Environmental Management System (EMS) Manual Template
Introduction and Instructions for using the Manual
This is a sample EMS Manual that any business can use to construct a first draft
of EMS. It is modeled after the ISO 14001:2004 standard. Use this manual and
the sample environmental elements described in this manual, to complete your
first draft. Simply cut and paste from this document and rewrite using your
company name and delete any information that does not apply while adding
information that does.
The additional EMS element templates needed to go with this manual are
available from Jack Annis at jannis@uwsp.edu or by calling 715-346-2793.
SHWEC provides the EMS materials as well as no cost on-site technical
assistance visits as part of the recycling and pollution prevention assistance
program funded by the state. The following is an EMS Manual for a fictitious
company located in Milwaukee, Wisconsin.
-------------------------------------Begin Draft Manual----------------------------------------Environmental Management System
Description of Our Company
The ABC Company is a privately owned manufacturer of high quality products,
employing 50 highly dedicated employees in Milwaukee, Wisconsin. The
management and employees of ABC Company are dedicated to the production
of the highest quality products for our customers while protecting the
environment that we live in now and for future generations.
Our Company has built and maintained our reputation of being a high quality
manufacturer, a good employer, and a good community member since our
establishment in 1986. Our company has been a continuous member of the
Wisconsin Manufacturers Association and the Small Business Association of
America since 1986. We are Quality System registered to ISO 9000.
We continue our efforts to become a leading Wisconsin company through the
establishment of this Environmental Management System for (ISO 14001
registration or participation in Wisconsin Green Tier). We believe that
participation in these programs will further demonstrate our leadership, concern
for the environment and recognition as a business leader in our community.
The ABC Company Environmental Management System
Structure and Guidance
1. The Owner or President is responsible for all actions and certifications
associated with the company Environmental Management System (EMS). If any
part of the responsibility for the EMS is delegated or assigned to any employee, it
will be documented in element 4.4.1 in the EMS documentation.
2. This manual defines the Company EMS and provides a description of the
elements, checklists and resources used by the company.
4.1 EMS General Requirements and Scope
4.2 Environmental Policy
4.3 Planning
4.3.1 Environmental Aspects
4.3.2 Legal and other Requirements
4.3.3 Objectives, Targets and Environmental Programs
4.4 Implementation and Operation
4.4.1 Resources, Roles, Responsibility and Authority
4.4.2 Competence, Training and Awareness
4.4.3 Communication
4.4.4 Environmental Management System Documentation
4.4.5 Document Control
4.4.6 Operational Control
4.4.7 Emergency Preparedness and Response
4.5 Checking and Corrective Action
4.5.1 Monitoring and Measurement
4.5.2 Evaluation of Legal Compliance
4.5.3 Nonconformance, Corrective and Preventative Actions
4.5.4 Records
4.5.5 Environmental Management System Audit
4.5.5.1 Audit Checklist
4.5.5.1a Hazardous Waste Management Inspection Checklist
4.5.5.1b Universal Waste Management Checklist
4.5.5.1c Annual Storm Water Inspection Checklist
4.5.5.1d Quarterly Storm Water Inspection Checklist
4.6 Management Review
3. This manual and the elements of the EMS used by Company will be
maintained in an electronic document format to the extent possible.
4. Revisions to the EMS are recorded using the following “Record of Revisions”
on the bottom of each element in the EMS.
Record of Revisions
Revision Date Description Sections Affected
5. The ABC Company will conduct one internal audit of the EMS each year using
element 4.5.5 and additional checklists. Third Party audits will be conducted as
specified in external agreements or as required by ISO 14001.
6. The ABC Company manual and procedures will have a full management
review at least once each year with the review documented in element 4.6. The
management review will be briefed to all employees.
Description of the Environmental Elements used for this EMS
The EMS Manual is made up of this document. (The elements of the EMS are
separate documents available by emailing jannis@uwsp.edu or calling 715-3462793.)
4.1 EMS General Requirements and Scope
Our business must establish, document, implement, and continually improve our
environmental management system and show how we meet all the requirements
of our EMS. The business itself defines the scope of the EMS specifically as it
applies to the company facilities, processes, products and activities.
4.2 Environmental Policy
Is our stated commitment is to accomplish a minimum of three goals with this
EMS which are;
1. Ensure compliance with all laws and regulations
2. Strive to reduce environmental impacts through pollution prevention
3. Use the EMS to achieve continuous improvement in all activities
4.3 Planning
Planning actions are an integral part of the “plan-do-check “cycle of continuous
improvement at ABC Company. EMS planning involves the use of all elements of
the EMS and specifically those requirements in elements 4.3.1, 4.3.2 and 4.3.3.
4.3.1 Environmental Aspects
Aspects and impacts will be developed considering all of the processes,
materials, wastes, energy uses and other factors at our company. Aspects will be
developed based upon our own knowledge of our company, by using diagnostic
tools such as process mapping, gap analysis, auditing or other means. Aspects
deemed to be significant will be used to establish objectives and targets.
4.3.2 Legal and other Requirements
This element serves as the single point for resources that are used to assure
compliance with regulations and laws at this company. These are maintained
electronically through the internet links provided in the element. This provides
instant access to all regulations and the ability to review them at least annually
for revisions. Click on this link: EMS Development Task 1-Regulatory
Requirements for an EMS or request the publication from SHWEC to develop
legal requirements for EMS.
4.3.3 Objectives, Targets and Environmental Programs
Using the significant aspects from element 4.3.1, the company sets annual
measurable objectives and targets for the reduction of significant aspects. It also
identifies the specific environmental programs the company uses to reach those
objectives and targets. (For example; reducing natural resource consumption,
reducing hazardous waste, reducing air emissions reductions, waste water or
storm water) Click on this link: EMS Development Task 2: Determining Aspects,
Impacts, Objectives, Targets or request this publication form SHWEC.
4.4 Implementation and Operation
This element defines how the company implements and operates under the
conditions of the EMS. For example it may contain various operating procedures
which relate to the functions processes and activities at our company.
4.4.1 Resources, Roles, Responsibility and Authority
This element defines the specific roles and responsibilities of the EMS Team
Members and the resources provided by the company for EMS implementation.
4.4.2 Competence, Training and Awareness
This element describes the training requirements of the employees as it relates
to the EMS and based upon the wastes, emissions, discharges and other
activities which take place in the company facility. (Training might include waste
water treatment plant operator training, HAZCOM, Safety, Fire Protection,
HAZWOPER or any other training that is needed)
4.4.3 Communication
This element describes the methods used by the company for both internal and
external communication of the Company policy and EMS to employees and
community.
4.4.4 Environmental Management System Documentation
This element ensures that the organization has documented the system in either
electronic or paper form such that it addresses the elements of the standard,
describes how the organization conforms to each element, and provides direction
to related documentation.
4.4.5 Document Control
This element defines how the company controls all information related to the
EMS system. For example what documents from the EMS can be released to the
public, regulatory agencies or maintained as controlled documentation within the
company
4.4.6 Operational Control
This element defines the specific operational procedures that are used to insure
that the company is operating within the EMS and how they are kept current.
This might be operating procedures for waste water treatment, maintenance of
paint spraying booths, procedures describing how hazardous waste is managed
from point of generation to storage or any other operational procedure that needs
to be clearly defined in writing.
4.4.7 Emergency Preparedness and Response
This element describes how the company will comply with spill reporting, cleanup and training requirements as well as emergency planning such as
contingency plans or Spill Control Countermeasures plans. The Wisconsin
Emergency Management (WEM) and Local Emergency Planning Commissions
(LEPC) may require Tier 2 or EPCRA reporting based upon the use of extremely
hazardous substances (EHS) materials.
4.5.1 Monitoring and Measurement
This element defines the system performance measurements which must be
taken to provide data for action. For example describing how the company will
monitor and measure key parameters of operations which have significant
impacts, to monitor performance towards the objectives and targets, and to
monitor conformance to the legal and other requirements and other EMS
requirements. Equipment related to environmental measurements, such as
temperature and pH meters and pressure gauges, must be calibrated according
to procedures, and records maintained.
4.5.3 Nonconformance, Corrective and Preventative Actions
This element describes how the Company identifies, investigates, corrects and
prevents any nonconformance actions that arise from daily operations under the
EMS, during auditing, inspections or other discovery methods.
4.5.4 Records
This element describes all of the documentation which must be kept by the
Company to demonstrate compliance with the EMS structure itself. This
procedure provides a single location to keep and protect all documentation in
conformance with both EMS and regulatory requirements.
4.5.5 Environmental Management System Audit
This element describes the auditing procedures at the Company as it relates to
EMS and how the audits are tracked. This element includes the main audit
checklist and any additional checklists which are used, for example;
4.5.5.1 Audit Checklist
4.5.5.1a Hazardous Waste Management Inspection Checklist
4.5.5.1b Universal Waste Management Inspection Checklist
4.5.5.1c Annual Storm Water Inspection Checklist
4.5.5.1d Quarterly Storm Water Inspection Checklist
The audit checklist can also be used as a basic “gap analysis” tool to help
identify aspects and impacts as well as establishing the objectives and targets.
(Once the audit checklists are used from this example it should be modified and
revised to fit the specific company using this EMS template.)
External auditors may also use the company checklist or additional checklists for
completion of external audits to assure compliance with the EMS.
4.6 Management Reviews and Certifications
The Company Owner or President or the designated person, certifies the
adequacy and completeness of activity related to the EMS at each annual
management review. This authority and responsibility, if designated to an EMS
Team member, should be in writing in element 4.4.1.
Record of Revisions for this EMS Manual
Revision Date Description Sections Affected
---------------------------------End of Draft Manual-----------------------------------------------Additional State Resources Available to Help
The UW-Extension-Solid and Hazardous Waste Education Center (SHWEC)
provides environmental information and assistance that can help you reduce or
eliminate wastes, waste water and air emissions. SHWEC can also provide
guidance on EMS development and compliance assistance.
Visit www.shwec.uwm.edu to learn more about SHWEC or to contact a
specialist. Contact Jack Annis at 715-346-2793 or email jannis@uwsp.edu
concerning this document and for the additional EMS Elements, Auditing
Checklists and other EMS materials or to discuss a free non-regulatory
assessment of your environmental programs.
The Department of Commerce, Small Business Clean Air Assistance
Program provides assistance with air emission requirements and has an
extensive electronic file of easy to understand publications relating to all aspects
of air compliance issues such as permits and MACT rules.
http://www.commerce.state.wi.us/MT/MT-CA-sbcaap.html
The Department of Natural Resources provides assistance through Business
Sector Specialists and other non-enforcement staff from the Bureau of
Cooperative Environmental Assistance. CEA is the bureau that has primary
responsibility for the “Green Tier” program. Contact them and read more about
what they do at this web page at http://www.dnr.state.wi.us/org/caer/cea/