Durham University 25th February 2010

Implementing Environmental Management Systems

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Overview +

• What is an Environmental Management System (EMS)• Why an EMS is important to improving your organisation’s sustainability performance• Overview of existing EMS’s• Application within the FHE Sector• Where are you in implementing an EMS?• Taking your first steps o Gaining Senior Management commitmento Undertaking your baseline/initial environmental reviewo Identifying significant aspects and impactso Identifying Legal Requirementso Policy requirementso Objectives and Targets

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What is an EMS?+

• A framework for assessing and managing environmental and sustainability impacts

• A tool for embedding sustainability within your organisation’s operations

• A commitment to achieving improved sustainability performance and legal compliance

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The PDCA Cycle+

The guiding principle of an EMS is “continual environmental improvement “ based on a ‘Plan-Do-Check-Act’ (PDCA) model

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Why is an EMS Important?+

• To provide assurance of environmental performance to key stakeholders – marketing and reputational benefits

• Save money in key activity areas

• To formalise the approach to environmental management

• To provide a systematic approach that engages the organisation at all levels

• To help ensure compliance with environmental legislation and regulation.

NB – An EMS is a tool not a solution in itself

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Barriers to Implementation+

• Implementation may be costly – especially for large organisations and those with multiple sites

• Implementation can be very time consuming

• Costs associated with training personnel

• Costs associated with hiring consultancy assistance

• Technical costs associated with monitoring impacts

• Where to start? The process can seem overwhelming

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Which EMS are Available?+

There are a number of EMS standards available:

• ISO 14001 – internationally recognised standard

• BS8555 – a phased approach to achieve ISO 14001

• EcoCampus – a sector based phased approach

• EMAS – a European, more stringent standard

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ISO 14001+

• Most widely recognised and adopted standard in the UK

• >130,000 organisations certified worldwide

• >5,000 organisations certified in the UK

• A BSI Standard - well established, good reputation

• Internationally recognised

• Can take a long time to implement – especially within large complex organisations such as Universities

• Can be costly to implement – tools and consultancy

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ISO 14001+

Which FHE organisations have achieved ISO14001 in the UK?

• University of Glamorgan• Elmwood College,• University of Wales College of Medicine • Leeds Metropolitan University• Queens University Belfast• University of Gloucestershire

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BS8555+

•Allows awards in stages – phased approach

•Six recognised phases of the scheme

•The final stage can lead to ISO 14001/EMAS

•IEMA Scheme - Well established, good reputation

•Easier to implement in FHE’s than ISO 14001

in one ‘chunk’

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BS8555+

• Certification is achieved at each Phase

• Specifically designed for SME’s

• >500 UK organisations working through the scheme

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EMAS+

• Eco-Management Audit Scheme

• Participation started in 1995, The EMAS Regulation was adopted

by the EU Council in 2001.

• 4,348 participating Europe wide, 66 in the UK

• Compatible with ISO 14001 but more stringent

and prescriptive e.g public reporting, the

demonstration of legal compliance

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ISO 14001 vs EMAS+

ISO 14001 EMAS

Performance improvement required periodically – no defined frequency.

Annual performance improvement required.

An initial environmental review is recommended, but is not a requirement.

An obligatory initial environmental review is required when the organisation initially sets out its environmental status.

Only a commitment to comply with applicable legal requirements. There is no compliance audit.

Obligation to demonstrate full legal compliance, which is confirmed with a compliance audit.

No open communication with the public regarding the progress and results of the EMS.

Public Environmental Statements are annually produced for the public to access.

Involvement of employees is not required. Active involvement of employees and their representatives is required throughout.

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EcoCampus+

• Launched in 2006 – reputation and recognition still being established

• No BSI or IEMA endorsement

• In line with ISO14001 – could be a pathway?

• 22 institutions have taken part on the Pilot and Year 1

• 14 institutions in Year 2 (2009/10)

• Universities already signing up for year 3

• Establishes a FHE network and aims to benchmark the sector

• Provides tools and templates

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EcoCampus+

Awards made in phases

Planning- Senior management commitment- Environmental awareness training- Baseline environmental review- Draft environmental policy

SilverImplementing- Legal & other requirements- Significant environmental aspects- Objectives, targets & programmes- Environmental policy

GoldOperating - Resources, roles, responsibility & authority- Competence, training and awareness- Communication- Documentation- Control of documents- Operational control- Emergency preparedness & response

PlatinumChecking & Correcting - Monitoring & measurement- Evaluation of compliance- Nonconformity, corrective & preventative action- Control of records- Internal audit- Management review

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Other Options+

• Green Mark – Some basic elements of an EMS

• The Carbon Trust Standard – Measure, managing and

reducing carbon emissions

• 10:10 Commitment – 10% reduction in carbon emissions

• BREEAM - assessment for buildings

• Halving Waste to Landfill – wrap 50% reduction in

construction, demolition and

excavation waste by 2012

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Tools+

EMS tools can help you to:

• Manage EMS documentation consistently

• Assist with production of documents e.g. aspects and impacts, procedures and audit checklists

• Keep documents up to date and live through e-mail notifications

• Track, monitor and improve performance

• Manage performance data

• Produce EMS and performance reports.

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Application in the FHE Sector+

• Adopting an EMS is becoming a popular approach to improving Sustainability Performance

• > 35 Universities currently undertaking EcoCampus

• Some prefer to follow ISO14001 pathways

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The Green League+

Ten out of Eighteen Universities that were a awarded ‘First Class’ are implementing an EMS

“Unfortunately, many universities are consistently failing to effectively manage their environmental impact.... All universities need to take comprehensive and ambitious environmental action to achieve the systemic changes needed”Green League 2009

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EAUC EMS Paper+

• Published in 2004

Key Conclusions:

• good environmental performance is encouraged and facilitated by adoption of an EMS

• A staged approach is recommended (especially in larger institutions)

• In order to be effective an EMS requires at least one member of staff to coordinate, operate, maintain and further its development

• This nominated person should report to senior authority

• Changing staff (and student) attitudes can be vital

• Good communication – both internal and external – is also crucial

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University of Gloucestershire+

Implemented ISO14001 in 2005 (First University in England)

Recognised as a leading University in sustainability•1st in the Green League, 2008•Green Gown Winner (Continuous Improvement) and Highly commended (Courses), 2008•Sustainability embedded in Strategic Plan and subject specific sustainability strategies•Produces Annual Reports

www.glos.ac.uk/vision/sustainability

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University of Gloucestershire+

The Team have found that EMS:• Is important for monitoring and tracking progress• Allows a structured approach to managing all sustainability impacts• Allows more efficiency and effectiveness in improving performance• Drives reporting at an executive level• Links with wider curriculum issues

“All sustainability areas are influenced by the Environmental Management System. It is the process we use to make achievements”Daniela Tilbury, Director of Sustainability

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Elmwood College+

• Leading organisation in Sustainability within FE

• The College is now working with the Scottish Funding Council to embed Sustainability throughout Scottish Colleges

• ISO14001 achieved in 1995 – initially as a semi-commercial venture

• EMS has been the primary diver behind all the sustainability achievements

• The impact of the EMS has increased over time.

• Initially it was mechanistic but has been embedded on a practical basis focussing land based and curriculum issues.

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Elmwood College+

Elmwood has published key EMS documents on its website including:• Policy• Procedures• Aspects Register• Legal Register• Audit Reports

http://www.elmwood.ac.uk/environmental-management-systems.php

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University of Worcester+

• First University to achieve Gold EcoCampus Award in 2009

• Recognised as a leading University in environmental performance

• ‘Most improved’ University in the 2008 Green League – up 71 places!

• Sustainability Embedded into Strategic Plan as well as overarching and subject specific sustainability plans and strategies.

• Originally attracted to EcoCampus due to the ‘toolkit’ approach and sector specific approach, branding and language

• The EMS has become central to Environmental Management Function at the University

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University of Worcester+

• Allows effective planning and management

• Facilitated reporting through the Environment Committee to the Board and the Audit Committee

• Used to facilitate staff training and consultation through a participatory and support based approach.

“The EcoCampus EMS has become our road map for improving our sustainability performance. Its tracks our progress and provides a framework for improvements – everything can be tied into it achieving improved sustainability performance at the University”.

Katy Boom, Sustainability Manager

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Birkbeck College+

• Currently working towards BS 8555 – achieved Phase 1• Introduction of EMS has helped drive environmental

improvement at the College.• Senior management support has been beneficial. • Within five years the amount of waste produced at the College

has decreased from 415 tonnes to 216 tonnes, and the proportion of landfill waste has been reduced from 93% of the total to <20%.

• Barriers to further improvement have been identified as limited resources, time and funding.

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Where are you?+

Discussion:

• Why would your organisation like to implement an EMS?

• Where are you now and where would you like to be?

• Which EMS are you considering and why?

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First step in EMS+

Level 1-2/3 BS8555, Bronze and Silver EcoCampus

• Gaining Senior Management Commitment

• Undertaking your Baseline/Initial Environment Review

• Identifying significant aspects and impacts

• Identifying legal requirements

• Policy requirements

• Objectives and Targets

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Management and Scope+

• Ensure EMS Manager in place who will coordinate all of the EMS tasks.

• The first task of the EMS manager, in consultation with Senior Management is to define the scope of the EMS.

• Some areas may be outside your direct management control although you should be able to influence their activates:

• Subsidiary companies• PFI Contracts• Students Unions• Contractors and Suppliers

• Beyond areas out of your direct control, keep the scope as comprehensive as possible to ensure organisation wide participation.

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Gaining Senior Management Commitment

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• Need to establish Senior Management Commitment at the outset of the process and maintain it.

• Start by presenting a business case that is relevant to your institution’s strategic aims and objectives.

• Aim to get a champion at Pro-Vice Chancellor or equivalent level.

• Establish an Environment Committee with Senior Management representation throughout the organisation.

• Ensure roles and responsibilities are defined and Terms of Reference produced.

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Gaining Senior Management Commitment

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Thinking about the EMS drivers discuss in pairs how you would tailor a business case to your organisation:

•To provide assurance of environmental performance to key stakeholders – marketing and reputational benefits

•Save money in key activity areas

•To formalise the approach to environmental management

•To provide a systematic approach that engages the organisation at all levels

•To help ensure compliance with environmental legislation and regulation.

Who would you look to present this business case to and enlist as you Senior Management Rep?

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Gaining Senior Management Commitment

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Maintain momentum by engaging with your Senior Management Rep at each stage of the process.

•Link to what is important to the managers and the organisation

•Present summary findings – business risks?

• Send on case studies and sector news –Engender competition

• Apply for sector awards – get them recognition

• Establish regular update meetings – establish a good relationship

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Establish an Environment Committee

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Ensure Senior Management Representation throughout the organisation

Establish Terms of reference:Overview• Overall function• Membership• Reporting structure• Meeting Frequency

Functions• Advise and support EMS Team• Strategic input – Policies, Procedures, Objectives and Targets• Review project specific plan• Identify opportunities for progression• Departmental implementation and representation

Who would you invite to join and how would you ensure you maintain membership?

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EMS Organogram+

Accompany with list of personnel and roles.

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Baseline or Initial Environmental Review

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The Baseline or Initial Environmental Review should aim to give you an understanding of:• Your organisations activities• Your environmental aspects and impacts• Legal requirements that apply• Key roles and responsibilities• Current procedures and practices

The review will form the basis of your EMS so its worth dedicating adequate time and effort to.

Methods: Previous audits, checklists, documentation review & collation

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Baseline or Initial Environmental Review

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Identify scope of the review: • Entire organisation or just parts• Activities/operations you can control and those that you can influence

Identify which key activities cause environmental impact:• Waste production• Energy use• Procurement• Water use• Grounds Maintenance • Transport• Construction

Identify significant areas for review e.g.• Estates• Procurement Team• IT

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Baseline or Initial Environmental Review

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• Identify key roles, responsibilities and competence – Managers, Operational Staff, Contractors

• Review history of the site - Audits, Incidents, Complaints,

• Identify activities that Legislation will apply to.

• Identify current practices and procedures

Remember: This is a initial or baseline review so don’t get bogged down in too much detail!

Produce a checklist for an initial environmental review of Waste Management.

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Waste Management Checklist Questions:

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Identify key roles, responsibilities and competence • Who has responsibility for Waste Management on an

organisational basis?• Are there any staff members that have significant responsibilities

on a departmental level e.g. hazardous waste. What are there responsibilities?

• What training have they had?

Review history of the site• Have you got any copies of audits • Do you know about any history of complaints or incidents?

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Waste Management Checklist Questions:

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Identify activities that Legislation will apply to:• Is waste stored on site? • Is waste segregated onsite?• Is any hazardous waste produced?• Are any other specifically regulated waste streams produced e.g.

WEEE, Batteries• How is waste disposed of?

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Waste Management Checklist Questions:

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Practices and procedures • What types of waste are produced? • Any processes that produce high volumes of waste? • Who handles the waste?• Where is the waste stored?• Are there any written procedures?• Any targets set?• Are the waste stored securely with containers labelled clearly?• How much is recycled or recovered?• Is the correct documentation in place and completed adequately? • How do you ensure that legislation is complied with?•How are the waste contracts managed? Regular meetings, targets etc?

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Documentation+

What kind of documents do you want to review?• Drainage Plans• Waste Transfer, Consignment Notes, Carrier Registration• Discharge Consents• Display Energy Certificates• Pesticide/Herbicide Register• Training Records• Procedures

Ensure that documents are:• Complete• Filed efficiently• Up to date• Indexed

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Aspects and Impacts+

You need to record and document how your organisations’ activates interact with the environment.

The element that interacts with the environment is known as the aspect:• Emissions to air• Releases to water• Releases to land• Use of raw materials and natural resources• Local community issues e.g production of noise, traffic congestions• Use of energy• Production of waste• Biodiversity The impact is the change to the environment that occurs e.g. local air pollution, climate change, public nuisance, depletion of natural resources

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Aspects and Impacts+

Activity Aspects Impacts

Disposal of general waste Use of natural resources, emissions to air, releases to land, use of land space.

Depletion of natural resources, climate change, local public nuisance, contamination and depletion of land.

Use of electricity Use of natural resources, emissions to air

Depletion of natural resources, climate change

Complete the aspects and impacts on the template register

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Aspects and Impact Conditions

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You need to consider if your aspects and impacts are associated with one or more specific conditions:• Normal• Abnormal• Emergency• Start up/ Shut down

Normal, abnormal and emergency conditions can be defined according to inputs, output and the level of control you have over them (C=Control, U=Uncontrolled)Activity/event

Input Process Output Condition

Paper use C C C NormalTraffic congestion

U C C Abnormal

Fire U U U Emergency

You may also want to define conditions according to frequency of occurrence

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Significant Aspects+

Once you have produced your list of aspects and impact and considered conditions you need to produce a procedure to assess the significance of your aspects

There is no prescriptive approach for the methodology should• Produce consistent results• Establish and apply criteria e.g

• Legal issues • Level of associated environmental impact• Stakeholder concern

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Suggested scoring matrix

Criteria Severity Score

Legislation or regulation Legislation/regulation applied 5

Level of associated impact High – Of importance locally and/or nationally

5

Low– not considered of significant importance locally and/or nationally

2

Stakeholder concern High – stakeholder concern evident 5

Low stake holder concern not evident

2

Significant aspect = score 10 +You may want to add in more complex criteria and ‘medium ‘ levels

Suggested Scoring Matrix

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Identifying Legal and other requirements

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You need to identify a process to identify and keep track of legal and other requirements that apply to your organisation.

Other requirements include guidelines, agreements, codes of practice etc.

Suggested procedure• Assign responsibility for identifying requirements• Identify sources of information – e.g NetRegs, ENDS, EAUC. Others?• Review key areas of impact and identify requirements• Produce a Legal Register• Unsure you receive monthly communication and undertake updates

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The Legal Register+

Include in your register:

• Key Legal and other requirements

• Overview of legislation application

• Identification of operational control

• Identification of key personnel

Also consider including

• Regulator, training needs

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The Legal Register+

Using the template and guidance you have been given produce an entry into your legal register.

There is an example on the legislation register.

If you have time complete 2 entries.

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The Environmental Policy+

Your Policy will: • Be informed by your baseline audit and aspects and impacts analysis• Form a framework for setting objectives and targets

Your policy must:+ Be relevant to the nature, scale and activities of the organisation+ Undergo senior management consultation and endorsement+ Include key commitments – Legal compliance, Continual Improvement, Pollution Prevention+ Be regularly reviewed and publically available

Also consider that the best Policies: + Are succinct, one-page document+ Make meaningful, easily understood commitments+ Written using clear, direct language that is accessible to a wide variety of audiences.+ Make a statement of overall responsibility and ownership

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The Environmental Policy+

Review the example policies in your groups. Make a note of their strengths and weaknesses and produce an outline policy.

If you currently have a Policy in place what would you like to change, or strengthen

Your Policy also needs to be communicated to your organisation – how would you do this?

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Objectives and Targets+

Objectives and targets form the basis of your continuous improvement and should be set on all of your policy commitments

Ensure O&T’s are realistic in terms of financial resources, staff time and technology available to you.

An objective is a general aspiration or performance goal e.g. To investigate the application of renewable energy or reduce energy use. Objectives can apply on an organisational or departmental level.

Several targets may be set on your objectives. Targets should be realistic, measurable and time bound e.g to reduce carbon emissions by 5% by 2012.

Also identify key staff members.

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Use of Performance Indicators+

How will you measure performance against your targets?

Management Performance Indicators – e.g. number of employees trained in waste management, funds invested in carbon management programme, number environment reps enlisted.

Operational Performance Indicator – e.g. Tonnes of waste recycled, Kwh consumption of electricity

Environmental condition levels – e.g. Nitrate levels in local brook, changes in number of protected species.

Identify methods of data collection, management and reporting e.g. energy management software, returns from contractors

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Examples+

Objective Target Indicator – MPI/OPI/ECI

To ensure legal compliance To achieve 100% legal compliance by 2011

Number of identified legal non-compliances

To reduce waste going to landfill

Increase recycling rate to 50% by 2011

1) Tonnes of waste going to landfill2) Tonnes of waste recycled

To reduce energy consumption

10% reduction in energy consumption by 2011

KWh of electricity

To manage biodiversity on campus

To undertake coppice work in the woodlands by 2011

Number of butterfly species within transect C

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Objectives and Targets+

Based on your draft policy comments start to draft potential objectives and targets on an organisational level.

Think:Specific - e.g reduce water use in the engineering department

Measurable - e.g reduce water consumption by 2%

Accountable - e.g energy manager and head technician

Realistic - what technology, finance and time is available?

Time bound – by 2011

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Overcoming Barriers+

What barriers do you think you will face when you go back to your organisations and how will you over come them?