These pages should help you to understand the International Standards Organization's 14000 standard and decide how to implement it. Click on a topic below to jump to that section. Or start with a Quick explanation of ISO14000.

1. "Plan" step
2. "Do" step
3. "Check" step
4. "Act" step

Quick Explanation:

ISO 14001 is a new (late 1996) standard for Environmental Management Systems. It was based upon the ISO 9000 family of specifications, so if you are family with the terms and structure of ISO9001/9002 you will readily grasp ISO14000. The key aspects of ISO14000 are that it is

• voluntary,
• flexible and nonprescriptive,
• Can use existing environmental programs and systems,
• pushes continual improvement,
• encourages cost saving by integrating environmental requirements into the overall company systems (design, manufacturing, etc.) and
• can provide a substantial market advantage.

A primary component of the ISO 14001 standard is the "Environmental Policy" which must be defined by an organization's top management. This environmental policies must include a commitment to both compliance with environmental laws & company policies, continual improvement and prevention of pollution. A system is then created (or if already existing, documented) that ensures that the environmental policy is carried out by the organization. This involves planning, implementation and operations, checking and corrective action, and management review.

The ISO Environmental Standards for Environmental Management Systems (EMS) are a series of completely voluntary standards and guideline reference documents which include environmental management systems, eco-labeling, environmental auditing, life cycle assessment, environmental performance evaluation, and environmental aspects in product standards. It is the focus on management" that distinguishes these standards from "performance" standards. An EMS help and organization to establish and meet its own policy goals through objectives and targets, organizational structures and accountability, management controls and review functions all with top management oversight.

EMS do not set specific requirements for environmental compliance nor do these standards establish requirements for specific levels of pollution prevention or performance.

Guide to Developing an Environmental Management System - Plan

Background

Building an Environmental Management System (EMS) might sound like an overwhelming task for a smaller organization, but it need not be. Taken in steps, it is a job that small and medium-sized organizations can tackle. These pages will take you through basic steps as they are outlined in the 2001 Second Edition of Environmental Management Systems: An Implementation Guide for Small and Medium-Sized Organizations. The content on this page pulls out particular steps from the "Plan" section of the Guide, and points back to specific pages in the guide to fill out worksheets and get additional materials.

Plan: Planning, including identifying environmental aspects and establishing goals

• Step 1: Define Organization's Goals for EMS
• Step 2: Secure Top Management Commitment
• Step 3: Select An EMS Champion
• Step 4: Build An Implementation Team
• Step 5: Hold Kick-Off Meeting
• Step 6: Conduct Preliminary Review
• Step 7: Prepare Budget and Schedule
• Step 8: Secure Resources, Assistance
• Step 9: Involve Employees
• Step 10: Monitor and Communicate Progress

Time and resources are limited in any organization, so it is important to use resources wisely. The information below illustrates 10 steps in the EMS planning process. Take the time to figure out what needs to be done, how to get it completed, and who must be involved.

Step 1: Define Organization's Goals for EMS

The first step in EMS planning is to decide why you are pursuing the development of an EMS. Are you trying to improve your environmental performance (e.g., compliance with regulations or prevent pollution)? Write your goals down and refer back to them frequently as you move forward. As you design and implement the EMS, ask the following questions: How is this task going to help us achieve our goals? How should we define the project scope? (i.e., What is the fence line of the organization that the EMS will cover? One location or multiple locations? Should we "pilot" the EMS at one location then implement the system at other locations later?)

Step 2: Secure Top Management Commitment

One of the most critical steps in the planning process is gaining top management's commitment to support EMS development and implementation. Management must first understand the benefits of an EMS and what it will take to put an EMS in place. To develop this understanding, explain the strengths and limitations of your current approach and how those limitations can affect the organization's financial and environmental performances. Management also has a role in ensuring that the goals for the EMS are clear and consistent with other organizational goals. Management's commitment should be communicated across the organization.

Step 3: Select An EMS Champion

Not all small or medium-sized organizations have the luxury of choosing among multiple candidates, but your choice of a project champion is critical. The champion should have the necessary authority, an understanding of the organization, and project management skills. The champion should be a "systems thinker" (ISO 9000 or ISO 14001 experience can be a plus, but is not necessary), should have the time to commit to the EMS-building process, and must have top management support.

Step 4: Build An Implementation Team

A team with representatives from key management functions (such as engineering, finance, human resources, production and/or service) can identify and assess issues, opportunities, and existing processes. Include contractors, suppliers or other external parties as part of the project team, where appropriate. The team will need to meet regularly, especially in the early stages of the project. A cross-functional team can help to ensure that procedures are practical and effective, and can build commitment to, and "ownership" of, the EMS.

Step 5: Hold Kick-Off Meeting

Once the team has been selected, hold a kick-off meeting to discuss the organization's objectives in implementing an EMS, the initial steps that need to be taken and the roles of team members. If possible, get top management to describe its commitment to the EMS at this meeting. The kick-off meeting is also a good opportunity to provide some EMS training for team members. Follow-up this meeting with a communication to all employees.

Step 6: Conduct Preliminary Review

The next step is for the team to conduct a preliminary review of your current compliance and other environmental programs/systems, and to compare these against the criteria for your EMS (such as ISO 14001:2015). Evaluate your organization's structure, procedures, policies, environmental impacts, training programs and other factors. Consider utilizing an ISO 14001 self-assessment tool or incorporating other gap analysis tools.

Step 7: Prepare Budget and Schedule

Based on the results of the preliminary review, prepare a project plan and budget. The plan should describe in detail what key actions are needed, who will be responsible, what resources are needed, and when the work will be completed. Keep the plan flexible, but set some stretch goals. Think about how you will maintain project focus and momentum over time. Look for potential "early successes" that can help to build momentum and reinforce the benefits of the EMS.

Step 8: Secure Resources, Assistance

The plan and budget should be reviewed and approved by top management. In some cases, there may be outside funding or other types of assistance that you can use (from a trade association, a state technical assistance office, etc.). See Appendix F of the Environmental Management Systems: An Implementation Guide for Small and Medium Sized Organizations for more ideas on possible sources of help.

Step 9: Involve Employees

Ownership of the EMS will be greatly enhanced by meaningful employee involvement in the EMS development process. Employees are a great source of knowledge on environmental, and health and safety issues related to their work areas, as well as on the effectiveness of current processes and procedures. These employees can help the project team in drafting procedures.

Step 10: Monitor and Communicate Progress

As you build the EMS, be sure to regularly monitor your progress against the goals and project plan, and communicate this progress within the organization. Be sure to communicate the accomplishments that have been made and describe what will happen next. Build on small successes. Be sure to keep top management informed and engaged, especially if additional resources might be required.

Before beginning the "Do" section, review the key elements of an EMS with worksheets and examples. See pages 15-77 of Environmental Management Systems: An Implementation Guide for Small and Medium Sized Organizations.