Integrated Systems for Quality, Occupational Health & Safety, and Environmental Management (One Companys Approach)

Scot Zaffora-Reeder Doug Stoddart

Agenda
Background Standards Implementation of ISO 14001 / OHSAS 18001 Analysis Goals, Targets, and Controls Monitor, Audit, Improve Lessons Learned

Background
NYAB
Integrated Management Systems

OHSAS 18001

AAR M-1003

ISO 14001

ISO 9001

Integrated Management Systems

REX

IRIS

Background Standards
ISO 9001:2000
An international standard for quality management systems

AAR M-1003 Association of American Railroads

The North American railroad industry standard for quality assurance

ISO 14001:2004
An international standard for environmental management systems

OHSAS 18001:2007
Specifies requirements for an occupational health and safety (OH&S) management system

IRIS International Railway Industry Standard

A common global system for the evaluation of Business Management Systems, specific to the railway industry

These are the standards we comply with your list may be different.
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Background ISO 14001 & OHSAS 18001 Standards

ISO 14001:2004
Specifies requirements for an environmental management system Environmental Policy, Legal and other requirements Significant environmental aspects (Used for setting targets and objectives) Applies to environmental aspects that the organization identifies and can influence Does not state specific environmental performance criteria

OHSAS 18001:2007
Gives requirements for an occupational health and safety (OH&S) management system OH&S Policy, Legal and other requirements OH&S Hazard Identification and Risk Assessment Does not state specific OH&S performance criteria Developed to be compatible with the ISO 9001 and ISO 14001 management systems standards

Background HSE Management Systems Model

Plan
Establish the objectives and processes necessary to deliver results in accordance with the HSE policy

Do
Implement the processes

Check
Monitor & measure the processes against the HSE policy, objectives, targets, legal & other requirements, and report the results

Act
Take actions to continually improve HSE performance

Both 14001 and 18001 use the PDCA Cycle

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Integrated Management Systems ISO 14001 (& OHSAS 18001) Standards

4.1 General requirements 4.2 Environmental (OH&S) policy Where 18001 has different 4.3 Planning terminology than 14001, we Environmental aspects (Hazards, risks, controls) have indicated this by the Legal and other requirements use of (parentheses). Objectives, targets, and programs Note that these standards 4.4 Implementation and operation are nearly identical, making Resources, roles, responsibilities, (accountability) & authority integration a natural choice. Competence, training & awareness Communication, (participation and consultation) Documentation Document control Operational control Emergency preparedness and response 4.5 Checking Monitoring and measurement (Performance measurement and monitoring) Evaluation of compliance (Incident investigation), nonconformity, corrective action and preventive action Control of records 4.6 Management review
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Integrated Management Systems

How we integrated these standards with our existing manual.

ISO 14001 (OHSAS 18001) vs. Integrated Policy Manual

General Requirements 5.1 Integrated management Systems 4.2 Environmental Policy (OH&S Policy) 5.8.2 HSE Policy 4.3 Planning 5.9 Quality and HSE Objectives 5.1 Integrated Management Systems Planning 4.4.1 5.11 4.4.2 6.1 6.2 6.3 4.4.3 5.13 Resources, Roles, Responsibility (Accountability) and Authority Responsibility and Authority Competence, Training and Awareness Provision of Resources Human Resources - General Competence, Awareness and Training Communication, (Participation and Consultation) Communication, Participation and Consultation 4.1 4.4.5 5.3 5.4 4.4.6 7.15 4.4.7 8.6.3 4.5.1 7.2 8.4 4.5.2 8.3 4.5.3 8.6.3 8.9 Control of Documents Document Control - General Document Control - Engineering Operational Control Control of Production and Service Provision Emergency Preparedness and Response Health and Safety Incidents Monitoring and Measuring (Performance Measurement and Monitoring) Control of Monitoring and Measuring Devices Monitoring and Measurement of Processes Evaluation of Compliance Internal Audit (Incident Investigation, ) Nonconformity, Corrective Action and Preventive Action Health and Safety Incidents Corrective Action and Preventive Action

4.4.4 Documentation 5.2 Documentation Requirements 5.5 Control of Records 5.8.2 HSE Policy 5.11 Responsibility and Authority

4.5.4 Control of Records 5.5 Control of Records 4.5.5 8.3 4.6 5.14 Internal Audit Internal Audit Management Review Management Review
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Implementation of ISO 14001 / OHSAS 18001

Implementation Overview
Goals:
Implement ISO 14001 Environmental Management System at selected locations, achieve external registration Evaluate future implementation of OHSAS 18001 Health and Safety Management System (upon further evaluation, it was determined to implement 18001 simultaneously with 14001)

Scope:
All manufacturing, facilities, related support activities and products that are produced or located at the selected locations.

Structure:
System remains organized on ISO 9001:2000 structure, using existing three-level documentation system Policy manual Procedures Instructions

Compatibility:
Compatible with our existing HSE policy Supports corporate HSE efforts
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Implementation Benefits and Consequences of Implementation

Some Potential Benefits: Reduction of pollution Conservation of resources Lower energy consumption A safe & healthy work environment Fewer injuries & illness Lower costs Some Potential Consequences: (of not implementing 14001 / 18001) Increased pollution Depletion of resources Higher costs of doing business Putting yourself or others at risk of injury or illness Disciplinary actions
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Implementation Benefits and Consequences of Integration

Potential Benefits: Build on existing processes, limit redundancy Document control, management review, training, corrective & preventive action Utilize existing resources Administrative, auditing (with some additional training) Sharing expertise across functions Team building Potential Consequences: (of integration with an existing quality system items to watch out for) More complex administrivia Can get too bureaucratic Higher level of cooperation required Implementation team Leadership Watch for turf wars

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Implementation NEW Integrated Quality and HSE Policy

We are dedicated to producing well-engineered, error-free products and services in a manner that safeguards the well-being of our employees and the environment. We are committed to: Providing quality products and services that fully satisfy our customers requirements Conservation of resources and the prevention of pollution Prevention of injury and illness Compliance with legal requirements Continual improvement in all that we do These commitments are the personal responsibility of each employee. Key points to remember: Good product and happy customers Work safely, dont harm the environment, obey the law Get better all the time Its everyones job
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Just one example yours should fit your business.

Implementation
Business Activities, Products, Services 18001 Path 14001 Path Legal & other requirements path

Hazards

Aspects

Risks

Impacts

Legal & Other Requirements

Priority

Significance

HSE Goals & Targets

Implementation of Controls

Monitor and Improve

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Implementation ISO 14001 & OHSAS 18001 Implementation Major Steps

Plan Identify all business activities, products, services Look for areas where you have an impact on the environment or affect employee health & safety Determine significant environmental impacts, prioritize health & safety risks Set goals & targets Do Review / edit / create policies, procedures, forms, etc Implement operational controls to address / minimize the identified impacts & risks Check Monitor performance of the controlled items Audit compliance of the system Act Make improvements to the controls, impacts, and the system
Monitor, Audit, Improve Third Party Evaluation & Registration Create System Documentation Implement Operational Controls Identify Business Activities, Products, and Services

Analyze Environmental Impacts and HSE Risks

Set HSE Goals & Targets

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Implementation Analysis
Identify Business Activities, Products, and Services

Analyze Environmental Impacts and HSE Risks

Set HSE Goals & Targets

Create System Documentation Implement Operational Controls

Monitor, Audit, Improve

Third Party Evaluation & Registration

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Implementation Business Activities, Products and Services

What does your organization do? What does it produce? Examples of business activities, products, services: Manufacturing processes Packaging Administration Cleaning Transport Grounds keeping Food and catering Facilities maintenance End product Storage tanks Order processing Internal auditing Accounts payable Purchasing Travel Vehicle maintenance
Monitor, Audit, Improve Third Party Evaluation & Registration Identify Business Activities, Products, and Services

Analyze Environmental Impacts and HSE Risks

Set HSE Goals & Targets

Create System Documentation Implement Operational Controls

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Implementation Environmental Aspects (Causes)

Something you do that may interact with the environment The inputs to and outputs from your business activities during both normal operations and abnormal / emergency conditions

Identify Business Activities, Products, and Services

Analyze Environmental Impacts and HSE Risks

Set HSE Goals & Targets

Create System Documentation Implement Operational Controls

Monitor, Audit, Improve

Third Party Evaluation & Registration

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Implementation Process Inputs and Outputs as Environmental Aspects

Energy
Electricity Fuel (Natural Gas, Propane, Gasoline, etc) Compressed Air

Releases to Air (inside / outside)

Physical (Dust, mist, fumes, vapor) Odor

Waste / Process By-Product

General refuse (Paper, corrugated) Waste to sewer or drain (Mop water, process tank changes)

Resources
Water (Hot or cold) Land

Materials
Raw Materials (e.g. Bar stock, sheet metal, plastic pellets) Purchased Parts (e.g. Aluminum, steel, brass, rubber, plastic) Packaging (e.g. Boxes, paper, padding, pallets, wraps, straps) Chemicals (e.g. Cleaning products, solvents, lubricants, adhesives, coatings)

Special waste
Coolant, chips, absorbents, paints Biohazards

Energy
Noise, optical / light, radiation

Identify Business Activities, Products, and Services

Analyze Environmental Impacts and HSE Risks

Set HSE Goals & Targets

Product
Resources used by your product End of life issues Disposal Recycling

Create System Documentation Implement Operational Controls

Monitor, Audit, Improve

Third Party Evaluation & Registration

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Implementation Environmental Impacts (Effects)

A change in the environment due to an environmental aspect Positive or negative

Identify Business Activities, Products, and Services

Analyze Environmental Impacts and HSE Risks

Set HSE Goals & Targets

Create System Documentation Implement Operational Controls

Monitor, Audit, Improve

Third Party Evaluation & Registration

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Implementation Environmental Impacts

Depletion of Natural Resource Consumption of Energy Use of Landfill Recycled Material Water Contamination Soil Contamination Air Contamination Odor Vibration Noise
Monitor, Audit, Improve Third Party Evaluation & Registration Identify Business Activities, Products, and Services

It can sometimes be a fine distinction between Aspect and Impact: USE of water may be an Aspect of your business, while DEPLETION of the natural resource of water is the environmental Impact.

Analyze Environmental Impacts and HSE Risks

Set HSE Goals & Targets

Create System Documentation Implement Operational Controls

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Implementation Health & Safety Hazards (Causes)

A source, situation or act with a potential for harm in terms of human injury or ill health, or a combination of these Can also be an environmental aspect (e.g. a dust or mist released can be both an environmental and health hazard.) May be a process step instead of an item
Electrical hazard Shock Arc blast Mechanical hazard - Equipment/Tools Impact Penetration Compression Chemical hazard (solid / liquid / gas) Absorption Inhalation Ingestion Injection Odor Thermal hazard Hot Cold Ergonomic hazard (muscular / skeletal) Force Repetitiveness Position Energy hazard Noise Vibration Radiation (light, radioactivity) Fall hazard Slips Trips Falls

Identify Business Activities, Products, and Services

Analyze Environmental Impacts and HSE Risks

Set HSE Goals & Targets

Create System Documentation Implement Operational Controls

Monitor, Audit, Improve

Third Party Evaluation & Registration

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Implementation Injury / Illness (Effects)

Injury A traumatic event causing an identifiable, adverse physical damage, harm, or loss Illness An identifiable, adverse physical or mental condition arising from and/or made worse by a work activity and/or work-related situation Examples
Contusion / bruise Laceration Abrasion Burn Fracture Amputation Loss of vision Loss of consciousness Death Blood-borne pathogens Respiratory Reproductive Hearing loss Cancer
Identify Business Activities, Products, and Services

Analyze Environmental Impacts and HSE Risks

Set HSE Goals & Targets

Create System Documentation Implement Operational Controls

Monitor, Audit, Improve

Third Party Evaluation & Registration

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Implementation Data Collection Add info on how we gathered data cell analysis

Example data sheet used to collect information about a specific business activity / work area.

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Implementation Goals, Targets, & Controls

Identify Business Activities, Products, and Services

Analyze Environmental Impacts and HSE Risks

Set HSE Goals & Targets

Create System Documentation Implement Operational Controls

Monitor, Audit, Improve

Third Party Evaluation & Registration

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Implementation Determination of Significance / Prioritization

Score each environmental impact / health & safety risk: Probability / Frequency Severity Regulatory Financial Impact Multiply to establish ranking Much like an FMEA
Identify Business Activities, Products, and Services

This is the method we used; your method should fit your needs.

Determine where controls are needed Up to the organization not all items need to be addressed Perhaps select top 5 or 10 items

Analyze Environmental Impacts and HSE Risks

Set HSE Goals & Targets

Create System Documentation Implement Operational Controls

Monitor, Audit, Improve

Third Party Evaluation & Registration

Set up operational controls and methods of measurement

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Business Activities Ranking

HSE Impacts
Example of a spreadsheet used to calculate rankings of various impacts / risks.

Top 5

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Implementation Possible Significant Impacts / Risks / Actions / Controls

Ergonomics Developing formal ergonomic program Waste Management Look at waste streams Implement a formal waste management program Slip / Trip / Fall Make people more aware, some procedural changes Noise Analyze noise levels, implement controls Pressing Develop & implement controls Stored Energy Spring force Compressed air
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Monitor, Audit, Improve Third Party Evaluation & Registration Identify Business Activities, Products, and Services Analyze Environmental Impacts and HSE Risks

These are organization-specific: Yours will be different!

Set HSE Goals & Targets

Create System Documentation Implement Operational Controls

Implementation Monitor, Audit, Improve

Identify Business Activities, Products, and Services

Analyze Environmental Impacts and HSE Risks

Set HSE Goals & Targets

Create System Documentation Implement Operational Controls

Monitor, Audit, Improve

Third Party Evaluation & Registration

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Implementation Monitoring and Measuring

Examples of KPIs Key Performance Indicators Total Case Incident Rate Lost Work Case Incident Rate Energy Use Water Use Hazardous Goods Waste

Identify Business Activities, Products, and Services

New Programs & Initiatives Develop measures for any new programs or initiatives that are based on your analysis

Analyze Environmental Impacts and HSE Risks

Set HSE Goals & Targets

Create System Documentation Implement Operational Controls

Monitor, Audit, Improve

Third Party Evaluation & Registration

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Implementation Management System Audits

Internal system audits Performed by trained internal auditors With content training, existing QMS auditors can probably perform these audits; the process is the same External registration, surveillance, or compliance audits Initial registration audit and annual surveillance audits are performed by Registration bodies, just as with ISO 9001. Audits for compliance to legal and other requirements may be performed internally or by external contractors with specialized knowledge of Environmental or Occupational Health and Safety requirements.

Identify Business Activities, Products, and Services

Analyze Environmental Impacts and HSE Risks

Set HSE Goals & Targets

Create System Documentation Implement Operational Controls

Monitor, Audit, Improve

Third Party Evaluation & Registration

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Implementation Continual Improvement

Benchmark with other companies Use existing improvement methodologies
PDCA DMAIC / 6 sigma Lean Manufacturing

Capture Employee Ideas

Suggestion system
Identify Business Activities, Products, and Services Analyze Environmental Impacts and HSE Risks

Set HSE Goals & Targets

Create System Documentation Implement Operational Controls

Monitor, Audit, Improve

Third Party Evaluation & Registration

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Lessons Learned What we might have done better

More Benchmarking
Intercompany / Intracompany

Further Integration
Processes (e.g. Incident Investigation / CAPA) Forms (e.g. Work Instructions, Job Safety Analysis, Aspect / Impact Analysis) Facilities

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Lessons Learned References

Books: ISO 14001 Requirements Jack Kanholm (also 9001) Management System Auditors Handbook Joe Kausek Environmental Management Quick and Easy Joe Kausek The Integrated Use of Management System Standards ISO Green Profits Nicholas Cheremisinoff The Lean and Energy Toolkit, The Lean and Environment Toolkit ISO Quality, Safety, and Environment: Synergy in the 21st Century Pascal Dennis (ebook) Management System Integration: Can It Be Done? Quality Progress article (Oct 2003) Websites: www.qualitywbt.com/ (training often discounted if accessed through ASQ) www.asq.org Other resources: Networking Third party consultants Internal expertise

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Integrated Systems for Quality, Occupational Health & Safety, and Environmental Management

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Integrated Systems for Quality, Occupational Health & Safety, and Environmental Management

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