# Presentation: 130992

## Project Status Update to EPA Region II

Susan L. K. Briggs
BNL EMS Project Manager
10/12/00

- Susan L. K. Briggs
- BNL EMS Project Manager
**10/12/00**

**Brookhaven National Laboratory****Environmental Management System**

## Environmental Management System (EMS)Presentation Outline

**Project Status  **
**Highlights of Achievements**
**DOE/EPA Year 3 Audit**
**DOE/EPA Year 4 Audit**
**Summary**

## EMS Project Status

***...Focus has been on deployment in BNL Departments and Divisions***
***...******Completed the most resource intensive tasks***

**Notes:**
This slide shows that the project is 88% complete.

Our recent efforts have been focused on completing the  Laboratory deployment section

We have completed all 124 scheduled milestones...12 remain in FY01

Right now, the majority of the work has been performed  and  level of effort expended.

## EMS Facility Deployment

**Competing priorities caused lag in implementation**
**Concerted efforts and additional resources closed gap in EMS progress**
**Completed implementation as scheduled**
***...******ALL levels of management & staff demonstrated commitment to successful completion of tasks***

**Notes:**
Trend shows were  lagging in our implementation due to competing priorities with ISM and other programs

major efforts brought us back on target in May

Completion was scheduled for 6/30/00.  For the most part all activities were done by then, but a few straggling tasks extended the final completion date to 7/26.

...EMS Rep and team members should be commended for successfully completing tasks while managing their other duties and responsibilities for ISM Verification

## Highlights of Facility Deployment

- Identified all environmental hazards associated with work
- Established compliance and pollution prevention goals  in each organization and implemented plans to achieve them
- Completed training of all staff, managers, and specialized support personnel
* **11,000 hours** of environmental training over 2 years*
- Verified adequacy of engineered & administrative operational controls
- Improved quality management systems (document control, records, nonconformance, corrective action)
- Enhanced compliance self-inspection process using ECR expertise
- Conducted EMS audit and management review
- Independently verified program implementation and effectiveness

## DOE/EPA MOA Year 3 EMS Audit

- _Objective:_ comprehensive third party review and assessment of BNL’s EMS, primarily to determine the following:
- conformance to the criteria specified in Attachment 2A* of the DOE/EPA MOA;
- proper implementation; and
- areas that require further improvement or evaluation.
- _Audit Plan:_ coordinate with BNL ISO registration & conduct in two phases
- Phase I: Select facilities undergo ISO 14001 registration audit
- Phase II: (1) Balance of facilities undergo third party verification audit; (2) Assess implementation of  EPA criteria on compliance assurance, pollution prevention, and community outreach
- Audits performed by ANSI - RAB accredited ISO 14001 registrar
- Registration Audits:  July - August 2000
- Verification Audit: September - October 2000

## Audit Plan submitted and accepted in Spring 2000
NSF-International Strategic Registrations, Inc., Ann Arbor, MI contracted to perform the audit
Observers invited by DOE: EPA, SCDHS, DEC 
Phase I Registration Audit:
Collider-Accelerator Dept, Superconducting Magnet Division, Reactor Division, Waste Management Division, Environmental Restoration Division, Brookhaven LINAC Isotope Producer
Documentation Review 7/11-12/00
Onsite Readiness Review 7/24-26/00
Onsite Audit 8/14-18/00
Scope expansion, Medical and Biology Dept
Onsite Audit 8/24-25/00

**NSF-International Strategic Registrations, Inc., Ann Arbor, MI contracted to perform the audit**
**Observers invited by DOE: EPA, SCDHS, DEC **
**Phase I Registration Audit:**
**Collider-Accelerator Dept, Superconducting Magnet Division, Reactor Division, Waste Management Division, Environmental Restoration Division, Brookhaven LINAC Isotope Producer**
**Documentation Review 7/11-12/00**
**Onsite Readiness Review 7/24-26/00**
**Onsite Audit 8/14-18/00**
**Scope expansion, Medical and Biology Dept**
**Onsite Audit 8/24-25/00**

**DOE/EPA Year 3 Audit**

**Notes:**
Transition EMS Project----> EMS Program
logistical issues, like
Reduce frequency of EMS Project team meetings 
document completion of the key project deliverables 

Focus for the organizations in the upcoming year will be on: streamlining the programs, integrating them  better into existing dept/div programs, and continual improvement 

Organizations also have to preparing  for upcoming external reviews
The next one is the third DOE/EPA  Audit required under the MOA,   (give details)
and the Site wide Registration Audit next spring

## Registration Audits complete 8/25/00
Ten Minor non-conformances noted
Relatively small number for 7 complex facilities
Several noteworthy practices in Pollution Prevention observed
EMS integrated with other management systems
Line organizations fully involved in EMS implementation
Recommendation for registration to ISO 14001

...Initial implementation effective and successful

- Ten Minor non-conformances noted
- Relatively small number for 7 complex facilities
- Several noteworthy practices in Pollution Prevention observed
- EMS integrated with other management systems
- Line organizations fully involved in EMS implementation
- Recommendation for registration to ISO 14001
***...******Initial implementation effective and successful***

**EMS Assessment Initiatives**

**Notes:**
In addition to internal assessments, there have been two major external audits of the EMS conducted

1st the I/O office coordinated an assessment within several Directorates to confirm that the EMS has been implemented
here are results...I would like to highlight 2:
Organizations commitment to continual improvement evident (self assessment, nonconformance corrective action programs)
Both staff and visitors were aware of environmental impacts, P2 and EMS
this was not the case just 2 months earlier, and  reflects the concerted efforts made by your team members to enhance the awareness.

2nd the formal registration audits by an independent accredited registrar:
again to highlight their findings,
they commended our P2 program and  noted several individual efforts
commended the strong line organization involvement (not just the E support org)
audit team submitted their recommendation for registration
It was the combination of results from these two assessments that enabled Dr.Marburger to Self Declare Conformance to ISO 14001 for BNL and meet one of the contract requirements.

## CONGRATULATIONS

**Superconducting Magnet Division **
**Collider – Accelerator Department**
**Biology Department**
**Medical Department**
**Brookhaven LINAC Isotope Producer and Target **
**     ****Processing Laboratory**
**Waste Management Division**
**Environmental Restoration Division**
**Reactor Division**

**BNL ISO 14001 REGISTERED FACILITIES**

**Notes:**
Happy to announce that  as of 9/12/00 these BNL facilities have been officially  approved and registered to ISO 14001

We not only mmet the contract requirement for obtaining registration  but we exceeded it when the Life Sciences jumped into the game and decided to register all of their depts, as opposed to just the BLIP and TPL

Congratulations to all the managers, EMS reps and EMS Teammembers who made this possible.

## Phase II Verification Audit
Physics Department, Instrumentation Division, Chemistry Department, National Synchrotron Light Source, Energy, Environment, & National Security Directorate, Plant Engineering Division, Central Shops, Safeguards and Security, ESH & Q Directorate, Director’s Office, Community Involvement, Government & Public Affairs, Finance & Administrative Directorate
Documentation Review 9/25-26/00 
Onsite Audit 10/23-27/00
Opening Meeting 10/23, 10:00 am, 535 Conference Room
Closing Meeting 10/27, 2:30 pm, 535 Conference Room

**Physics Department, Instrumentation Division, Chemistry Department, National Synchrotron Light Source, Energy, Environment, & National Security Directorate, Plant Engineering Division, Central Shops, Safeguards and Security, ESH & Q Directorate, Director’s Office, Community Involvement, Government & Public Affairs, Finance & Administrative Directorate**
**Documentation Review 9/25-26/00 **
**Onsite Audit 10/23-27/00**
**Opening Meeting 10/23, 10:00 am, 535 Conference Room**
**Closing Meeting 10/27, 2:30 pm, 535 Conference Room**

**DOE/EPA Year 3 Audit**

**Notes:**
Transition EMS Project----> EMS Program
logistical issues, like
Reduce frequency of EMS Project team meetings 
document completion of the key project deliverables 

Focus for the organizations in the upcoming year will be on: streamlining the programs, integrating them  better into existing dept/div programs, and continual improvement 

Organizations also have to preparing  for upcoming external reviews
The next one is the third DOE/EPA  Audit required under the MOA,   (give details)
and the Site wide Registration Audit next spring

## Independent Oversight Office audit conducted during July and August 2000
all facilities not registered
Findings:
Documentation appropriately addresses all 17 requirements
Organizations commitment to continuous improvement evident
Operational controls well documented and effectively implemented
Staff, including visitors, uniformly aware of environmental impacts, Pollution Prevention, and EMS program
Based on this independent assessment, and Registration Audit Team recommendations, Dr. Marburger self-declared conformance for BNL on 8/28/00.

**all facilities not registered**
**Findings:**
- Documentation appropriately addresses all 17 requirements
- Organizations commitment to continuous improvement evident
- Operational controls well documented and effectively implemented
- Staff, including visitors, uniformly aware of environmental impacts, Pollution Prevention, and EMS program
- Based on this independent assessment, and Registration Audit Team recommendations, Dr. Marburger self-declared conformance for BNL on 8/28/00.

**EMS Self Declaration of Conformance**

**Notes:**
In addition to internal assessments, there have been two major external audits of the EMS conducted

1st the I/O office coordinated an assessment within several Directorates to confirm that the EMS has been implemented
here are results...I would like to highlight 2:
Organizations commitment to continual improvement evident (self assessment, nonconformance corrective action programs)
Both staff and visitors were aware of environmental impacts, P2 and EMS
this was not the case just 2 months earlier, and  reflects the concerted efforts made by your team members to enhance the awareness.

2nd the formal registration audits by an independent accredited registrar:
again to highlight their findings,
they commended our P2 program and  noted several individual efforts
commended the strong line organization involvement (not just the E support org)
audit team submitted their recommendation for registration
It was the combination of results from these two assessments that enabled Dr.Marburger to Self Declare Conformance to ISO 14001 for BNL and meet one of the contract requirements.

## Next Steps

**Address auditor minor nonconformances **
**Transition to maintenance & continual improvement **
**Focus on integration/streamlining, while maintaining conformance **
**Maintain EMS awareness throughout organization**
**Quantify benefits and value**
**Expand efforts to share BNL achievements**
- Submitted application to EPA National Performance Track
**Prepare for upcoming assessments**

## DOE/EPA Year 4 EMS Audit

- Purpose: To ensure EMS Program is maintained
- Proposed format
- Utilize Registrar’s surveillance audits of registered facilities
- Augment with sitewide registration audit
- Conduct in Spring-Summer, 2001 by NSF-ISR
- Benefits
- Achieve objective of MOA at minimal incremental costs
- Savings estimated at ~$90K
- Minimize disruption to operations
- Auditor knowledge of EMS Program and facilities
- Questions or Concerns?

## Summary

**Project Implementation is achieving goals of MOA**
**Dedicated efforts by EMS teams and managers successful **
**Auditors observe EMS Awareness throughout organization**
**Future focus on integration/streamlining, while maintaining conformance**
***BNL recognized as:***
***Only DOE Lab with ISO 14001 Registration***
***4 years ahead of schedule with conforming to Executive Order on Greening the Government***
***Model & leader for other DOE Labs and Universities ***