is responsible for minimizing the impact on the environment and the use of resources, by following instructions, procedures, and work instructions. 3.0 COMPANY OVERVIEW ADTRAN began operations in January 1986 with an experienced nucleus of managerial, engineering, sales, and marketing personnel. This initial management and engineering team brought to the new company many years of extensive experience and success in the telecommunications industry. ADTRAN was created with the strategy to design, manufacture, and market a broad range of ADvanced TRANsmission products for the Telco industry. The first group of products was oriented toward the digital transmission area in Digital Data Storage (DDS) and related generic digital services. This EMS-01, Revision D (Printout Uncontrolled) Page 3 of 15

4 product line has been expanded to include Integrated Services Digital Network (ISDN), Network Channel Terminating Equipment (NCTE), Original Equipment Manufacture (OEM) and Central Processing Equipment (CPE) products. EMS-01, Revision D (Printout Uncontrolled) Page 4 of 15

5 4.0 ENVIRONMENTAL POLICY The ADTRAN Environmental Policy is endorsed by the EMS Manager. The policy covers all activities at the corporate headquarters and the satellite facilities. The policy will be reviewed annually by top management, communicated to all employees and made available to the public in accordance with the Environmental Communication procedure. See Appendix B for a copy of the ADTRAN Environmental Policy. ISO Standard (4.2) GEN4403, Internal and External Environmental Communication 5.0 ENVIRONMENTAL ASPECTS The ADTRAN ISO Team with support from the ADTRAN Sustainability Team identifies the environmental aspects which the facility controls and over which it may be expected to have an influence, and determines which of those aspects are considered significant. Discussions regarding significance are recorded in ISO Team meeting minutes. These aspects are reviewed at least semi-annually by the ISO Team or when there is a new or changed process or activity at the facility. The Environmental Management Engineer maintains ISO Team minutes and other records on the ADTRAN ISO Network. ISO Standard (4.3.1) GEN43.1, Environmental Aspects and Impacts 6.0 LEGAL AND OTHER REQUIREMENTS ADTRAN has established an environmental procedure for the purpose of identifying, accessing and communicating legal and other requirements that are applicable to the facility. Additional information is also available through legal publications. Local regulations are identified, accessed and communicated by the Environmental Management System Engineer and through ADTRAN internal publications, notices, and s. At least monthly the Environmental Management System Engineer will review the most current national, regional, provincial, state and local legal and other requirements as applicable to ADTRAN. s Legal and Other Requirements ISO Standard (4.3.2) GEN43.2, Legal and Other Requirements EMS-01, Revision D (Printout Uncontrolled) Page 5 of 15

6 7.0 ENVIRONMENTAL OBJECTIVES AND TARGETS The ISO Team has developed objectives and targets for each significant environmental aspect. These objectives and targets define, legal and other requirements. The views of customers and other interested parties are also considered. Objectives and targets are developed considering; significant environmental aspects, technological options and financial, operational and business plans, and the views of interested parties. Each objective is assigned an owner whose responsibilities include developing a plan for achieving the goals, monitoring progress and reporting back to the Environmental Safety Manager. ISO Standard (4.3.3) GEN43.3, Environmental Objectives and Targets 8.0 ENVIRONMENTAL MANAGEMENT PROGRAMS The ISO Team establishes environmental management programs as a means for achieving objectives and targets. These programs integrate organizational programs and define the principal actions to be taken, those responsible for undertaking those actions and the scheduled times for their implementation. The environmental management programs are developed by the ISO Team and approved by the EMS Manager. : ISO Standard (4.3.4) GEN43.3, Environmental Objectives and Targets 9.0 ORGANIZATIONAL STRUCTURE AND RESPONSIBILITY Environmental management System roles, responsibilities and authorities are defined at relevant functions and levels within ADTRAN. The EMS Manager who serves as the Environmental Management System Representative has primary responsibility for establishing, operating and maintaining the EMS. The ISO Team provides routine EMS support through the guidance of the EMS Manager. The Senior Executive Management Team jointly provides the resources essential to the implementation and control of the environmental management system, including: training, human resources, specialty services, financial resources, technical and informational services. Department managers and supervisors are responsible for ensuring that their direct reports are aware of the EMS Policy, its significance to their daily activities and the environmental objectives. All employees at all levels are responsible for following approved EMS procedures and Work Instructions and identifying opportunities for improvement of procedures and work instructions. EMS-01, Revision D (Printout Uncontrolled) Page 6 of 15

7 ISO Standard (4.4.1) GEN44.1, EMS Structure and Responsibility 10.0 TRAINING, AWARENESS AND COMPETENCE ADTRAN identifies, plans, monitors and records training needs for personnel whose work may create a significant impact upon the environment. ADTRAN has a procedure to train employees at each relevant function and level so they are aware of: the environmental policy, significant environmental aspects, their roles and responsibilities in achieving conformance with the policy and procedures, and the requirements of the environmental management system. The Operations Training Manager and the EMS Manager are responsible for developing environmental awareness training. The EMS Manager is responsible for identifying the need for additional training and/or review when changes are made to the objectives and targets. When appropriate, the Operations Training Manager and Department managers are responsible for implementing plant and job specific training relating to environmental aspects and impacts. Competency is determined by the employee s supervisor. Records of Environmental Management Training are maintained in accordance with the Quality Management System requirements. ISO Standard (4.4.2) AOP6.1, Training Requirements 11.0 COMMUNICATION ADTRAN has established and will maintain a procedure for internal and external communications regarding environmental aspects and the EMS. Internal communications is handled by one of several methods which include; approved procedures, Work Instructions, policies, area bulletin board postings, records and forms, , regular meetings, management reports, and special meetings as required. External Communication is coordinated through the EMS Manager to the public, customers, and suppliers based on a need to know policy. The Environmental Management System Engineer is responsible for coordinating responses for environmental information to or from external interested parties. ISO Standard (4.4.3) GEN44.3, Internal and External Environmental Communication EMS-01, Revision D (Printout Uncontrolled) Page 7 of 15

8 12.0 ENVIRONMENTAL MANAGEMENT SYSTEM DOCUMENTATION This Manual identifies the documents relevant to the EMS. Through the integration of the ADTRAN Quality Management System (QMS) the EMS documentation is structured in accordance with the QMS documentation requirements. A copy of EMS documents, other than visual aids and records, may be obtained from the EMS Manager or designee. System procedures and forms are available on the ADTRAN internal Web Network. : ISO Standard (4.4.4) EMS-01, Revision D (Printout Uncontrolled) Page 8 of 15

9 13.0 DOCUMENT CONTROL ADTRAN has established a document control procedure defining the controls for all documents related to the Environmental Management System. This procedure describes where documents are located and how and when they are reviewed. The procedure ensures those current versions are available and that obsolete documents are promptly removed from use or are suitably identified. Controlled documents are obtainable from the EMS Manager or designee. ISO Standard (4.4.5) GEN5.1, Documentation Requirements 14.0 OPERATIONAL CONTROL The EMS Manager is responsible for identifying operations and activities associated with significant environmental aspects that require operational controls in procedures, work practices or environmental management programs. These documents define the mechanisms for the establishment, implementation and maintenance of the EMS and ensure that the system is maintained in accordance with the environmental policy and objectives and targets and is communicated to suppliers and contractors. General Practices (GEN): Cover the ADTRAN integrated management system controls of both the QMS and EMS. These procedures define the common element requirements. These procedures are Facility/Plant wide in their application. These procedures also cover the principal environmental aspects, which the system manages, and the environmental control of specific operational activities and are usually activity specific in their application. Work Instructions (Departmental): Cover area specific work activities as it relates to the QMS or the EMS. ISO Standard (4.4.6) ISO14001 Correlation Matrix 15.0 EMERGENCY PREPAREDNESS AND RESPONSE ADTRAN has an environmental procedure to identify the potential for and response to accidents and emergency situations, and for preventing and mitigating the environmental impacts that may be associated with them. The Safety, Security, and Wellness Manager is responsible for developing, implementing and maintaining the company s emergency response plan. Emergency methods are reviewed at least every 3 years and after any accident or emergency situation for the purposes of implementing corrective action. The plan is tested, where practical, to ensure its EMS-01, Revision D (Printout Uncontrolled) Page 9 of 15

10 effectiveness, including testing of various equipment and protective gear that may be used. ISO Standard (4.4.7) EMS-01, Revision D (Printout Uncontrolled) Page 10 of 15

11 GEN44.7, Emergency Preparedness and Response 16.0 MONITORING AND MEASUREMENT ADTRAN has established an environmental procedure to monitor and measure the key characteristics of its operations and activities that can have a significant impact on the environment. This procedure is supplemental to the QMS Calibration document, which defines all calibration and maintenance requirements and ensures that records will be retained. ISO Standard (4.5.1) GEN45.1, EMS Monitoring and Measurement AOP7.12, Control of Monitoring and Measuring Devices 17.0 NONCONFORMANCE AND CORRECTIVE AND PREVENTIVE ACTION ADTRAN has an integrated QMS/EMS procedure for defining responsibility and authority for handling and investigating nonconformance, for taking action to mitigate impacts, and for initiating and completing corrective and preventive action. Any changes in procedures resulting from corrective and preventive actions are implemented and recorded. Records of EMS corrective and preventative actions are maintained electronically. ISO Standard (4.5.2) AOP8.6, Corrective and Preventive Action 18.0 RECORDS ADTRAN has an integrated QMS/EMS procedure for the identification, maintenance and disposal of environmental records. These records include training records and the results of audits and reviews. They are readily retrievable and protected against damage, deterioration and loss. Where appropriate, organizations may maintain their own environmental records. Record and document retention is also specified in the procedure(s). ISO Standard (4.5.3) GEN5.1, Documentation Requirements 19.0 ENVIRONMENTAL MANAGEMENT SYSTEM AUDIT On a periodic basis integrated QMS/EMS audits are conducted to ensure that the environmental management system has been properly implemented and maintained. The results of these audits are provided to management. Audits are performed according to a schedule, which is based on the environmental importance of an activity, the results of previous audits and the audit schedule. All auditors are trained and audit records are kept with the Audit Program Leader. EMS-01, Revision D (Printout Uncontrolled) Page 11 of 15

12 ISO Standard (4.5.4) EMS-01, Revision D (Printout Uncontrolled) Page 12 of 15

13 AOP8.1, Environmental and Quality Audits 20.0 MANAGEMENT REVIEW The ISO Team continually reviews the elements of the EMS to ensure its continuing suitability, adequacy and effectiveness. Meeting minutes record these reviews and are kept by the Environmental Management System Engineer or designee. In addition to the ISO Team review, the EMS Manager, as a minimum, presents the status of the EMS to Top Management. The presentation includes the review and establishment of the company EMS policy, targets and objectives, internal and external audit results, process performance, status of preventive and corrective actions, follow-up of actions from previous management reviews, changes that could affect the EMS, and recommendations for improvement. These records are maintained by Corporate Quality for a minimum of one year. ISO Standard (4.6) AOP5.3, Management Review 21.0 RECORDS OF REVISIONS Revisi on Date Revise d A 05/05/0 4 B 11/16/0 5 Author Paragrap h S. James All Initial Release B. Dunkerley 1.0, 4.2, Description (Various) Changed all references to reflect the new ISO version of the standard. (4.2) Added WEEE implementation date (4.4.3) Revised to clarify external party aspect communication C 8/9/10 G. Giles All Reformat manual; chg EMS Mgmt. Rep.; added Appendix A Definitions, change Eagle Team to ISO Team; Sec 1: enhanced purpose statement; Sec 2: clarified scope (facility base EMS); Sec 4: revised EMS policy; Sec 6: specified review of requirements; Added Appendix B EMS Policy. D 6/6/12 G. Giles All Removed old NSAI logo from Appendix B EMS Policy. Updated date on the cover sheet. Revision color in the footer was changed to black. GENs were updated to their current AOPs. EMS-01, Revision D (Printout Uncontrolled) Page 13 of 15

14 Appendix A EMS Manual Definitions Continual improvement: Process of enhancing the environmental management system to achieve improvements in overall environmental performance in line with the organization s environmental policy. Environment: Surroundings in which an organization operates, including air, water, land, natural resources, flora, fauna, humans, and their interrelation. Environmental Aspect: Element of an organization s activities, products or services that can interact with the environment. Environmental Impact: Any change to the environment, whether adverse of beneficial, wholly or partially resulting from an organization s activities, products or services. Environmental Management System: The part of the overall management system that includes organizational structure, planning activities, responsibilities, practices, procedures, processes and resources for developing, implementing, achieving, reviewing and maintaining the environmental policy. Environmental Objective: Overall environmental goal, arising from the environmental policy, that an organization sets itself to achieve, and which is quantified where practicable. Environmental Performance: Measurable results of the environmental management system, related to an organizations control of its environmental aspects, based on its environmental policy, objectives and targets. Environmental Target: Detailed performance requirement quantified where practicable, applicable to the organization or parts thereof, that arises from the environmental objectives and that needs to be set and met in order to achieve those objectives. International Standards Organization (ISO) Team: Environmental Action Group Leaders, a team of management representatives. Prevention of Pollution: Use of processes, materials or products that avoid, reduce or control pollution, which may include recycling, treatment, process changes, control mechanisms, efficient use of resources and material substitution. EMS-01, Revision D (Printout Uncontrolled) Page 14 of 15

15 Appendix B Environmental Management System Policy ENVIRONMENTAL POLICY ADTRAN Inc. is committed to the protection of the environment and the conservation of natural resources in our daily operations and in the production of our products. To this end we will: Comply with all applicable environmental laws, regulations, and company requirements, Continually meet or exceed established improvement objectives for the environmental management system, and Communicate and educate our employees and suppliers on environmental responsibilities. George E. Giles, Manager, Environmental Management System EMS-01, Revision D (Printout Uncontrolled) Page 15 of 15