Engineering Workshop Environmental Systems Manual

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Engineering WorkshopEnvironmental Systems ManualMeeting ISO 14001:2015 RequirementsGeneral Note:ISO 14001:2015 does not show a requirement for anEnvironmental Manual.However, to create a smooth transition to the newstandard, the ISO 14001:2004 manual is beingintegrated into the new manual so that crossreferencing between the two systems becomes easierand enhances the understanding of the differencesbetween the new and the old standards.This is to be used as a reference document onlythESM 43012Issue Date: 4 October 2017Page 1 of 40

Environmental ManualISO 14001:2015Introduction - London Borough of Redbridge Transport ServicesOverviewThe Engineering Workshop is certified by BSI for the Environmental Standard ISO 14001:2004.ISO certification is a requirement when submitting PQQ’s on most tenders and allowsTransport Services the use of the Kite Mark symbol on their vehicles and paperwork.The operation has benefitted from this Management system which is maintained via internalaudits and verified annually by BSI through on site assessments. All ISO Standards are updatedperiodically and the latest revision to the Environmental standards took effect fromSeptember 2015.These updates must be implemented before September 2018 to maintain accreditation.The new Quality and Environmental standards specify system requirements for thosemanagement systems when an organisation:a) aims to enhance customer satisfaction and environmental awareness through theeffective application of the system, including processes for improvement of thesystem and the assurance of conformity to customer and applicable statutory andregulatory requirements and,b) needs to demonstrate its ability to consistently provide environmentally friendlyproducts and services that meet customer and applicable statutory and regulatoryrequirements.All the requirements of the ISO:2015 standards are generic and are intended to be applicableto any organisation, regardless of its type or size, or the products and services it provides.WorkshopCarries out regular service, maintenance and repairs to Council Vehicles and supplements thiswith third party work from outside businesses and the general public.IncomeTransport Services, of which the Workshop is part of, produces a Revenue stream circa 8.0million per annum. As legislation evolves and more requirements are placed on Transportoperations, Transport Services invest a proportion of the revenue on new vehicles andworkshop equipment to ensure legal compliance.New Organisation Charts to be inserted here1. Significant Changes in the ISO StandardsthESM 43012Issue Date: 4 October 2017Page 2 of 40

Environmental ManualISO 14001:2015The amendments to ISO are significant with two of the main areas of change cover thefollowinga) Senior ManagementResponsibility was vested with individuals (e.g. the Quality Manager and EnvironmentalManager) whereas the new standard requires top down responsibility. Senior Managementinvolvement is paramount.To précis the ISO 14001:2015 Environmental standard wording - Section 5: LeadershipSenior Management shall demonstrate leadership and commitment with respect to themanagement system bya) Taking accountability for the effectiveness of the systemb) Ensure the policy and its objectives are compatible with the strategic direction of theorganisationc) Ensure the management systems are integrated into the organisations businessprocessesd) Promote the use of the Process Approach and Risk Based thinking.e) Provide suitable resources and promote continuous improvementf) Enhance Customer Focus and Customer satisfactionSenior Management also has responsibility for the Environmental Standard ISO 14001:2015and should1) Understand the organisations Environmental issues2) Have a broader strategic consideration for the organisations Environmental impact3) Make specific commitments to Sustainable development and social responsibility4) Extend environmental influence to the procurement chain5) At all times, demonstrate an understanding of the organisations Environmentalcompliance6) Review and use performance indicators to track improvementb) ObjectivesObjective requirements under ISO 2015 are to be Risk Based and be based on the principles ofbeingSpecificA clear statement of what is to be lRisk AssociatedA number value that can be measuredManagement discuss and agree the aim.Can it actually be achieved? Don’t set impossible targetsAll objectives should have a time based end e.g. 12 months.New objectives need to consider their Environmental impactAll objectives should be based on a business Risk AnalysisTransport Services Management has commenced upgrading to the new standards and hascompiled a set of long term Risk Based Objectives. Data for the measurement of theseobjectives is being collated.Environmental Objectives / WorkshopthESM 43012Issue Date: 4 October 2017Page 3 of 40

Environmental ManualISO 14001:20151) Fuel Consumption – measured from vehicle idling records from the vehicle telematics2) Higher Tyre Life Utilisation – measured from the casing records received fromMichelin TyresDefinition of Objectives in ISO 2015: Clause 6.2The standard requires that Senior Management ‘establish quality objectives for relevantfunctions and levels’. The theory and purpose of quality objectives is referred to as businessKPI’s.Objectives need not be financial; aim at improving the product or service for customers.The process of setting and measuring objectives can be broken down into the following steps:1. Identify areas where objectives will be set2. Measure existing performance3. Identify the reasons for the ‘under-performance’4. Develop S.M.A.R.T. objectives as outlined above5. Monitor, Measure and Document performance against objectives6. Modify objectives and strategy as they are achieved or as requiredWhen planning how to achieve its quality objectives, the organisation shall determine:a) what will be done;b) what resources will be required;c) who will be responsible;d) when it will be completed;e) how the results will be evaluated.1. Identifying Areas for Objectives – General guidelinesWhen considering objectives you should assess what you want to improve.Do not set objectives to improve something which does not need improving e.g. if you areachieving 99.9% VOSA ratings, there are probably other areas of greater priority forimprovement.It is advisable to select only a limited number of areas for setting long term objectives so thatthey remain manageable.2. Measure Existing PerformanceHaving identified an objective it will need its existing performance measured to create a startpoint.It is important to be subjective when measuring this to avoid distorted figures. Decide at thispoint the timescale the objective is to run for; a month /a quarter / a year?3. Identify ReasonsIdentifying reasons for the results currently being achieved is the key to improvingperformance. Some may be obvious and we should not be afraid to take the easier options asa first step. Don’t make the task more difficult than it needs to be.4. Develop and Document ObjectivesObjectives should be developed on the previously advised SMARTER basisSpecific / Measurable / Achievable / Realistic / Timed / Environmentally assessed /RiskAssociatedthESM 43012Issue Date: 4 October 2017Page 4 of 40

Environmental ManualISO 14001:2015Be realistic. For example, reducing customer complaints from 50 to 49, means the objective isachieved but it would have done very little to improve performance.5. Measure PerformanceFollowing a suitable period of time, the ongoing performance against the objectives can bemonitored and documented to determine if the actions are being successful. Internal auditswill monitor these objectives.6. Modify ObjectivesAs the organisation evolves, so should the ObjectivesCaveatDon’t let meeting the objectives supersede the running of the business.Objectives are a management tool and not a goal within themselves.ISO 2015 Standards CertificationChanges are near to completion which will allow Transport Services to apply for the newcertification.1) BSI have carried out preliminary assessments and graded the systems as “partial”.2) As the assessment was off site, only “partial” compliance could be granted.3) Partial compliance shows Transport Services to be heading towards ISO 2015certification4) BSI will attend on 4th & 5Th October and audit both systems over a two day continuousperiod.5) BSI will upgrade certification to ISI 9001:2015 & ISO 14001:2015 providing there arezero non-compliances,thPage 5 of 40ESM 43012Issue Date: 4 October 2017

Environmental ManualISO 14001:2015ISO 14001:2015 Definitions and changes from ISO 14001:2004ProductThroughout the new standard, the term goods and services has been replaced by the term product.Documented InformationThe terms document and records are replaced by the term documented information. Documentedinformation is to be controlled and maintained on the medium on which it is contained. Documentedinformation can be in any format and media and from any source.ImprovementThe definition continual improvement has been replaced by improvement. The company will howevercontinue to operate on the basis of “continual” improvement has this has not been confusing toTransport Services users.LeadershipTop Management has been replaced by the term Leadership although the term “top management” isstill referred to under Leadership. This clause also eliminates the requirement for a managementrepresentative.Risk Based assessmentsInstead of Preventative action, the new standard utilises a Risk Based approach by applying risk to thedifferent aspects of QMS and acting on the potential issues that risk may raise.External ProvidersSuppliers are referred to in the QMS as external providers.Interested PartiesNot replacing, but certainly impacting Customer Focus is the addition of Interested parties who areentities that either add value, or are interested in / affected by the activities of the organisation.Meeting the needs and expectations of interested parties contributes to the achievement of customersatisfactionthPage 6 of 40ESM 43012Issue Date: 4 October 2017

Environmental ManualISO 14001:2015ISO 9001:2015 and ISO 14001:2015 External and Internal Issues and ConsiderationsThese may include but are not limited toExternal issuesStatutory regulations affecting provision of services- Changes in the LawOperating permits e.g. Emissions- New TechnologyEconomic plans for the future- Organisational effectCustomer demographics- Are they changingCustomer confidence / expectation- On time / Right first timeCompetitors- Undercutting / Low cost entryIndustry standardisation and certification- Organisational complianceIndustry regulations- Organisational responseEnvironmental Impact- Noise / Spills sTrade AssociationsCompetitorsCouncil executiveBusiness partnersContractorsStructure of the OrganisationRoles within the OrganisationReliable and stable workforceCompetency of workforceContractual ArrangementsService Level AgreementsSuccession PoliciesStaffBusiness partnersTrade UnionsContractorsExternal Considerations- Legislations- Compliance- Compliance- On time delivery- Demonstrable risk management- Recognition of ISO requirements- Delivery / Quality / Price- Cabinet meeting outcomes- "Buy in" to ISO systems- Compliance to ISO systemsInternal issues- Organisational chart- Organisational chart- Issues that may affect this- Training and competency schedule- Customer / Supplier agreements- Trading levels / Standards to be achieved- Who takes over responsibility?Internal Considerations- Working Conditions; Training opportunities; Appropriate- Good risk management- As staff- Compliance to ISO systemsthPage 7 of 40ESM 43012Issue Date: 4 October 2017

Environmental ManualISO 14001:2015The following sections are to be used asreference and cross referral onlythESM 43012Issue Date: 4 October 2017Page 8 of 40

Environmental ManualISO 14001:2015ENVIRONMENTAL MANAGEMENT 15.16.BSENISOCLAUSEEnvironmental PolicyEnvironmental AspectsLegal and other RequirementsObjectives, Targets & ProgrammesStructure and ResponsibilityCompetence, Training & Awareness RaisingCommunicationDocument ControlOperation ControlEmergency Preparedness and ResponseMonitoring and MeasurementEvaluation of ComplianceNon-conformance, Corrective and Preventative ActionControl of RecordsInternal AuditManagement ng Information DefinitionsRegister of Environmental Aspects and regulatory/policy requirementsCriteria for determining sustainability impact / significance (EMF 722.1)List of EMS System FormsDepot ProceduresDepot Site Plan showing Environmental Waste areas and drainage interceptorsRe-Act – The London Borough of Redbridge Environment Action PlanDangerous Goods Audit ReportDGSA Checklist – Monitoring Dangerous Goods requirementsEnvironmental Control Procedures – Performance & Warranty / EMS ManagerthESM 43012Issue Date: 4 October 2017Page 9 of 40

Environmental ManualISO 14001:2015EMP 1. - ENVIRONMENTAL POLICY1. ScopeThe Transport Services Engineering Workshops is part of the Highways andCleansing service area which provides fleet procurement, fleet management,vehicle maintenance and vehicle and plant repair services for circa 600 Councilowned vehicles and assets.The International Organisation Standard, ISO 14001:2004, ISO 14001:2015 givesthe requirements for environmental management systems by addressing theprinciples and processes surrounding the environmental issues to be addressed byorganisations of this type. The scope of the activity covered by the EngineeringWorkshop is for the provision of repairs, maintenance, service and associatedautomotive services including the procurement of vehicles. and this Environ

standard, the ISO 14001:2004 manual is being integrated into the new manual so that cross referencing between the two systems becomes easier and enhances the understanding of the differences between the new and the old standards. This is to be used as a reference document only _ ESM 43012 Issue Date: 4th October 2017 Page 1 of 40 _ Environmental Manual ISO 14001:2015 _ Introduction .

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