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1
FY02 ASA Presentation
Manage NIH Environmental Compliance and Pollution Control Activities
Prepared by:
Jim CarscaddenValerie NottinghamTerry LelandEd PfisterMark MillerSwati DamleEd Rau
Office of Research ServicesNational Institutes of Health
18 November 2002
2
Environm entalCom pliance Team
ConstructionContracts Support
Environm entalManagem ent
PrinciplesCoordination
Environm entalCom pliance
Perm its
Environm entalCom plianceMonitoring &
Inspection
Environm entalCom pliance Data
Maintenance
3
Environm entalAudit P rogram
NEPA Review &Adm inistration
Environm entalRem ediation
Toxic ReleaseInventory
PollutionPrevention
UndergroundStorage Tank
Program
Environm entalServices Graphical
Support
W aste M inim ization
Pollution ControlSection
4
Environmental Compliance and Pollution Control Responsibilities
• Construction project review for compliance with environmental regulations and NIH standards;
• Coordinates permits serving as the NIH Point of Contact for regulatory issues;
• Develops regulatory reports as necessary to respond to routine permit requirements and address new requirements;
• Investigate reports of Environmental Releases -report to appropriate entity as needed;
• Work with DES Project Officers on construction issues; • Manage NEPA Compliance - review all major actions which could impact
the environment;• Manage the Underground Storage Tank Program;• Provide guidance to laboratory staff on waste management procedures
including sanitary sewer wastes; and• Promote Pollution Prevention and Waste Minimization Initiatives.
5
Service Group Block Diagram
• Our Service Group’s five discrete services cover approximately 55 percent of the work of the NIH Environmental Protection Branch (EPB) for FY02.
• All responsibilities and activities can be placed under one of two essential groupings, as shown below.
EnvironmentalCompliance
Pollution Control
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Discrete Services
• Manage NIH Environmental Compliance and Pollution Control Activities (five discrete services)
• DS 1: Manage Permit Acquisition
• DS 2: Manage Permit Compliance
• DS 3: Respond to Environmental Emergencies
• DS 4: Manage NEPA (National Environmental Policy Act) Process
• DS 5: Conduct Photographic Equipment Silver Recover Unit Inspection and Consultation
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Customer Value Proposition
• Provide professional guidance from highly trained scientific personnel to assist the NIH in meeting and/or exceeding all necessary environmental standards such that the NIH can continue to be an important leader in responsible environmental management.
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• The Pollution Control Section and the Environmental Compliance Team have the NIH as their primary customer.
• Majority of services outlined herein are provided to NIH in concert with those services provided by DES.
• Some Pollution Prevention services are provided by EPB directly on behalf of NIH.
• Customer population for Discrete Service 1 (Permit Acquisition) and Discrete Service 2 (Permit Compliance) are the same
Customer Segmentation
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Customer Segmentation:
DS 1 Permit Acquisition - Environmental Permits
2001-02 Environmental Permits for Facility Construction (65 Permits)
22
26
3
14Storm Water
Sediment andErosion
Forest Conservation
EmergencyGenerators
11
Customer Segmentation:
DS 1 Permit Acquisition - Environmental Permits
Clean Water Act Permits Associated With Operations and Construction Programs
2001 - 2002
22
26
11Storm Water
Erosion Control
Other (WSSC, WaterSupply, Waste Water,Tanks, NPDES etc.)
12
Customer Segmentation:
DS 2 Permit Compliance - Clean Air Act Emission Sources
CAA Air Emission Sources (92 Sources)
613
433
4
4
20
Industrial Boilers/Cogen
Elec. Gen. >/= 1000 Bhp
Elec. Gen. < 1000Bhp
Vehicle Fuel Tanks
NIHAC Boilers
NIHAC Elec Gen >/= 1000Bhp
NIHAC Elec. Gen. < 1000Bhp
13
Customer Segmentation:
DS 2 Permit Compliance – Clean Air Act Emission Sources
0%10%20%30%40%50%60%70%80%90%
100%
NOx S0x VOC PM10 CO
Constituents
Regulated Air Emissions By Source (179 Tons)
Emerg Gen
Cogen
Boilers 1-5
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Customer Segmentation – DS 4 NEPA Reviews
• NEPA Reviews are required for “any major federal action.”
• We conduct 10 to 30 reviews per year.
• Most reviews are for building construction.
• Results of reviews are:
• “No Further Action”• “Categorical Exclusion” • “Environmental Action” • “Environmental Impact Statement”
15
Customer Segmentation – DS 4 NEPA Reviews
Percentage of Reviews by Type of Review
2
7
13
6EIS
EA
No Further Action
Categorical Exclusion
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Customer Segmentation – DS 5 Silver Recover Unit Consultation
• NIH has more than 24 research institutes/centers which may have laboratories.
• Institutes/centers vary widely in the number of laboratories they include.
• Any laboratory at NIH could have photographic equipment.
• It is not possible to accurately predict which labs have photographic equipment and therefore should be aware of the importance of silver recovery.
• Continual surveys of the entire campus are required to accurately maintain baseline data.
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Customer Segmentation – DS 5 Silver Recover Unit Consultation• Silver Recovery Units are required on all photo processing
equipment to capture silver discharges. Required by the NIH Wastewater discharge permit as well as by Hazardous Waste Generation regulations.
• Due to continuous changes in locations of laboratories and research, customer segmentation fluctuates annually. Any laboratory in any Institute could acquire or remove photo processing equipment at any time.
• Due to personnel changes, employees responsible for the darkroom changes frequently.
• All Institute laboratories must be surveyed annually maintain accurate documentation and ensure compliance.
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• The Environmental Compliance Team and the Pollution Control Section are regulatory groups.
• While customer satisfaction is important, it is not the driver for required environmental compliance or pollution control actions.
• Informal customer comments indicate that necessary and critical responsibilities for compliance may not be well understood or welcomed.
Customer Satisfaction
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Internal Business Process Perspective
• DS 1: Manage Permit Acquisition• DS 2: Manage Permit Compliance• DS 3: Respond to Environmental Emergencies• DS 4: Manage NEPA (National Environmental
Protection Act) Process• DS5: Conduct Photographic Equipment Silver
Recover Unit Inspection and Consultation
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DS 1: Manage Permit Acquisition
PERMITACQUISITION
Identify P ro jectC oncept
C onsu lt w ith E PB
R egula toryP erm it(s)requ ired
No
Yes
N IH approva lsrequ ired
N o
YesD ata
Aquis ition/Perm it
preparation
N IH REQ UESTO R
E PB R EV IE W
A C C E PTA BLE N o
N o
Yes
E PB S U B M IT TOR EG U LA TO R Y
A G EN C Y
P ro jectC onstruction /
O peration
ENVIR O NM EN TALC O M PLIAN C E TEAM
REGULATORYAGENCY
R EG U LA TO R YA G EN C Y R E VIE W
A C C E PTA BLETO AG E N C Y
Yes
N o
E PB R EC E IPTA N D R E VIE W
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DS 4: Manage NEPA Process
Complete DHHS Checklist andNIH Environmental Checklist
Does NIH Requestorcontact EPB prior to
initiating any project?
Is project a catagoricalexemption and thus exempt
from NEPA?
Yes
Yes
No
Yes
No
No further NEPA actionrequired - proceed with
project
Identify project concept
Go to EISProcess
Go to EAProcess
Functional Process Map for the NIH'sNEPA Review Process
Pollution Prevention Branch NIH Requestor
Is it apparent that the projectwill need an EIS?
Does the Project need an EA
Project initiation andproduct are in violation of
NEPANo
YesNo
Include EA procedures inProgram of Requirements or
design statement of work, andinitiate EA process- a 2-3 month
process
Prepare draft EA under directionof Project Officer
(contractor)
Incorporate comments into draftEA (contractor)
Review draft EA within the NIH andmake comments
Coordinate formal draft EA reviewand prepare fact sheet
Provide draft EA Maryland StateClearinghouse for 30 day review
Receive comments and provide toProject Officer for incorporation into
Final EA
Make recommendation toprepare EIS and forward toORS Associate Director for
determination
Functional Process Map for the NIH'sNEPA Review Process
Review EA and sendcomments to the NIH
Pollution Prevention Branch NIH Requestor State of MarylandRegulatory Agencies
Incorporate comments into finalEA (contractor)
Prepare Draft FONSI
Does the EA support afinding of no significantimpact for the project?
No Yes
NEPA requirements satisfied -proceed with project
Go to EISProcess
Follow DHHS Procedures GAMChapter 30 under direction of Project
Officer
Initiate EIS process - a 12-24 monthprocess
Prepare draft EIS
Incorporate comments into reviseddraft EIS
Review Draft EIS within the NIH
Submint draft EIS for public commentand to relevant Federal, state, and
local agencies
Prepare final EIS by incorporatingrelevant comments and mitigation
measures generated by the reviewprocess
Provide copies of final EIS to allappropriate agencies and to everyonewho submitted comments on draft EIS
Submit final EIS through supervisorylevels for approval and signature
Functional Process Map for the NIH'sNEPA Review Process
Pollution Prevention Branch NIH RequestorState of Maryland
Regulatory Agencies
Review draft EIS andsubmit comments to the NIH
Distribute comments for publiccomment
More issues to beaddressed?
Prepare public Record of Decision ofproposed action.
Initiate scoping process: provide public notice and solicit input from affected parties and the public
No
Yes
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DS5: Conduct Photographic Equip-ment Silver Recover Unit Inspection and Consultation
Inspect laboratories (walkthrough all build ings)
Com pliance with the S ilverParam eters of the N IH 'sW SSC D ischarge Perm it
Does laboratory havedarkroom
Update database asapplicable and
continue to nextlaboratory
Inspect Darkroom
Does darkroom havesilver recovery?
Inform Lab Supervisorthat darkroom needssilver recovery unit :provide inform ation
and discuss anyconcerns
Follow-up with labsupervisor in
approxim ately two weeksto see if lab has atta ined
unit.
D iscussrecom m ended
corrective actionswith Lab Supervisor
Is S ilver Recovery Unitcom pliant?
No
Yes
Yes
No
No
Follow-up contact
Update database asappicable
Yes
O btain S ilverRecovery Unit
M ake Corrections
P ollu tion P revention B ranch Labora tory S upervisors
Functional Process Map of the NIH's Silver Recovery Compliance w ith its W SSC Permit
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• Our Service Group completed three deployment flowcharts for five discrete services.
• The process for permit compliance is extremely variable, therefore the process map for DS 2 was not drawn.
• The process of responding to emergencies (such as spills, underground leaks, etc.) is too variable to be captured in a simple flowchart, therefore the process map for DS 3 was not drawn.
Conclusions from Discrete Services Deployment Flowcharts
25
• Using our staff’s scientific/engineering expertise, EPB designed and implemented the processes NIH has used for over 20 years to comply with the various environmental compliance and pollution control regulations and requirements.
• EPB does not have primary control of the time expended in connection with most of these processes; that is, our activity time – the amount of time EPB personnel are actively working on our part of the process – is a small proportion of the total time expended in these activities.
• Therefore, we need to work cooperatively with all NIH requestors, but primarily DES, to continue to improve the various processes.
Conclusions from Discrete Services Deployment Flowcharts
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Process Measures Tracked this Year• DS 1: Permit Acquisition. Analysis of in-house vs. overall
cycle and activity time for permit acquisition.
• DS 2: Permit Compliance. Monitor WSSC discharge vs. number of notices of violations [Essentially this is a comparison of the number of monitoring events against the number of violation resulting from those events].
• DS 3: Emergency Response. Document emergency response time (baseline).
• DS 4: NEPA. Analysis of in-house vs. overall cycle and activity time for conducting NEPA reviews.
• DS 5: Silver Recovery. Assess effectiveness of pollution control education by documenting silver recovery interventions vs. silver recovery unit acquisitions.
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Process Measures – General Findings• This year’s process measures do not capture the breadth of
required compliance actions. For example, for emergency response, the overall time necessary to ensure environmental compliance is more meaningful than the time to respond.
• That is, the time involved in working on the emergency and cleaning up the problem is what is important.
• Additionally, as noted earlier, we must work with those who have primary control over the processes in which we are involved.
• For example, there are several initiatives in place involving closer coordination and cooperation between EPB and DES.
• These initiatives will affect what is measured next year in this Service Group.
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Process Measures – Specific Findings• DS 1 (Permit Acquisition):
• Cycle time analysis not the best measure, even though it documents the distribution of duties and time required.
• Better measure would be to measure discrete elements and how they relate to the total so that ANY area of improvement can be identified.
• No useful data was collected in FY02.
• In FY02, we processed approximately 75 permits.
• Total acquisition time ranged from 2 months to 2 years.
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Process Measures – Specific Findings
• DS 2: (Permit Compliance):
• Monitoring of discharge and documentation of violations will continue.
• Total number of Notices of Violations by WSSC during FY02.
• All violations were pH violations.
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• DS 2 - Results of Source Investigation of 14 pH Excursions 1999-2002
Process Measures – Specific Findings
Source Investigation of pH Excursions
No Source Found21%
Construction Project
37%
Neutralization System
21%
Cagewash Operations
21%
WSSC Discharge Permit 1999-2002
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Process Measures – Specific Findings
• DS 3: (Environmental Emergency Response):
• Response time not the best measure; it is always either immediate or within minutes.
• Better measure is how long the different types of responses take.
• During the current year, we have handled many responses; response time was minimal ranging from 1 to 25 minutes.
32
Process Measures – Specific Findings
• DS 3: (Environmental Emergency Response):
64
20 12
020406080
< 1 Hour 2-8 Hours > 8 Hours
Based on source data collection
Number of Responses by Total of Time Spent per Incident
33
Process Measures – Specific Findings
• DS 4: (NEPA Reviews):
• Cycle time analysis not the best measure.
• No useful data collected.
• Better measure is monitoring the percentage of projects that undergo NEPA review (beginning with the checklist), because more projects should be reviewed than are currently.
34
Process Measures – Specific Findings
• DS 5 (Silver Recovery Consultation):
• Successful Pollution control education:
• Several hundred laboratory areas were surveyed for silver recovery units.
• Approximately 80 educational visits were completed with personnel responsible for these units.
• 11 darkrooms did not have silver recovery units attached to photoprocessing equipment.
• All 11 acquired and attached silver recovery units following visits.
35
Process Measures – Specific Findings
• DS 5 (Silver Recovery Consultation)
Number of Laboratory Visits by Consultation Effort
0
50
100
150
200
250
GeneralSurvey of
Laboratories
SilverRecovery Unit
In Place:Educational
Visit
SilverRecovery Unit
Missing:Immediate
ComplianceAssistanceRequired
Type of Consultation
Nu
mb
er
of
Lab
ora
tori
es V
isit
ed
37
• Unclear what was taken into account in compiling this data.
• Compilation of data is not representative of the actual numbers of staff in Pollution Control Section and Environmental Compliance Team.
• Several questions were raised in regard to our Service Group’s data:
• Are data collected solely by HNAM numbers?• How were Commissioned officers of the Public Health
Service dealt with in regard to awards, etc.?
Conclusions from Turnover, Sick Leave, Awards, EEO/ER/ADR Data
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• Managing NIH’s environmental compliance and pollution control activities requires a broad range of knowledge, skills, and abilities, including:
• Scientific/technical expertise in chemistry, biology, biochemistry, chemical engineering, construction engineering, civil engineering, toxicology, physics, laboratory science.
• Accurate and up-to-date information about environmental laws and regulations.
• Knowledge and capabilities in risk management, environmental management, storm water management
• Communication skills, including research, technical writing, and public speaking.
Analysis of Readiness Conclusions:
Current Required Skills and Abilities
39
• EPB has these skills in the breadth and depth required to effectively meet today’s workload
• Trends and events that will affect our ability to continue to support our mission include:
• NIH Master Plan requirements over the next few years, which reflect significant growth for NIH
• Increasingly stringent regulations from federal, state, and county environmental agencies
• “Decommissioning” emerging as a critical issue in view of the extensive NIH construction and renovation activities
• These trends will not likely change the required skills and abilities described earlier
Analysis of Readiness Conclusions:Projected Required Skills and Abilities
40
• Environmental compliance and pollution control activities are managed for a wide range of NIH locations, not just the Bethesda campus
• Baltimore• Fisher’s Lane• Navy Medical Center buildings• Poolesville• Rocky Mountain Labs• Puerto Rico
• NIH’s Master Plan calls for extensive growth in FY04 requiring current skills and abilities.
Analysis of Readiness Conclusions:Meeting Our Mission Requirements Through Hiring, Contracting, and Training
41
• Will need at least two to three FTEs (full-time equivalents) in order to keep up with the projected growth at NIH and the increasing regulatory requirements and constraints.
• The focus of the growing workload will likely fluctuate even as it rises; we will use contractors to deal with both fluctuations and shortfalls as well as with staff hiring.
Analysis of Readiness Conclusions: Meeting Our Mission Requirements Through Hiring, Contracting, and Training
42
• EPB needs a sound and dependable environmental management system to monitor and track compliance and control activities.
• We are engaged in researching such systems.
• 3-month demonstration project will begin later this month.
• Beyond this system, we need to keep current on the advancements in environmental science and technology
Analysis of Readiness Conclusions: Projected Tools and Material Requirements
44
• Cost of NIH environmental compliance: Priceless!Priceless!
• Because of the number of variables involved Because of the number of variables involved in any environmental action it is not in any environmental action it is not meaningful to try and break out unit costs.meaningful to try and break out unit costs.
Unit Cost Measures
46
Conclusions from FY02 ASA• The environmental compliance and pollution control Service
Group at NIH will always have opportunities for improving the effectiveness and efficiency of its activities.
• Most of these opportunities can only be accomplished through our working in close cooperation and coordination with other organizational units in NIH.
• A close look at emerging trends that will affect us in the future shows increased activity in the area of decommissioning.
• NIH guidelines will be issued to comply with ever stricter Federal and state regulations.
47
• Delete environmental emergency response as a Discrete Service
• Coordinate with OBSF and make decision by December 2002
• Add Manage Decommissioning Activities as a new Discrete Service
• Coordinate with OBSF and make decision by December 2002
• Implement an Environmental Management System by end of FY03
• Pilot/demonstration project will be up and running this year• Results of pilot will determine acquisition schedule
• Retain management of NEPA activities within EPB to continue the most efficient use of all NIH technical and scientific expertise.
Recommendations