Procedure
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ESS Procedure for sustainable selection of materials Sustainable Selection
of Materials
Name
Owner
Peter Jacobsson, Head of ESH Division
Reviewer
Malin Åberg, Conventional Facilities Division
Approver
Peter Jacobsson, Head of ESH Division
Chess Controlled Core Ed: 1.0
Template Active Date: 11 Mar 2014
Procedure
Document Number
Date
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State
Classification
ESS-0011452
May 8, 2015
2 (1)
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TABLE OF CONTENT
PAGE
1. PURPOSE .................................................................................................... 3
2. PROCEDURE APPLICABILITY ....................................................................... 3
3. SCOPE ........................................................................................................ 4
4. PROCEDURAL ACTIVITIES FOR SUSTAINABLE SELECTION OF
MATERIALS AND PRODUCTS ............................................................... 5
4.1. Procedure map ....................................................................................... 5
4.2. Procedure Steps ...................................................................................... 5
4.2.1. Input .................................................................................................... 5
4.2.2. Define scope and application of requirements..................................... 6
4.2.3. Apply requirements ............................................................................. 7
4.2.4. Communicate requirements ................................................................ 7
4.2.5. Follow-up of requirements .................................................................. 8
5. DOCUMENTATION ..................................................................................... 8
5.1. Plan and follow-up on procedural activities ............................................ 8
5.2. Handling of non-conformities ................................................................. 9
6. TERMS........................................................................................................ 9
7. REFERENCES............................................................................................... 9
DOCUMENT REVISION HISTORY ....................................................................... 9
APPENDIX 1 - ESS SUSTAINABILITY REQUIREMENTS FOR
SUSTAINABLE SELECTION OF MATERIALS AND PRODUCTS ............... 10
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Procedure
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1.
ESS-0011452
May 8, 2015
2 (1)
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PURPOSE
This document describes the procedure for reducing the environmental and social
impacts generated from materials, goods and chemical products that are built into the
ESS facility.
In order to increase the readability of the procedure all materials, constructions products,
building elements, chemical products, machines, equipment, fixed installations etc.
embraced by the procedure will be referred to as “materials and products”.
The purpose of the procedure is to provide a uniform way to handle environmental and
social aspects and requirements in the selection of materials and products in order to:




contribute to the achievement of ESS Environmental Policy,
fulfill the requirement of ISO 14001 to manage the organisations significant
environmental aspects,
comply with environmental legislation and other environmental requirements,
applicable to the selection of materials and products, and
contribute to the sustainability work of ESS.
The procedure specifies the scope and requirements and gives a description of how they
shall be applied.
The procedure does not embrace sustainability requirements related to the energy
efficiency of the ESS facility during operation, requirements related to radiation
protection nor requirements concerning safety and health during the construction of the
facility.
2.
PROCEDURE APPLICABILITY
This procedure shall be followed by ESS staff, partners and suppliers in situations where
there is an opportunity to make an active selection of materials and products
incorporated in the ESS facility e.g. design, procurement, construction, in-kind
contribution. A supplier could be a consultant, contractor, designer, construction
planners, in-kind contributor or supplier of materials and products etc.
Guidance and examples on how to apply this procedure as well as elaboration of terms
used is found in the guideline [1].
Guidance and assistance can be achieved by the ES&H division. ES&H division shall be
consulted in the work with specific plans and non-conformities mentioned in this
procedure.
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Procedure
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SCOPE
This procedure shall, as a minimum, apply to all materials and products that fulfill at least
one of the criteria in table 1 below.
Table 1 – Criteria for deciding what materials and products fall within the scope of the
procedure.
Life cycle phase
Criteria
Material and product
Production
Pose risk of negative environmental or social impacts during production.
Design & Construction
Will be used in considerable volumes.
Contain or may contain hazardous substances.
Are regulated by legal or other requirements.
Operation
Require
 considerable replacements, or
 chemicals, or
 consumables
during operation of the facility.
Decommissioning
Pose risks associated with waste treatment.
The procedure shall not apply to



Materials and products (including chemicals etc.) used in laboratory research (i.e.
brought to ESS by scientists during operation of the facility),
Consumable materials and products and chemicals used during the construction,
operational and decommissioning phase of the facility that are not built into the
facility,
Consumable materials and products and chemicals used at the ESS office.
Each project or organisational unit shall identify and specify which materials and products
are embraced by the requirements specified in this procedure and to what extent the
requirements apply to the specified materials and products. The results shall be
documented in a specific plan being formally approved (see chapter 4.2.2).
Exception from the requirements can be made and shall then be approved and
documented in accordance with specifications in chapter 4.2.2. Such exceptions (planned
deviations) shall not be regarded as non-conformities.
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PROCEDURAL ACTIVITIES FOR SUSTAINABLE SELECTION OF
MATERIALS AND PRODUCTS
The procedural activities described below are necessary to fulfil the requirements for
sustainable selection of materials and products. The requirements are described in four
aspect areas: content of hazardous substances, life cycle perspective, responsible
sourcing, and documentation of material and product data. The requirements are found
in Appendix 1 of this procedure.
The sustainability requirements must be weighed against the functionality and
performance of the concerned material and product or the complete ESS facility.
4.1. Procedure map
The procedure describes the step from the prerequisite of defining the scope and
application of requirement, to the different steps of applying, communicate and followup of the requirements.
4.2. Procedure Steps
4.2.1. Input
Trigger for the procedure is a situation where there is an opportunity to make an active
selection of materials and products. The selection of materials and products can be made
within ESS or by suppliers. This could include situations for example within the processes
for design, construction, procurement or in-kind contributions.
In order to apply the requirements of this procedure the work to define scope and
application of requirements must have been conducted. Define scope and application of
requirements is thus a prerequisite (but not a trigger) for the step to apply requirements,
see chapter 4.2.2.
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4.2.2.
ESS-0011452
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Define scope and application of requirements
The purpose of this step is to determine how and to which
materials and products the requirements shall be applied.
Each project or organisational unit shall:
1. identify to which of their materials and products the
requirements shall be applied, and
2. define how each of the requirements shall be
applied on identified materials and products.
Responsible:
To be defined in accordance with
responsibilities specified in the
Design process and/or in the
Systems Engineering
Management Plan and in the
project or organisational specific
plan.
Materials and products are identified by using the criteria
of table 1 and with corresponding guidance in [1]. Modes
of application are defined by using the guidance in [1].
Decisions taken in defining the scope and application of
requirements shall be documented in a project or
organisational specific plan. The plan shall, as a minimum,
include:

List of materials and products to which the
requirements shall be applied.
 List of exceptions (materials and products to which the
requirement shall not be applied) including,
- The reason for the exception, and
- proposed measures to mitigate the impact from
the selected material or product, or a motivation
why no such measures are deemed as necessary
 Methods used for verification of requirements
 Location of documentation of material and product
information
 Responsibilities for tasks relevant to the application of
this procedure.
The plan shall be reviewed by the ES&H division and
formally approved by head of project/unit.
Activity output/product
A specific plan (including the information specified in the
description of the activity above).
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4.2.3. Apply requirements
The purpose of this step is to apply the ESS sustainability
requirements in situations where active selection of
materials and products are made. In this way sustainability
aspects will be integrated into the selection.
The requirements are applied in accordance with the
details (scope and modes of application) specified in the
plan developed for their project/unit and with guidance
from [1].
Responsible:
To be defined in accordance with
responsibilities specified in the
Design process and/or in the
Systems Engineering
Management Plan and in the
project or organisational specific
plan.
ESS staff, partners and suppliers collect verifying
documents and conduct the investigations necessary in
order to evaluate the achievement of each requirement.
In cases where materials and products do not fulfill
requirements, alternative materials and products shall be
sought. Where no alternative materials and products are
available a non-conformity report shall be created in
accordance with [2] and with specifications in the plan.
Activity output/product
Materials and products stipulated in design documents (selected
in accordance with ESS sustainability requirements)
Sustainability requirements included in design document
Material and product data collected and documented in
accordance with the specific plan
Results of investigations documented in accordance with the
specific plan
Materials and products stipulated in construction documents
4.2.4. Communicate requirements
The purpose of this step is to communicate the resulting
specifications and/or requirements, from applying the ESS
sustainability requirements in the selection of materials
and products, to the party responsible for supplying the
material or product.
ESS staff, partners and suppliers shall make sure that
information needed for the fulfilment of the sustainability
requirements is communicated to the party responsible for
supplying the material or product.
Activity output/product
Responsible:
To be defined in accordance with
responsibilities specified in the
Design process and/or in the
Systems Engineering
Management Plan and in the
project or organisational specific
plan.
Relevant documents such as tender documents, design
documents, expressions of interest, contracts or supplier
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agreements.
4.2.5. Follow-up of requirements
The purpose of this step is to follow-up that the selection
made meet the communicated specifications and
requirements (and thus fulfil the requirements in this
procedure).
Missing data or verifying documents shall now be
completed.
Responsible:
To be defined in accordance with
responsibilities specified in the
Design process and/or in the
Systems Engineering
Management Plan and in the
project or organisational specific
plan.
The follow up is conducted in accordance with the ESS
Design process and with specifications in the plan. Nonconformities are handled in accordance with [2].
Activity output/product
5.
Confirmation and documentation of fulfillment of ESS
sustainability requirements
Non-conformities from ESS sustainability requirements
documented
Complete documentation of material or product data handled
accordingly to overriding procedure (for example the Design
process, System engineering process)
DOCUMENTATION
The resulting documentation from this procedure shall be regarded as controlled records
and be managed according to ESS process for document control [3] and ESS configuration
management plan [4] or subordinated procedures.
Documentation shall be traceable to the materials and products concerned, but also to
be structured in a way allowing for aggregation of information. The specific location for
storage of documentation should be specified by the process where this procedure is
invoked.
The documentation shall be maintained at least until decommissioning.
5.1. Plan and follow-up on procedural activities
The activities related to this procedure shall be planned, followed-up and documented in
a specific plan. It is to be used as a base for review and internal audits on fulfilment of
this procedure.
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Information on the content of the specific plan is found in chapter 4.2.2 of this document
and in corresponding chapter in [1].
5.2. Handling of non-conformities
In case any of the requirements in this procedure is violated, a non-conformity report
shall be written in accordance with [2] and the ES&H Division shall be consulted. Planned
deviations (i.e. exceptions from ESS sustainability requirements, which are documented
in the specific plan) shall not be regarded as non-conformities.
6.
TERMS
Terms used in this document are described at the end of corresponding subchapters in
[1].
7.
REFERENCES
1.
ESS Guideline for Sustainable Selection of Materials (ESS-00011458).
2.
ESS Procedure for Management of Non-Conformities and Continual
Improvement (ESS-0008702)
3.
ESS Process for Document Control (ESS-0008797)
4.
ESS Configuration Management Plan (ESS-0003688)
DOCUMENT REVISION HISTORY
Version
Reason for revision
Date
1.0
New Document
2014-06-30
1.1
Minor text changes
Clarifying texts added in chapter 4.2
Changed extent of requirement 2 in appendix 1.
2015-04-27
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Procedure
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APPENDIX 1 - ESS SUSTAINABILITY REQUIREMENTS FOR SUSTAINABLE
SELECTION OF MATERIALS AND PRODUCTS
Requirement 1 - Content of hazardous substances
a) Materials and products may only contain hazardous substances defined as “phase-out
substances” and “risk reduction substances” in concentrations below specified limits
according to www.bastaonline.se.
or
b) Materials and products shall comply with REACH (Regulation (EC) No 1907/2006) and
RoHS (Directive 2002/95/EC) legislation regarding content of hazardous substances.
Requirement 1b shall be applied on products where there is limited possibility to achieve
information on chemical content (see [1] for guidance on what products types this may
include).
and
c) Material and product containing the following substances and/or materials shall, as
far as possible, be replaced by other alternatives:
 PVC (Polyvinyl Chloride) or other halogenated materials,
 zinc and/or copper in materials and products that are in contact with water and
where there is a risk of release of these substances into the environment,
 sulfur hexafluoride (SF6), and
 materials and products where the emissions of TVOC (Total Volatile Organic
Compounds) exceeds the concentration 200 µg/m3 or the emission rate 200
µg/m2,h. (Requirement only applicable on materials and products used indoors.
Not applicable on chemicals.)
Requirement 2 - Life cycle perspective
The environmental impact of a product and material shall be considered from a life cycle
perspective.
a) When choosing between similar products and materials, the following parameters
shall be taken into consideration:




the possibility to use locally produced materials and products or mode of
transport with low environmental impact
construction method
the service-life of the material or product,
the need for maintenance and consumables during the operation phase,
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the possibility to disassemble the constituent materials in the product at
refurbishments and/or at the decommissioning phase, and
the possibility to reuse or recycle the material or product at refurbishments
and/or at the decommission.
and
b) For products and materials with significant environmental impacts, a life cycle
description of the product and material shall be conducted and documented.
It is not the intention to conduct a life cycle assessment.
Requirement 3 - Responsible sourcing
a) All wood and wood-based materials and products shall originate from sustainably
managed forests.
and
b) Materials and products shall be procured with responsible sourcing.
Requirement 4 - Documentation of product data
Documented information shall be available for materials and products including;
a) Building Product Declaration or similar documentation containing the following
information:
 Product name and name of supplier,
 Type of material or product and/or area of use,
 Content of constituent materials/components,
 Content of constituent substances,
b) a material safety data sheet (for chemicals),
c) a certificate of sustainable forestry (for materials and products containing wood,
requirement 3a)
d) location in the facility,
e) quantity (estimation),
f) information on nanomaterial or content of nanoparticles,
g) information if supplier is located outside EU, and
h) compliance/non- compliance with requirement 1a or 1b.
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