EHS-MS Technology
Update
Harold Burchfield
IS&T EHS Project Manager
June 23, 2004
Motivation – EPA “University Initiative”
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The Environmental Protection Agency’s (EPA) “University Initiative” – EPA
enforcing environmental laws beyond Industry to Higher Education
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Yale, Brown, Stanford, Boston University among others subject to enforcement
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MIT inspection in May 1998 resulted in a Consent Decree w/ the EPA. Lincoln Labs will also
comply to the Consent Decree.
EPA found common problems in environmental management in higher education
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No organizational infrastructure for compliance w/ environmental laws – locally and centrally
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No clear delineation of roles, responsibilities and accountability for compliance – locally and
centrally
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No systems approach to environmental management
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Inadequate institutional knowledge of materials in use locally for compliance and emergency
response
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Inadequate regulatory training of faculty, principal investigators, staff and students who
manage regulated materials
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EPA-MIT Consent Decree Components
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Environmental Policy completed – see web.mit.edu/environment
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Committing to compliance, “continuous improvement in environmental performance”, and adequate resources
Functional Organizational Infrastructure with clear roles, responsibility, and accountability in DLCs and
in EHS Office and MIT to ensure compliance
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Identify positions with EHS responsibilities, EHS duties in position descriptions and Organization charts completed
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PI Space Registration using SAP EHS module underway, Phase 1 of SAP project
Regulatory RCRA/SPCC Training and Education re: EHS Roles and Responsibilities Employing:
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Uniform Materials + Chemical Hygiene Plans/Flexible Delivery completed
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Training plan: Describing how training will be implemented and records kept and how those needing training will be identified initially and
begin implementing completed
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Central Record Keeping for Institute accountability and reliable identification of those to be trained (through interface with HR Payroll)- 4+
year deadline planned
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Training Needs Assessment using SAP EHS module planned, Phase 3 of SAP project
Standard, Self and Outside Audits – Other Controls/Preventative Measures
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Uniform Audit Forms completed
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Develop Audit Program and Begin Implementation underway
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Findings (inspections, incidents, corrective actions, consequences) using SAP EHS module planned, Phase 2 of SAP project
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EHS Manual completed - see informit.mit.edu
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Pollution Prevention and Sustainability underway
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Full Implementation of EHS-MS Manual including Automation Features underway
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Outside Consultant Verification of EHS-MS planned
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Identify Consultant - (March 18, 2006, 6 months after planned September 18, 2005 completion)
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Complete Review/Submit to EPA - (March 18 2006-June 18, 2006) key verification of technology system and wide use/ acceptance/
awareness of entire EHS management system
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EHS-MS Technology Project Plan
Timeline
Task
1. Web Portal
2. All Application Design
3. PI Space Registration & Inv. (phase 1)
4. Findings – Inspections … (phase 2)
5. Training Needs Assessment (phase 3)
6. Management Reports
7. Roles & Security
8. Existing Solution Support
9. Project & Change Management
2/2004
5/2004
8/2004
11/2004
2/2005
5/2005
9/2005
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EHS-MS Technology Solution
Program
Applications
TBD
Management
Reports
Digital
Certificate
• Environment
• Emergency
• EHS-MS
PI Space Reg.
• PI Registration
• Room Registration
• Emergency Contacts
• Reports
JUNE 2004
Data
Warehouse
SAP
OCTOBER 2004
Oracle
Offline
DB
TBD
AUGUST 2005
Roles
DB
OCTOBER 2004
EHS-MS
Manual
TBD
Records
Retention
• EPO Reports
• EHS Office Reports
• EHS Annual Report
• DLC Reports
• PI Reports
EHS Portal
Internet
• Radiation Protection
• Bio-safety
• Environmental Mgmt.
• Industrial Hygiene
• Safety
Hazards
• Hazard Registration
• SARA Reporting
• Local Inventory
• Reports
OCTOBER 2004
Findings
SAP
Athena
Facilities
HR
SIS
• Inspections
• Corrective Actions
• Consequences
• Emergency Incidents
• Reports
SAP
MARCH 2005
Web Course
Delivery
• Course Information.
• Take Course
TBD
Training
Requirements
Internet
Training &
Events
• Cert. Rules Engine
• Needs Assessment
• Training Records
• Reports
SEPTEMBER 2005
• Course Reg.
• Record Completion
SAP
MARCH 2004
SAP
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EHS-MS Technology Update

Initial web version of EHS-MS Manual has been developed and submitted to the EPA
(see informit.mit.edu)

PI Space Registration and SARA (Superfund Amendments and Reauthorization Act)
Reporting requirements have been developed and locked-in with the help of the MIT
EHS Working Committee

SAP ASAP methodology will be used for SAP components of project

The Technology Team has finished the ASAP business blueprint of the EHS module
(Industrial Safety and Hygiene component ) for PI Space Registration

The Technology Team is about to begin the ASAP Realization phase for PI Space
Registration. EHS module that will leverage standard SAP functionality that integrates with
Human Resources and Plant Maintenance data

The user Interface is being designed as an easy to use web front-end that will simplify
the complexities of the SAP interface

The Reports Team released a draft version of the training reports with an easy to use
dashboard interface

Lincoln and Campus are working together to develop a cost effective technology
solution that will meet the needs of both locations
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mySAP PLM EH&S Capabilities
Dangerous Goods Management
Hazardous Substance
Management/
Product Safety
Occupational Health
Industrial Hygiene
and Safety
Waste Management
Page 7
Some mySAP PLM EH&S Customers
 Ashland-SüdchemieKernfest
 BASF
 Bärlocher
 Ciba Spezialitätenchemie
 Clariant
 CN Rail
 Colgate-Palmolive
 Deere
 Deutsche
Telekom
 Deutsche Steinkohle AG
DSK
 Dow Corning
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Eastman Chemical
ExxonMobil
Henkel
Herberts
Hoechst-Gruppe
F. HoffmannLa Roche
ICI Australia
Lyondell
Lockheed
Master Builders
Meteor
MCM
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Monsanto
Nalco
Novartis
RAG
RWE
Sigma-Aldrich
SKW Trostberg
Stockhausen
VIAG
Veitsch-Radex
Volvo Aero
Wacker Chemie
Witco
Zeiss
mySAP PLM EH&S Is for All Industries
Substances
Work
People
Areas
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Industrial Hygiene and Safety Functions
Work Area
Site Inspection
Exposure
Log
Health and Safety
Briefing
Incident/Accident
Management
IHS Information
System
Standard
Operating
Procedure
Risk
Assessment
Page 10
Industrial Hygiene and Safety Work Area: The Key to It All
Plant
Maintenance
Production
Planning
Work Area
Standard
Operating
Procedure
Product
Safety
Risk
Assessment
Exposure
Log
Functional Loc’n
Exposure Group
Work Center
Storage Location
Material
Site
Inspections
Occupational
Health
Health and
Safety
Briefing
Incident/
Accident
Mgmt
Human
Resources
Materials
Management
Page 11
EHS Module Relationships
HR
Work Area
EHS DLC
Org Units
HR
Principal
Investigator
MM integration apply to the current
implementation for Lincoln Labs
Functional Locations (Room Level)
Work Area
EHS Room Set
MM
PM
Work Area
EHS Room
or Subroom
Other
Phase 2
Safety
Measures
Corrective actions &
Consequences
Incidents /
Accidents
DLC Committee
Dept. Head
EHS Lead Contact
EHS Coordinator
Substances
EHS
Representatives
HR
Emergency
Contacts
Phase 2
Agents
Questionnaire
Substance
Type
Agent
Type
Questions
SARA Title III
Hazards
Inspections
- Quantities
Triggers
PM
Work Order
Operations Center
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PI Space Registration - Mockup
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Training Reports Dashboard
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Training Reports
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