# Presentation: 458365

## Brookhaven National Laboratory
Environmental Management System

- Environmental Management System

- S. L. K. Briggs
**Bi-monthly Project Status Update Meeting, 4/30/99**

## Presentation Outline

- Project Status, Issues, Corrective Actions
- Institutional Program Requirements
- Pilot Facilities
- Communication Initiative
- Training Initiative
- Assessment Initiative
- EMS Project Controls Update
- Critical Path
- Milestones
- Costs
- Issues

## Project Highlights

- Institutional Program Requirements Delivered to Pilot Facilities
- Process utilized managers, technical experts and line personnel.
- Provides a model for roll-out of other management systems
- Delivered on web
- Pilot facilities verifying practicality of designed systems and providing feedback on improvement
- Communications Initiatives extending beyond pilots
- Evaluation of ISO Registrars in process

**Notes:**
ISO Registrar
 -DCP engaged in process
- SRS offered RFP and related documents
- Consultant used to define scope-  $$ savings
- Phased approach “Enterprise Registration”
-DOE Participation?

## EMS Schedule: Status, Issues, Corrective Actions

- Institutional Program Requirements Complete
- Required program elements delivered to Pilots on 3/11/99
- Tremendous effort by technical editors; subject matter experts and line personnel
- EMS Project developed 26 new SBMS subject areas
- Delivered on EMS Website (www.esh.bnl.gov/ems/ems_subject_areas.htm)
- Transfer to SBMS initiated
- Issues related institutional program include:
- Punchlist items to disposition include:
- Critical Outcome, Objectives and Performance Measures approval
- BNL Management Plan approval
- Lab decision: Should we apply more stringent requirements on Regulated Medical Waste
- EMS description documents (optional element)
- Deployment, integration, verification of related program initiatives
- Design versus implementation; requisite debugging

**Notes:**
Institutional Program Requirements in Progress

Tremendous level of effort - recognition is needed

Contingency plan of EMS Website versus SBMS

Improvements in integration of BSA Initiatives and expediting evolution of them is needed
	may need to do some rework to streamline procedures as other programs mature
	hoping someone is managing this at a higher level
        observation:
	-IAP, PBMS, Mgmt planning are critical underpinnings to implementing change 	-fleshing these things out into deployable programs is lacking/not communicated
	-incorporation into SBMS format is needed now (not just repackaging of the old)
	-FUA is critical piece- internal suppliers of services
	-

Pilot Facilities Progress
	skepticism that Initiatives can/will be implemented

## EMS Subject Areas Developed

**Notes:**
Handout Website contents and show handout on overheads

Presented to Regulators and received quite favorable feedback on delivery method, amount of information, and surprising openness to provide good technical review and comment.

## EMS: Institutional Program Status

**Notes:**
Report is for period ending 3/31/99; Hard not to report on additional progress

Table shows % complete, task value(varies with level of effort required to complete), and earned value which represents the value of the work completed

Critical Outcomes approved by DOE 4/1/99
Draft Management Plan approved by Lab Director 4/1/99
      Resolution of integration issues, including specifications just for E/EMS
         issues is still needed; 
      Perhaps I am just overly conservative with closing that out (ISO 14000
         requirements satisfied)
Regulated Medical Waste - regulations have relaxed; debate on whether we should be more stringent than regulations needs senior management decision
EMS Description Documents- an optional element in ISO terms, but part of PMP
	MS Doct in final review/approval stage
	EMS Manual is drafted; incorporating last few elements ready for Rev 1
		already suggestions for improvements therefore will be evolving

## EMS Schedule: Status, Issues, Corrective Actions

- Pilot Facilities Progress
- Phase II Process Evaluations Completed
- Provide the technical basis for EMS by identifying:
- impacts to the environment (air, water, land)
- corrective actions to ensure regulatory compliance
- assessment, prevention and control activities to improve process
- pollution prevention opportunities
- Progress in program implementation
- Delays due to:
- lag in Institutional program requirements and competing priorities (Phase II, Subject Areas)
- integration with existing and new programs
- Personnel changes
- Workshop with consultant scheduled for 4/28-29/99 to expedite implementation

## EMS: Pilot Status

**Notes:**
All three pilots are about half way done with evaluating the suitability  of existing programs with new requirements and making modifications as needed 
	RD is capturing some of the evaluation in assessment
	WMD/RHIC capturing it in program implementation

WMD is clearly better situated-new facility, no Phase II Corrective Actions, strong procedure/Con Ops structure (verified by ORR), so they look good
	even though they expended 

## EMS Schedule: Status, Issues, Corrective Actions

- Communications Initiative
- EMS Communications Plan finalized
- Increased EMS communications both internal and external
- Brookhaven Executive Roundtable presentation
- Attorney General Office presentation
- Publications (International Environmental Systems Update; US EPA Fed Facts; DOE This Month)
- Labwide memo from Marburger on Environmental Stewardship
- Employee Brochure ( accompanies General Environmental Training)
- Networking with EMS Professional Organizations
- Environmental Law Institute, EPA Multi-State Working Group
- Outreach activities:
- Univ Stony Brook WISE Program, Social Dimensions of Science
- Boston College, research on Alternatives to Govt Regulation- ISO 14000
- Responsive to Year 1 audit finding

**Notes:**

MSWG - EPA Study 
	part of Reinventing Government
	asked to be a control group
	if qualified, participate in data collection of baseline and periodic performance measures for purposes of evaluating env and economic  benefits of EMS implementation
	ultimate purpose is to affect public policy and transition from govt regs to technical industry standards 

Also, Earth Day
	picking motto, Exploring Earth’s Mysteries...Protecting its Future

## EMS Schedule: Status, Issues, Corrective Actions

- Training Initiatives
- Implementation Team, and Auditor Training completed for initial target audience
- Management Overview training expedited for Level 1-3 managers
- Another offering of Management Overview Training schedule for 4/27/99
- Delays in General Environmental Training  & Facility Specific Training
- Developed Web based awareness training course
- EMS resource reassigned to Training and Qualification Initiative
- Consultant retained to backfill other duties
- Scheduled to be delivered on 4/30/99

**Notes:**
Training Initiatives
Job Training Assessments completed/ requirements identified
EMS Implementation Training via DOE Grant
Internal EMS Auditor
/Lead EMS Auditor ** THANKS TO DOE

EMS Management Overview went out to Level 1 - 3 managers

## EMS Schedule: Status, Issues, Corrective Actions

- Assessment Initiatives
- RFP for Registrar in progress.  Consultant used to ensure:
- comprehensiveness of specifications
- reasonable cost estimates
- seamless transition from single facility to laboratory wide registration
- Implemented corrective actions from Year 1 audit
- Preparing for DOE-EH ISM Evaluation of EMS Program (5/99)

**Notes:**
Training Initiatives
Job Training Assessments completed/ requirements identified
EMS Implementation Training via DOE Grant
Internal EMS Auditor
/Lead EMS Auditor ** THANKS TO DOE

EMS Management Overview went out to Level 1 - 3 managers

## EMS Project Controls Summary

- Reorganized activities in the schedule
- eliminating linked but redundant tasks
- examining ways to show tasks delivered by other projects
- improving clarity and logic within schedule
- Facility deployment logic improved
- Collider Accelerator Department on Critical Path
- Initiating accelerating/staggering start dates for Labwide deployment
- Enhanced status update reporting process
- Responsive to Year 1 audit findings

**Notes:**
Facility deployment logic improved
	based on lessons learned from pilots
	first pass; will continue

## EMS Milestones Summary

- All Level 1 & 2 milestones to date delivered on or before schedule
- “EXCELLENT” Rating as per Appendix B of contract
- Healthy Level 3 milestones progress
- Delivered on Level 3 Milestones re: Institutional Program Requirements
- Upcoming emphasis turns to pilot implementation and deployment labwide
- EMS Project on schedule
- Issues related to alignment and deployment of BSA initiatives
- Management Planning
- Performance Objectives/Measures for FY 99
- Integrated Assessment Program

**Notes:**
Level 1 & 2 milestones:
-Recommendation on facilities that should pursue ISO Registration (9/30/98)
-DOE Year 1 Audit (10/19/98)
-Commitment Authorization Packages approved (12/31/98) - a day early!

Potential Issues: 
Registration costs - EXPANDED LIST OF FACILITIES, WHOLE SITE
	USE OF YEAR 3 AUDIT
Contributed Resources - SECRETARIAL, TRAINING, MGMT REP  (EIS, other priorities)

## EMS Project Budget and Cost Summary

- Overall, project costs operating within budget
- Reallocation of EMS Specialist funds to consultants
- Project Controls support provided by central office
- Support stretched thin as BNL employs project management techniques to work
- New hire for E projects starts by mid April
- Training costs balanced
- Reallocation of excess ESD Incremental
- Legal update service procured under budget
- Consultants used to develop systems to assist staff in meeting EMS responsibilities
- Potential Issues:
- Registration costs - FY00
- Contributed Resources
- Verification of model used to estimate labwide deployment resources

**Notes:**
Level 1 & 2 milestones:
-Recommendation on facilities that should pursue ISO Registration (9/30/98)
-DOE Year 1 Audit (10/19/98)
-Commitment Authorization Packages approved (12/31/98) - a day early!
-EMS Institutional Program Requirements (originally 2/28/99 now 4/1/99) delivered 3/11/99

REALLOCATION FOR ESD
	Monitoring Reports for Line Organizations
	Performance Objectives Tracking, Trending and Reporting

Potential Issues: 
Registration costs - EXPANDED LIST OF FACILITIES, WHOLE SITE
	USE OF YEAR 3 AUDIT
Contributed Resources - SECRETARIAL, TRAINING, MGMT REP  (EIS, Phase II, Subject Area development, other priorities)

Verification of model used to estimate labwide deployment resources
still testing system and finding it difficult
Facility Expenditures- will try to compile for next quarterly meeting

## EMS Project Costs Status

## Summary of EMS Project Issues

- Project is currently on track and within budget
- Upcoming DOE ISME Audit 5/99
- estimate 2+ month level of effort at critical point in project
- Continued Progress is Dependent on:
- Contributed Resources as identified
- Deployment, alignment, and integration of all Institutional Programs

**Notes:**
Audit:
	In one sense,timing of audit good because of level of programdevelopment/implementation; 
	other hand, comes at a difficult time as we move into crunch time for RHIC and pilots
	We are supporting it

From last update: 
     Specific Help Requested on:
Laboratory wide transfer to Peoplesofttm by 7/99
Communication of BSA Initiatives
SBMS is Laboratory Requirements
Technical Support on Facility Specific Training Program