SABRe ISO 14001 Awareness - Rolls-Royce Holdings

Version 2, October 2009

©2009 Rolls-Royce plc

The information in this document is the property of Rolls-Royce plc and may not be copied or communicated to a third party, or used for any

purpose other than that for which it is supplied without the express written consent of Rolls-Royce plc.

This information is given in good faith based upon the latest information available to Rolls-Royce plc, no warranty or representation is given

concerning such information, which must not be taken as establishing any contractual or other commitment binding upon Rolls-Royce plc or

any of its subsidiary or associated companies.

SABRe : ISO 14001 Awareness.

Supplier Briefing Pack.


Introduction

This briefing pack has been designed to assist Rolls-

Royce suppliers in the implementation of the

International Environmental Management System

Standard ISO 14001. It provides a basic overview of

the standard’s requirements, as well as how and why

Rolls-Royce went about it…


Contents

Overview

ISO 14001 clauses

Progress in Rolls-Royce

Rolls-Royce HS&E Supply Chain work


Environmental Management Systems

A management tool to enable

organisations of any size or type to control

the impact of their activities, products and

services on the environment.

Provides a structured approach to setting

environmental objectives & targets, and

demonstrating that they have been

achieved.


The Benefits of EMSs

assuring customers of commitment to demonstrable environmental management

maintaining good public / community relations

satisfying investor criteria and improving access to capital

more favourable insurance costs

enhancing image and market share

improving cost control

reducing incidents that result in liability

demonstrating reasonable care

conserving raw materials and energy

improving industry-government / regulatory relations

…..good for the environment!!!


ISO14001:2004 - Environmental Management System model

Environmental Policy

Planning

• Environmental aspects

• Legal and other requirements

• Objectives, targets & programmes

Implementation and Operation

• Resources, roles, responsibility & authority

• Competence, training & awareness

• Communication

• Documentation

• Control of documents

• Operational control

• Emergency preparedness and response

Checking

• Monitoring and measurement

• Evaluation of compliance

• Nonconformity,corrective action

and preventive action

• Control of records

• Internal audit

Continual

improvement

Management Review


ISO 14001

Fundamental requirements

Plan, Do, Check and Act

to ensure:

compliance with applicable legal & other requirements

continual improvement

prevention of pollution


Key points to begin…

Get management commitment ….. without senior management

support implementation will be difficult

Obtain a copy of the ISO 14001:2004 standard…

Get a copy of ISO 14004:2004 - this provides further guidance on

the standard

Think about who your assessors will be (Rolls-Royce used their

Quality Management System assessors)

Think about dates, set a completion date..if you don’t, experience

shows it doesn’t happen!

Set up an ISO 14001 team / committee (including management)

Appoint responsibilities for implementation across the business -

the (HS&) E person cannot do it alone!!


ISO 14001 requirements

The following slides (numbered in line with the standard's

clauses) provide a basic outline of ISO 14001

requirements and the type of actions necessary to achieve

certification

Read them in conjunction with the ISO 14001 standard…

PLEASE NOTE:

ISO 14001 was updated in 2004 and is now referred to as

ISO 14001:2004


4.2 ENVIRONMENTAL POLICY‘overall intentions & directions of an organisation related to its environmental

performance as formally expressed by top management’

Must be Consistent with the Scope of the EMS

Sanctioned / signed by Top Management

Appropriate (activities, products & services)

Continual Improvement

Prevention of Pollution

Legal & Other Requirement (not just environment)

Objectives & Targets

Be Documented, Implemented, Maintained

Be Communicated to all persons for & on behalf of company

Made Available to Public


Rolls-Royce HS&E Policy Documents


4.3 PLANNING

Environmental Aspects

Legal and Other Requirements

Objectives, Targets & Programmes


4.3.1 ENVIRONMENTAL ASPECTS

This is one of the key clauses of the standard

You must undertake an assessment to identify your SIGNIFICANT ENVIRONMENTAL ASPECTS & IMPACTS

In simple terms - what are the most important effects you have on the environment?


4.3.1 ENVIRONMENTAL ASPECTS

Develop a Procedure to assess Activities, Products and Services

Those which you Control & Influence (e.g. you can influence contractors and suppliers)

Consider Past, Existing, New, Planned & Modifiedactivities, products & services

Normal, Abnormal, Shut down, Start up, Emergency

Assess which are Significant

Document the process (not just a list)

Up-date regularly


ISO 14001 - Aspects & Impacts

Environmental Aspect:

'an element of an organisation's activities or

products or services that can interact with the

environment'.

Environmental Impact:

'any change to the environment, whether

adverse or beneficial, wholly or partially

resulting from an organisation's environmental

aspects'.


ISO 14001 - Environmental Aspects

The process to identify the significant environmental aspects should consider:

emissions to air

releases to water

waste management

use of energy

contamination of land

use of raw materials and natural resources

local environmental, wildlife and community issues

design

manufacture

packaging

distribution

end life


ISO 14001 - Significant Impacts

Significant Impacts are likely to arise from the environmental aspects of any of the following:

Processes that:

generate large quantities of emissions e.g. site boilers

require a large input of other resources e.g. electricity, water, raw material

are Prescribed / Regulated/ Authorised / Permitted processes

use large quantities of Volatile Organics Compounds

generate 'hazardous' or 'special' wastes or large volumes of 'normal' controlled wastes

make consented discharges to sewers

make consented discharges to watercourses

are of significant concern to interested parties e.g. engine noise from test sites

involve operations where an incident could lead to effects beyond the site boundary


4.3.2 LEGAL AND OTHER REQUIREMENTS

You must develop a Procedure to:

Identify & have Access to…

Applicable Legal & Other requirements

Record How They Apply to environmental aspects


New & Recent Legislation (UK & EU)

Contaminated Land Regulations 2000

PP&C (Pollution Prevention & Control)

Regulations

Oil Storage Regulations (2001)

Waste (Household Waste Duty of Care) (England and Wales)

Regulations 2005

Solvents Emissions Directive

Environmental Noise Directive

WEEE & ROHS Directive

Hazardous Waste Regulations

Environmental Liability Directive

REACH Directive


Applicable Legislation & Other

Includes:

National

International

State / government

Customer agreements

Non regulatory guidelines

Codes of practice

Voluntary labelling schemes

Trade associations

Corporate / company requirements

Landlord requirements


ISO14001 - Legislation

Internet sites

Business clubs

Magazines etc.

Corporate / Regional advisors


Legislation Registers…

At Rolls-Royce we have developed registers to record

what legislation is applicable, how we comply with it

and who is responsible. A quarterly review and update

of the law is then undertaken and the register updated

accordingly…


Who cares…?

Environment Agency / SEPA (in the UK)

Local Authority

Water Companies

Employees

Stakeholders

Board

Neighbours

Insurers


Who cares?

You can be shut down…

If your suppliers are shut down..you

loose your delivery…

If you loose your delivery…production

can stop…


Legislation Register

Provides an auditable trail through to business/site procedures


4.3.3 OBJECTIVES, TARGETS & PROGRAMMES

Documented

Each Function / Level

Must be specific, Measurable where practicable, long & short term

Be in line with the Policy (Prevention of Pollution, Legal & other requirements, Continual Improvement)

Relate to Significant Environmental Aspect & Legislation

Take into account Technology / Finance

Interested Parties


PROGRAMME(S)

Establish, implement & maintain

Achievement of Objectives & Targets

Responsibilities (throughout organisation)

Means & Timeframe

WHO - WHAT - WHERE - WHY - WHEN -HOW?


GROUP HS&E TARGETS2007-2009

Baseline = 2006 performance

Reduce the incident rate of occupational diseases and other work related ill-health by 10%.

15% reduction in Lost-Time Injury Rate over 1 day per 200,000 exposure hours.

10% reduction in energy consumed (normalised by financial turnover)

10% reduction in solid waste (normalised by financial turnover)

58% recycle of solid waste by end of 2009.


4.4 IMPLEMENTATION AND OPERATION

Resources, Roles, responsibilities & Authority

Competence, Training and Awareness

Communication

Documentation

Control of Documents

Operational Control

Emergency Preparedness and response


4.4.1 RESOURCES, ROLES, RESPONSIBILITY & AUTHORITY

Management Responsibility - ensuring availability (e.g contingency plans if high staff turnover)

Resources / Roles / Authority

Establish, Implement, Maintain, Improve

Defined, Documented, Communicated

Adequate resources – Human, Skills, Infrastructure (e.g. tanks, drains), Technology, Finance

Management representative (Authority for establishing, implementing & maintaining, reporting, recommending improvements)


Impacts arise from a wide variety of jobs including:

Designers / The whole life cycle of the product, project development, manufacture, commissioning, use, disposal

Purchasers Impact of manufacture, materials

Finance Investment policy - ethical investments?

Architects Building efficiency; impact from factory layout

Mergers etc. Liability of J V; suitability of land

Public relations Company image

Training Education of work force

Shop floor Waste, chemicals, processes

Maintenance/Facilities Bunds, tanks, gardening

General Office Energy use, water use, waste segregation…


4.4.2 COMPETENCE, TRAINING & AWARENESS

Remember Tasks for or on behalf of Company (e.g. contractors, subcontractors, temporary, remote)

Involving Significant Aspects / Impacts

Competent - priority, education, training, experience

Keep Records

Identify Training Needs

Provide or Take Action - to ensure needs met


Training Materials -leaflets

Rolls-Royce has developed a number of

training materials. Some of which have

been redesigned for the use of suppliers:


Training Materials -Posters


4.4.3 COMMUNICATION

Aspects & EMS

Procedure

Internal - levels / functions

External - receiving, documenting & responding to

Outgoing - decide if communicate significant aspects &

document

If externally communicate, ensure method

e.g environment report, data to regulators, product marking, specific enquiries


Types of Communication

Meetings

Briefings

Direct correspondence

Newsletters

Bulletin boards

Intranet sites

Reports

With e.g. neighbours, students, investors, regulators, customers


4.4.4 DOCUMENTATION

Policy, Objectives, Targets

Scope OF EMS

Description of Main Elements, Interaction

Documents & Records - required by ISO

14001 & EMS

Necessary to Ensure Effective Planning,

Operation & Control


Documentation

Scope

Aspect / impact identification &

evaluation

Competence records

Training Records

External communication decision

Periodic compliance evaluation

Corrective / preventive actions

Management review


4.4.5 CONTROL OF DOCUMENTS

Procedure:

Approval for Issue

Review & Update (& re-approval)

Identify Changes

Current revision Status Identified

Location / Relevant Versions Available

Legible, Identifiable

Obsolete Documents Destroyed / Identified

External Documents Identified & Controlled (e.g.licences, permits, guidance as a Work Instruction)


4.4.6 OPERATIONAL CONTROL

Significant Environmental Aspects / Policy/ Objectives

Specified Conditions

Documented Procedures (only one)

Control where Absence would cause Deviation from Policy etc.

Operating Criteria

Establish, Implement, Maintain Procedures Relating to Good & Services

Communicate to Suppliers & Contractors


4.4.7 EMERGENCY PREPAREDNESS AND RESPONSE

Procedure:

Identify Potential

Response (documented evidence)

Accidents, Situations & Emergencies

Prevention / Mitigation

Review & Revise Periodically

Test


4.5 CHECKING

Monitoring and Measurement

Evaluation of Compliance

Non-Conformity, Corrective

Action and Preventive Action

Control of Records

Internal Audit


4.5.1 MONITORING & MEASUREMENT

Procedure to:

Monitor & Measure regularly

Define Key Characteristics

Involving Significant Impacts

Document

Performance, Operational Controls, Objectives / Targets

Calibration / Verification of Equipment (proof)

Records


4.5.2 EVALUATION OF COMPLIANCE

Procedure:

Periodically Evaluate Compliance

Records

Legal & Other Requirements

New clause to ensure legal evaluation receives proper

attention & not merely covered in audit


4.5.3 NONCONFORMITY, CORRECTIVE ACTION AND

PREVENTIVE ACTION

Procedure:

Actual & Potential

Identifying & Correcting Non Conformity

Mitigation

Investigate - Causes

Actions to Prevent Recurrence

Record Actions Taken

Review Effectiveness

Update EMS Documentation


4.5.4 CONTROL OF RECORDS

Record = ‘document stating results achieved or p

Procedure – Demonstrate Conformity to EMS & ISO 14001

Identification, Storage, Protection, Retrieval, (Retention) & Disposal

Legible, Identifiable, Traceable

e.g. Training, Audits, Reviews.


Examples of Records

Training

Complaints

Monitoring

Calibration

Emergency test

Incident reports

Management review

Contractor / supplier records

Audits

Communications

Legal compliance

Significant environmental aspects

Meetings


4.5.5 INTERNAL AUDIT

Conforms to Planned EMS & ISO 14001

Properly Implemented / Maintained

Management of Information

Programme (planned at planned intervals)

Environmental Importance

Previous Audits

Procedure

Responsibilities / Requirements - planning, conducting,

reporting, keeping records

Criteria, Scope, Frequency, Methods

Objectivity & Impartiality of Auditors & Audit Process


4.6 MANAGEMENT REVIEW

Top Management

Regular (planned intervals)

Continued Suitability, Adequacy, Effectiveness

Opportunity for Improvement

Changes to EMS / Policy / Objectives / Targets

Documented / Recorded

Output - decisions, actions relating to changes to policy, objectives, targets etc consistent with commitment to continual improvement


Input to Management Review

Shall include :

Audit Results

Legal /Other Compliance Evaluations

External Communication (incl. complaints)

Achievement of Objectives / Targets

Corrective / Preventive Actions

Previous Actions

Changing Circumstances (e.g. legal)

Recommendations for Improvement


ISO 14001 - SummaryWhat needs to be in place?

Policy awareness

General knowledge about the environment

and our contribution to local / global problems

Knowledge of Operational Control

Procedures & where to locate them

An understanding of the consequences of

departure from procedures

Up to date log books & records

What to do in an emergency

Control of contractors!

A Good Visual Appearance of the site!


Rolls-Royce HS&E Supply Chain Work

Policy

SABRe

Workshops

BS 8555

Sustainable Procurement

What else do you need?


Rolls-Royce HS&E Policy Suppliers

The Company should strive to reduce the overall HS&E impact of its suppliers

Onus on suppliers demonstrating legal compliance and continual improvement in HS&E performance

Suppliers must assess HS&E risks, implement appropriate controls, set targets and implement management programmes Suppliers, partners and contractors are encouraged to implement a Health & Safety Management System in line with the requirements of OHSAS 18001

Suppliers, partners and contractors are expected to implement an appropriate EMS comparable with the requirements of ISO14001 and are encouraged to gain 3rd party certification

Not mandated!



ISO 14001 in Rolls-Royce - Why did we do it?

Board Initiative - after a study of customers, competitor,

suppliers…

Industry Good Practice - recognised system

Future Customer Requirement - ISO 14001 is

increasingly becoming an issue in contracts and

tenders…

External Recognition of EMS - unless an independent

body assesses you, you cant prove your systems work…


Basic Approach to ISO 14001 Implementation

Certification in two year period for new acquisitions

Certification by Business (i.e. not site)

Rolls-Royce plc certificate

Current ISO 9001 assessors used for ISO 14001

Corporate tools developed to give a standardised

methodology


Advantages of Certification

Provides a structured approach to managing environmental issues

In general is an indicator that you are taking the environment seriously…

It is based on significance of aspects

Looks further than just compliance…(resource efficiency and design issues)

Has delivered real improvements in environmental performance

External recognition

Overall it provides focus…companies need to

‘take the final exam’


Contact details :

Richard Seddon - HS&E Manager, Global

Purchasing

+44 - (0) 1332 – 269582

[email protected]

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