# Presentation: 679720

## BNL Environmental Management System Project 

- S. L. K. Briggs
**Presentation to management reps on EMS, 4/19/01**

## Meeting Agenda

**Purpose: Exchange information on BNL EMS Implementation process**
- Revisions to EMS Subject Areas
- Prep for Onsite Readiness Review
- Followup on Labwide EMS Audit Issues
- Facility Monitoring Reports
- EMS Program 2001 Status
- Status of EMS ATS Items
- Other Issues & Announcements
- Q&A
- Next Meetings

## EMS Subject Area Revisions

- _Approved/Issued:_
- Identification of Significant Aspects & Impacts
- Liquid Effluents
- Calibration
- Hazard Analysis
- _In Final Revision:_
- Environmental Assessments
- _Drafting Stage:_
- Storage and Transfer of Hazardous Materials
- Will include management of outdoor work and storage areas (wrt Stormwater discharges)
- Volunteers for subject area team contact B. Lee
- _Minor changes:_
- Drinking water - backflow testing requirements for secondary backflow systems

## Briefings on Upcoming Audit to Management
Management Team,
Operations Council
Presentation available to use with your managers
Scope of audit; things managers need to know
On Site Readiness Review: 5/9 – 5/10/01
Schedule: CAD, PE, ERD, HFBR/BMRR, ESD (~1/2 day each)
Opening/Closing/Debriefing meetings – Berkner C 
Inviting managers of above facilities only; all EMS Reps invited
Desk Audit Responses - Due by 4/25/01
documented response providing additional explanation and clarification, plus specific reference to supporting procedures as required
item by item explanation of responses during ORR (Notify me if issues are not resolved!)
Tours, escorts, presentations

- Management Team,
- Operations Council
- Presentation available to use with your managers
- Scope of audit; things managers need to know
- On Site Readiness Review: 5/9 – 5/10/01
- Schedule: CAD, PE, ERD, HFBR/BMRR, ESD (~1/2 day each)
- Opening/Closing/Debriefing meetings – Berkner C
- Inviting managers of above facilities only; all EMS Reps invited
- Desk Audit Responses - Due by 4/25/01
- documented response providing additional explanation and clarification, plus specific reference to supporting procedures as required
- item by item explanation of responses during ORR (Notify me if issues are not resolved!)
- Tours, escorts, presentations

**Preparation for Onsite Readiness Review**

## Format of Meeting with Auditor
Tour of facility/operations (limit to ~30 min, except C-AD and PE)
Do auditors need to have film badges???
Presentation by Mgmt Rep - mission, operations, aspects, organizational profile
In depth review of 5 elements : Aspects, Objectives/Targets, EM Programs, EMS Audit, Management Review, plus EMS Documentation
Have key team members (on just those 5 elements!) readily available
Review of Desk Audit Responses
Transmit NCRs/OI to me ASAP
Expect 4 hour meeting
Reserve a local conference room to meet
Escort auditor to next location or back to Berkner C

- Tour of facility/operations (limit to ~30 min, except C-AD and PE)
*Do auditors need to have film badges???*
- Presentation by Mgmt Rep - mission, operations, aspects, organizational profile
- In depth review of 5 elements : Aspects, Objectives/Targets, EM Programs, EMS Audit, Management Review, plus EMS Documentation
- Have key team members (on just those 5 elements!) readily available
- Review of Desk Audit Responses
- Transmit NCRs/OI to me ASAP
- Expect 4 hour meeting
***Reserve a local conference room to meet***
- Escort auditor to next location or back to Berkner C

**Preparation for Onsite Readiness Review**

## Implementation team briefings: be familiar with
For each ISO requirement, the process implemented at your facility
SBMS documents/procedures that apply
Internal documents/procedures that apply
Examples of team briefings on EMS Website 
Under Facility Implementation, Project team meeting Summaries, 6/8/00
the applicable criteria on the NSF Audit procedure 
see exhibit in Env. Assessments Subject Area)
Manager briefings
Policy, communications, EMS Audits/Self Assessment, Management Review
Examples of Operations Council Briefing on EMS website

- For each ISO requirement, the process implemented at your facility
- SBMS documents/procedures that apply
- Internal documents/procedures that apply
- Examples of team briefings on EMS Website
- Under Facility Implementation, Project team meeting Summaries, 6/8/00
- the applicable criteria on the NSF Audit procedure
- see exhibit in Env. Assessments Subject Area)
- Manager briefings
- Policy, communications, EMS Audits/Self Assessment, Management Review
- Examples of Operations* *Council Briefing on EMS website

**Preparation for Onsite Readiness Review**

## Preparations for Onsite Readiness Review

- Document/record preparations (bring records to meeting):
- Compilation of related, internal documents
- Records (of objective evidence of implementation)
- Aspects (analysis, review, revision)
- Objective/Targets & EMPs (identification, management concurrence, plans, progress tracking, results)
- Audits (reports, tracking systems, status of actions, improvements)
- Emphasize:
- Program implementation and maintenance
- Processes to incorporate changes midcycle
- Improvements undertaken/achieved as result of EM Programs/Audits

## Preparations for Onsite Readiness Review

- If NCR/OI issued:
- Initiate prompt corrective actions; assign person to address immediate issue
- Address any compliance issues to L.Cunniff/R. Lee immediately
- Develop formal action plan that includes corrective and preventive actions due by 5/24/01
- Then, get message to me that one is identified.
- Other things?
- Suggestions on Labwide preparations for Registration Audit?
- Bulletin articles; Monday memo?
- Requests for Facility preparations?
- Emphasis needed on Policy Commitments awareness and relationship to work

## Other Registration Issues

- Recommendation on precise wording on ISO 14001 Certificate
- BNL
- BNL, including the following organizational units (list of facilities who already achieved registration)
- BNL, including the following organizational units (list of all organizational units)
- Potential issues: directorate EMS programs; long list; future name changes
- Recommendation on choice of Surveillance Schedules
- 6 month (Continuous) vs annual (re-registration after 3rd year)
- 2 audits per year vs 1 audit per year
- 24 audit days total vs 32 audit days total
- Considerations:
- Minimizing impact to Operations
- Costs (annual 7K more); Budgetary planning for elevated 3rd year costs
- Attentiveness to program maintenance
- Likelihood of successful audit results

## EMS Program Tasks 2001**

***Should be done: ***
- Review & revise Aspects spreadsheet.
- Establish FY 01 Objectives/Targets/Performance Measures & EM Programs (EMP form or equivalent)
- Verify adequacy of Operational Controls  (OCF or equivalent)

***Should be doing:***
-  Revising EMS Documents & verifying adequacy of document control
-  Tracking performance on Objectives/Targets & corrective actions
-  Reporting status & issues to management
-  Establishing EMS record series/schedules
-  Monitoring and implementing new/revised requirements

***Should be planning on doing:***
-  Training new employees, transfers, and visiting scientists
-  Communicating policy commitments to staff
-  Reinforcing use of Nonconformance/CA/PA systems
-  Scheduling EMS Audits & Management Reviews

***see slides from January and February meetings for more detail*

## Status of 2001 EMS Program 

- Review/Revision of Aspects/Process Evaluations
- EMPs
- Progress implementing plans?
- EMS Audits
- Should be targeted for 5-7/01 timeframe
- Status of compliance audits
- Need for auditors?
- Management Reviews
- Should be targeted for 7-9/01 timeframe

## Status of EMS ATS Actions

- Verification of Corrective Actions postponed to 6/01 Registration Audit
- Additional Objective Evidence of Correction Action needed for the following ATS Items:
- CAD: 142.5.1, 142.6.1, 142.13.1
- SMD: 142.11.2
- PE: 155.6.1 (see email 1/10/01)
- IO: 155.4.1(see email 1/10/01)
- PO: 155.4.2 (see email 1/10/01); 195.18.1,
- NSLS: 195.8.1, 195.8.2,
- EENS: 195.14.5
- DO: 195.19.1, 195.20.1,
- ESHQ: 195.12.1, 412.5 (no action plan)
- CO: 412.4 (no action plan or description of actions)
- Submit copies of objective evidence to ATS Administrator by 6/1/01
- October ’00 Verification Audit (ATS # 195) – 2 open items [CO, EENS]

**Status of EMS ATS Actions**

- Verification of Corrective Actions postponed to 6/01 Registration Audit
- Additional Objective Evidence of Correction Action needed for the following ATS Items:
- CAD: 142.5.1, 142.6.1, 142.13.1
- SMD: 142.11.2
- PE: 155.6.1 (see email 1/10/01)
- IO: 155.4.1(see email 1/10/01)
- PO: 155.4.2 (see email 1/10/01); 195.18.1,
- NSLS: 195.8.1, 195.8.2,
- EENS: 195.14.5
- DO: 195.19.1, 195.20.1,
- ESHQ: 195.12.1, 412.5 (no action plan)
- CO: 412.4 (no action plan or description of actions)
- Submit copies of objective evidence to ATS Administrator by 6/1/01
- October ’00 Verification Audit (ATS # 195) – 2 open items [CO, EENS]

## Facility Monitoring Reports

- CY 2000 Environmental Monitoring  Reports
- Executive Summary
- Background (ie., facility and sources)
- Description of Environmental Monitoring Program
- Monitoring Results
- Recommendations on Future Monitoring Actions
- Data tables, plume maps,etc

- Facility Reports- Issued 3/01-5/01
- AGS
- RHIC
- BLIP
- BMRR
- WMD
- STP
- Biology Greenhouse Area
- Service Station
- Motor Pool
- Shotgun Range
- Live Fire Range
- WTP
- MPF
- HFBR
- Others expected????

## Other Issues & Announcements

- Revised EMS Documentation Cross Reference
- Incorporates new subject areas and related documents
- PEP Status Report
- Clarification on Electronic Training Records:
- BTMS is adhering to 75 year retention requirement
- Recent efforts to transfer facility specific training records to BTMS (NSLS, CAD, others?)
- Hard copies/signatures are only required for regulatory driven training related to health exposure risks
- Enter/download the EMS-related training provided by your organization into BTMS – Call Beth Schwaner for assistance
- Progress Update on Records Inventory needed for:
- EENS, Physics, SMD, FO, NSLS
- Requests for EMS Training ???

## Other Issues & Announcements

- Preliminary results/recommendations from IAP Review
- Kudos to BNL EMS Teams
- SCDHS lauded the EMS Program – the efforts, the comprehensiveness, and the results - during DOE BHG/SCDHS Quarterly Meeting
- DOE EH Headquarters referred to BNL EMS Program as “best program in the complex”
- Confirmation by Region II EPA that EPA Headquarters forwarded a recommendation to the White House to include the BNL EMS Project and Process Evaluation Project in the “Clinton Library of Accomplishments”.
- Earth Day Employee Awards & Lecture TODAY
- 3:30 Berkner
- Race on Sunday 4/22

## Next Meetings

- Next EMS Meeting  5/24/01 or 5/31/01 (Memorial Day)
- Time: 1:30 pm - 3:00 pm
- Location - 535 Conference Room
*NOTE: EMS Project Team Meetings held on 2nd Thursday of each month*
*CHANGED to monthly meetings*
- Next EMS Meeting Topics:
- Preparation for Registration
- Lab-level Management Review Postponed
- 5/7/01 3:30 pm, 490 CR