8b.2 IDOT EMIS Imple.. - Trb

Proactive Environmental Management System
Mike Yesconis. Environmental Information Technology Consultant, Weston
Co-author S. Babusukumar. Weston
The Illinois Department of Transportation (IDOT) has a statewide infrastructure of over 300 facilities including maintenance yards, laboratories,
traffic operational facilities, bridge operations facilities, sign shops, and other miscellaneous facilities to support the maintenance of state
roadways. These facilities require effective management of environmental issues due to the activities conducted at these facilities. To date
IDOT has completed environmental reviews and assessments at over 150 of these facilities in order to identify high-risk issues and develop
corrective action plans, implement mitigation and improvement plans. These assessments were also designed to identify all potential noncompliance with State and Federal environmental regulations and best management practices (BMPs), recommend methods to address these
potential non-compliance issues and provide an estimated cost to address these non-compliance issues. IDOT has also developed
Environmental Management System (EMS) procedures to ensure the highest degree of environmental stewardship at their maintenance
facilities for managing the most critical and common environmental issues effectively. These procedures have been engineered into a Webbased Environmental Management Information System (EMIS) used to automate the tracking, communication, and proactively manage
environmental compliance at IDOT’s operational facilities. This initiative provides IDOT with the opportunity to enhance the efficiency
of its existing environmental programs, to further align them with IDOT objectives and strategic goals, incorporate continuous improvement
principles, and minimize and manage the environmental liabilities associated with the ownership and operation of IDOT facilities and their
surroundings. The EMIS is currently in production statewide at all IDOT maintenance facilities and laboratories with the addition of safety
inspections and waste tracking features. This presentation will provide an update on progress as a fully functioning statewide EMIS.
Mr. Yesconis is an environmental information technology consultant with over 19 years of diverse experience in environmentally-related information
technologies and holds a Bachelors degree in Geography and Planning from West Chester University and a Masters of Business Administration candidate at
Drexel University. He is currently a Sr. Technical Manager at Weston Solutions, Inc. based in West Chester, PA where he has been employed for 18 years
specializing in environmental compliance technology solutions, collaborative Web systems, field data collection systems, Geographic Information Systems
(GIS) and data management. At Weston, Mr. Yesconis manages the Technology Innovations Group programming team as well as Weston’s extranet
applications while providing technical project management, database administration and requirements engineering expertise to Weston client-focused IT
Proactive Environmental
Management System
Illinois Department of Transportation (IDOT)
EMIS Progress Update
TRB ADC Conference
June 18, 2014
Steve Gobelman, P.E., P.G.
S. Babusukumar, P.G.
Michael Yesconis
The Illinois Department of Transportation (IDOT) maintains over
300 facilities statewide to support the state’s highway
maintenance activities.
Vehicle Maintenance Activities
Handling Hazardous Materials
Underground Storage Tanks
Aging Facilities
Decentralized Environmental
Management (facility by facility)
IDOT proactively conducted Environmental Compliance Audits
(ECAs) at 150 facilities and identified high priority environmental
compliance issues.
The next step was to implement a solution to address the
environmental issues found during the ECAs.
Implementation Approach
Environmental Compliance Audits performed at
facilities to establish high priority issues and a baseline.
Procedures and Technical Guidance documents were
developed to manage high priority concerns as a part
of an initial Environmental Management System (EMS).
To facilitate the implementation of the EMS a Web-based
Environmental Management Information System (EMIS)
has been developed to provide a consistent and
centralized approach to EMS
Asset Inventories to define inspection targets were
conducted during the ECA’s.
Implementation Approach
 Engage the End Users of the EMIS through meetings
and informational overview documents (FAQs).
 Training for each district is conducted on-site at their
respective district headquarters. Users are also
provided an EMIS Quick Start Guide for reference
after training.
 As of 2013, the EMIS has been implemented statewide
at all 9 IDOT Districts containing over 300 maintenance
facilities and laboratories. The rollout was completed
over a 3 year period.
 Follow-up trainings are now being conducted in certain
Examples of Environmental
Compliance Issues
Summary of Issues:
Uncovered salt storage
resulting in stressed vegetation
and impacts to local
Tanks that were leaky tanks
and lacking proper labeling and
secondary containment.
Improperly maintained Oil
Water Separators and inlet
filter units.
Resulting EMS Procedures:
Salt Storage
Bulk Oil Products
Solvent-based Parts Washers
Hazardous Waste Streams
Universal Waste
Used Oil
Filters & Fuel Filters
Underground Storage Tanks
Improperly stored waste and
hazardous materials.
Oil/Water Separators / Inlet Filter
Stormwater Drainage Pathways
Examples of Environmental
Compliance Issues
Impact to Stormwater
(Salt Containing Prussian Blue)
Impact to Storm Water
Examples of Environmental
Compliance Issues
Stressed Vegetation From
Salt Runoff
Stressed Vegetation From
Salt Runoff
Examples of Environmental
Compliance Issues
Leaky Tanks
Leaky Waste Oil Tank
Examples of Environmental
Compliance Issues
Sludge in Oil Water Separator
Oil Water Separator Requiring
Examples of Environmental
Compliance Issues
Lack of Secondary Containment
and Tank Labels
Improper Labeling
Examples of Environmental
Compliance Issues
Potential Waste Stored in
Open Containers
Improperly Discarded Empty Drums
Examples of Environmental
Compliance Issues
Parts Washer with Solvents Left
Open When Not in Use
Unsecured Gas Cylinders
Examples of Environmental
Compliance Issues
Dilapidated Buildings/
Unsafe Conditions
Unsafe Structures
Examples of Environmental
Compliance Issues
Improperly Stored Used Batteries
Improper Storage of Flammable
Examples of Environmental
Compliance Issues
Improper Disposal of Oil Filters
in Trash
Clogged Drains/Impact to
Storm Water
EMS Procedure
System Features
Main Menu/User Tasks
Issue Identification and Resolution
Technical Guidance & Facility Maps
Asset Inventories
Waste and Bulk Product Manager
Reporting & Analysis (Including SPCC and Tier 2
Compliance Reporting)
EMIS Workflow
EMIS Workflow
EMIS Main Screen
EMIS Inspection w/ Asset Data Pop-up
EMIS Completed Inspection
Issue Resolution
Once issues are logged they can be resolved in 3
different ways:
•Field Resolved – The inspection finds an issue that
that was resolvable during the inspection (i.e., cover a
pile of salt).
•Self-Assigned – The inspection finds an issue that
he/she can resolve, but cannot attend to it during the
•Notify Field Engineer – The inspection finds an issue
that needs Field Engineer support or escalation.
Issues Awaiting Assignment
Issues in the Issues Task window on the EMIS home
page. These are currently unassigned and awaiting
assignment from the inspections Field Engineer.
Asset Inventory
Asset Inventory
Technical Guidance & Facility Maps
EMIS Reporting
Report Types:
•Issues Status
•Waste Inventory
•Waste Shipping
•Bulk/Waste Type
•Bulk Inventory
•SPCC Compliance
•Tier 2 Compliance
•Capital Findings/
Waste Management Features
•Waste Inspection Checklist - Identify issues in the
storage and handling of Waste at each facility” (labeling,
storage, secondary containment)
•Waste Inventory Form - Provides inputs to track
accumulated Waste stored at each facility
•Waste Shipping Tracking -Tracking of where the waste
is being transported to and by whom. The Pickup Date,
Transport From, Transport To as well as Transporter can
be tracked for any given shipment by facility.
•Request Waste Pickup Notifications – Allows system
users to request a waste pickup if capacity to store those
waste streams are low. Notification goes to IDOT Waste
Specialist. Allows for more efficient pickup/disposal
EMIS Waste Inventory
EMIS Waste Shipping
The last step in the Waste process is the Waste Shipping feature that
allows for the tracking of where the waste is being transported to and by
whom. The Pickup Date, Transport From, Transport To as well as
Transporter can be tracked for any given shipment by facility.
Bulk Product Tracking/SPCC
The EMIS provides a Bulk Product Inventory form with
the ability to determine if an SPCC plan is required at a
given facility based on the amount of bulk product being
stored on-site along with associated reports to assist in the
tracking of bulk product at each facilities.
Reports provide several ways to query and report on Bulk
product inventories and SPCC status. Examples provided
on the following slide. The SPCC Reporting feature
provides a means to list all facilities that require a SPCC
Bulk Product Tracking/SPCC
EMIS Admin Features/Archives
Admin Features:
•User Log
•System Valid Values
•Inspection Archive
•Issues Archive
EMIS Top Findings
Are stormwater inlet protection devices provided when no
secondary containment is provided?
Locate liquid salt storage tanks away from storm drains, trenches
or ditches that lead off site. If this is not possible, provide
appropriate inlet protection devices such as storm drain covers to
be used when transferring liquid salt or in the event of a leak.
Are outdoor stockpiles of potential pollutants (e.g., batteries, oil
products, salt, scrap metal, etc) covered?
Is this AST equipped with secondary containment?
Are all hazardous waste containers stored on secondary
EMIS Features Review
User-friendly and intuitive interface
Build specifically for IDOT’s workflow requirements
Web-based Portal provides a custom user experience based
upon their role in the system
Electronic notification of Task Assignments
Electronic Inspection Checklists for all EMS Procedures
Corrective Action / Issue Resolution and Issue Prioritization
Asset Management
Robust Reporting and Task Tracking tools
EMIS Progress Update
Statewide Roll-out completed in 2013
Safety Managers and Inspections implemented
Statewide Waste Pickup Contract Automation
Inter-District Waste Pickup Notifications
Tier 2 Reporting being implemented
OSFM UST Inspections for Type A/B Operators
Overall upgrades/workflow/reminders
Administrative tools updates
Enhanced Compliance Documents library for storing permits,
SPCC plans, facility maps and environmental compliance
assessments (ECAs)
Benefits of the EMS & EMIS
Effective compliance with regulatory requirements with
centralized storage of all compliance records
Protecting public health and the environment
Improve IDOT’s public image as a
green organization
Facilitate efficient fiscal planning and
prioritization of environmental issues
Manage challenging environmental
issues with top-to-bottom engagement of all IDOT stakeholders
from a central Web-based system
Provides environmental awareness training for all users through
using the system and performing inspections.
Contact Information
Steven Gobelman, P.E., L.P.G.
IDOT Bureau of Design & Environment
(217) 785-4246
S. Babusukumar, P.G.
Weston Solutions, Inc
(847) 918-4018
Michael Yesconis
Weston Solutions, Inc
(610) 701-3931