# Presentation: 672672

## Brookhaven National Laboratory
Environmental Management System

**Environmental Management System**

- S. L. K. Briggs
**Bi-monthly Project Status Update Meeting, 9/14/99**

## Bi-monthly Project 
Status Update Meeting

Susan L. K. Briggs

9/14/99

**Status Update Meeting**
**Susan L. K. Briggs**
**9/14/99**

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

## Presentation Outline

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

## Project Highlights

- NSF- International Strategic Registrations  chosen as ISO Registrar
- Issued EMS Subject Areas on official BNL SBMS website
- Pilot process nearing completion; full Laboratory deployment of EMS initiated
- RHIC successfully completed ISO 14001 registration audit

**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 _
- Laboratory Director approval of EMS Subject Areas obtained 6/21/99
- Labwide emergency drill (with environmental impacts) conducted 6/23/99
- EMS Subject Areas distributed to Lab via SBMS 6/30/99
- FY00 “E”Critical Outcomes/Objectives/Performance Measures drafted
- improved ISO conforming language
- communicated “E” priorities to line
- New PBMS/IAP project manager hired

**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 Schedule: Status, Issues, Corrective Actions

- _Pilot Facilities Progress_
- “RHIC Fest” conducted to refocus resources on EMS
- ECRs, ESD SME, RHIC EMS team, RHIC FSS Rep, RD EMS Rep
- RD/WM teams reaffirmed priority/resources to EMS implementation
- ECR’s great asset/resource for EMS
***RHIC obtained ISO 14001 Registration***
- passed audit on 8/5/99; certificate issued 8/26/99
- EPA/DOE observers of process
- RD/WM implementation progressing

## EMS Schedule: Status, Issues, Corrective Actions

- _Communications Initiative_
- EMS Overview provided in Environmental Compliance Training course
- EMS Celebration and awards, 7/1/99
- EPA Briefing on EMS Progress, 7/22/99
- EMS Poster Session at Institutional Planning Meeting, 7/23/99
- Marburger presentation of EMS achievements at State of Lab “all-hands” Meeting, 9/9/99

**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

## Training Initiatives
Department EMS Briefings Completed, 6/28/99
Environmental Protection CBT Training deployed labwide
CVO revision implemented;
Facility Specific Training for EMS
RHIC developed web based training
WMD existing training satisfies requirement; augmented with EMS overview to all staff
Compliance Subject Areas Training deployed, 7/14/99
Labwide EMS implementation training initiated
Gap Analysis, 8/30/99
Internal EMS Auditor/Lead EMS Auditor scheduled for 9/99

- Department EMS Briefings Completed, 6/28/99
- Environmental Protection CBT Training deployed labwide
- CVO revision implemented;
- Facility Specific Training for EMS
- RHIC developed web based training
- WMD existing training satisfies requirement; augmented with EMS overview to all staff
- Compliance Subject Areas Training deployed, 7/14/99
- Labwide EMS implementation training initiated
- Gap Analysis, 8/30/99
- Internal EMS Auditor/Lead EMS Auditor scheduled for 9/99

**EMS Schedule: Status, Issues, Corrective Actions**

**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

## Assessment Initiatives
Registrar chosen: NSF- International Strategic Registrations, Ltd.
Management Review process implemented at RHIC
RHIC EMS ISO 14001 Registered
Year 2 Audit postponed
developed rationale to re-scope audit taking credit for registration and ISME audits
EMS Assessment of ESD/WMD and CIGPA, 8/99
FY99 Mid Year EMS Project Performance Review Rating - Excellent (3.17)
Independent EMS Audits at WMD/RD initiated week of 8/30/99

- Registrar chosen: NSF- International Strategic Registrations, Ltd.
- Management Review process implemented at RHIC
- RHIC EMS ISO 14001 Registered
- Year 2 Audit postponed
- developed rationale to re-scope audit taking credit for registration and ISME audits
- EMS Assessment of ESD/WMD and CIGPA, 8/99
- FY99 Mid Year EMS Project Performance Review Rating - Excellent (3.17)
- Independent EMS Audits at WMD/RD initiated week of 8/30/99

**EMS Schedule: Status, Issues, Corrective Actions**

**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

## Laboratory EMS Deployment
Initial orientation on lab-wide initiatives
EMS teams established
Website enhanced with meeting minutes & handouts
Gap Analysis Workshops initiated 
scheduled 8/30-9/3/99 & 9/20-9/24/99
First Status Updates due 9/99
Generally positive reaction to “cost accounting” via timecards

- Initial orientation on lab-wide initiatives
- EMS teams established
- Website enhanced with meeting minutes & handouts
- Gap Analysis Workshops initiated
- scheduled 8/30-9/3/99 & 9/20-9/24/99
- First Status Updates due 9/99
- Generally positive reaction to “cost accounting” via timecards

**EMS Schedule: Status, Issues, Corrective Actions**

## EMS Project Controls

***Note: ******	******Actual cost to implement was adjusted to reflect internal WMD support***
***	******only (WMD ISO14001Account).***

**EM Directorate: ****	****Revised Commitment Authorization will need to be **
**	****	****developed for BGRR implementation.**

_**WMD Pilot Progress**_

## EMS Project Controls

***Note: ******	******RHIC was behind baseline schedule completion date 35 days (from 7/1/99) ***
***	******or - 8.3% variance.***

_**RHIC Pilot Progress**_

## EMS Project Controls

_**Reactor Pilot Progress**_
**  ****	****86% complete (as of 8/30/99)**
** ****	****Projected Completion Date 9/30/99**
**  ****29 Day Extension of Level 2 Milestone from 9/1/99**
**  ****To be authorized via PMP Revision**
**	**
**  ****	****Level of Effort Estimates (Hours & Cost) **
**	****being compiled**
** **

## EMS Project Controls

**Balance of Laboratory EMS Implementation was “on schedule” **
**with completion of General Employee Environmental Training (GEET).**

_**Training for B.O.L.**_

## EMS Project Controls

_**Milestone Status**_
_**	**__**Level I**__**	**_
** ****	****On Track**
**  ****	****1 of 6 Completed**
_**	**__**Level II**_** **
**  ****	****On Track**
** ****	**** ****7 of 13 Completed  **
** ****	****2 Reactor Milestones projected 29 Days late****	**
**  **

## EMS Project Controls

_**Milestone Status**_
_**	**__**Level III**__**	**_
** ****	****WBS 1: 3 of 3 completed**
** ****	****WBS 2: 17 of 17 completed**
**  ****	****WBS 3: 9 of 13 completed, 4 Reactor Milestones out ****	****to 9/30/99**
** ****	****WBS 4: 2 of 2 completed**
** ****	****WBS 5: 1 of 2 completed, On Track**
** ****	****WBS 6: 2 of 3 completed, On Track**
** ****	****WBS 7.1 - 7.17: 7 of 10 completed, 1 projected 30 ****	****	****days late (Sitewide Monitoring Plans...), others On ****	****Track**
** ****	****WBS 7.18: Milestones in Development (TBD)**
** ****	****WBS 8 & 9: 0 of 3 completed, On Track**
**  **

## EMS Project Controls

**  **

## EMS Project Budget and Cost Summary

- Dedicated Project Controls personnel excellent resource
- Reallocation of EMS Specialist funds to consultants, ~50K
- Interviewing began on new hires:
- Administrative support
- EMS Program Manager

**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

## Summary of EMS Project Issues

- Project is currently on track and within budget
- Project design and deployment achieves goals within budget
- Pilot process successful vehicle for new program deployment
- testing programs
- lessons learned / costs (false starts) minimized
- registration process tested
- created momentum for others to maintain
- 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

## Summary of EMS Project Issues

- Pilot Project Issues:
- Changes in EMS Personnel
- Self Assessment process
- Communications Issues:
- Sharing success within DOE Complex; business community
- Communicating importance of achievement within BNL and community
- Training Issue:
- Consistent policy for visiting scientists needed
- required for RHIC access; NSLS: > 6 mths tenure;
- GET includes basic EMS information

## Summary of EMS Project Issues

- Assessment Issues:
- Coordination and costs of Year 3 Audit; facility registration; self declaration of conformance
- proposed contract modifications submitted to DOE
- Verification of model used to estimate labwide deployment resources
- Facility Deployment Issues:
- knowledge of initiatives varies; expectations for EMS implementation differs; pace needs to vary