The Principal Elements

Introduction

EMS's share common principles with QMS's and organizations may use these or other existing management systems as a basis on which to build their EMS. However, there are important differences between the two types of standard. For instance, an EMS requires a commitment to continual improvement once the standard has been achieved, whereas at present a QMS does not. (This is likely to change when the revised QA Standard ISO 9000:2000 is introduced.)

Both ISO 14001 and EMAS are at the time of writing subject to a comprehensive review. It is likely that differences between the two approaches will be narrowed and in fact, it looks likely that ISO 14001 will comprise the environmental management element of EMAS.

EMS standards do not outline the expected environmental performance of an organization, although they do require the relevant legislation and regulations to be adhered to. Instead, compliance is centered on the ability of the organization to meet its own stated objectives. These objectives are expected to change and be modified over time as the organization strives to ensure continual improvement.

The concepts of regular auditing and a continual cycle of improvement are central to an EMS; for these in turn lead to the redefinition of the environmental policy and objectives.

EMS standards are applicable to any organization that wishes to assure itself of its compliance with a stated environmental policy and demonstrate such compliance to others. Such standards can therefore be used by a wide range of organizations from manufacturers to service providers. There must be consideration of the total organization and the overall process, therefore many of the techniques and principles of the standard are similar to those of Total Quality Management.

The standard will also have an influence beyond the limits of an organization's own production processes. The use of raw materials and the disposal of products after use can be influenced by an organization's management system and the use of techniques such as Life-Cycle Assessment, therefore the supply, distribution and disposal chains will be affected.

Key Requirements

Commitment

An EMS requires commitment at the highest level in the organization. Management needs to declare its support for the adoption of the system.

Preparatory Review

Although not an explicit requirement of ISO 14001, organizations should undertake an initial environmental review. It is essential that an organization reviews its current situation so that it can develop an environmental policy and set effective objectives and targets. It also highlights other areas that might need attention and allows the development of an implementation plan for the EMS.

Environmental Policy

The EMS should aim to ensure that the environmental policy and objectives of the organization are complied with. The policy must be an integral part of the EMS and stress the need for a continual improvement.

Organization and Personnel

Personnel are central to the success of any system of management. Therefore responsibilities within the system must be clearly defined and the links between areas of responsibility made apparent. People must be clear about their own roles and the authority they have to act, as well as their lines of demarcation, responsibility and reporting. All of these should be clearly defined.

Environmental Aspects Evaluation

Organizations must carry out an environmental aspects evaluation, which will provide the information necessary for designing the EMS. It identifies the significant areas that require management.

Registers of Legislation and Environmental Aspects.

Both EMAS and ISO 14001 require organizations to keep registers of key information. EMAS requires that an organization should maintain a register of environmental legislation, regulations, planning requirements, discharge consents and aspects and impacts data pertaining to their operations ISO 14001 however, is less prescriptive than EMAS and does not require environmental aspects information or legislative obligations to be held in registers.

Objectives and Targets

Organizations must specify attainable targets for environmental management performance and improvement that go beyond the minimum legal requirements. Targets can be arranged to achieve continual improvement.

Environmental Management Program and Documentation

Plans and strategies must be clearly defined in the Environmental Management Program. Procedures and responsibilities need to be documented, including procedures for alterations to plans to take changing requirements into account. However, EMS's need not be over bureaucratic.

Operational Control and Records

Operational control refers to the main control of the operating system. There must be measurement and verification of the activities of the organization and the effectiveness of its plans and strategies for environmental improvement. Procedures for corrective action for failure to meet the targets are also required.

Environmental Audits

Organizations are required to periodically audit the EMS and its operation according to a detailed plan, which sets out the audit methodology and reporting and publishing procedures.

Management Reviews

There must be a commitment to periodic reviews of the EMS and its operation based on the outcome of the environmental audit, experience of running the system and changing requirements. The system should therefore be open to adaptation and refinement. The difference between the audit and the review needs to be understood:

• The audit examines what the EMS does.

• The management review evaluates whether what the EMS is doing is right and identifies opportunities for improvement.

Continual Improvement

Continual improvement is a vital part of an EMS. It is important to understand that the EMS is not a static system but aims towards continual improvement of environmental management performance. Continual improvement is defined as:

The process of enhancing the environmental management system to achieve improvements in overall environmental performance, in line with the organization's stated environmental policy - ISO 14001

Continual improvement might, where appropriate, be achieved by measures such as:

• Developments in products, services, processes and facilities.

• Enhanced product quality, operational efficiency and resource utilization.

• The application of measures, with a view to reducing adverse environmental impacts to levels not exceeding those corresponding to economically viable application of best available technology.

• Broadening the scope of the EMS beyond the organization itself to influence the behavior of suppliers and customers.