Environmental Management Systems: Systematically Improving .

Environmental Management Systems:Systematically Improvingyour PerformancePorts Sector

Catching the Wave of Sustainable and SecurePort CommunitiesPublic ports face numerous, daunting challenges as theystrive to meet the growing demand of international trade.Escalating environmental compliance requirements,emerging security standards, and the need to maintainand strengthen community confidence all challenge portsto analyze, manage, and control the consequences oftheir every activity. Today’s market realities require newapproaches to achieve sustainable, secure ports.Ports across the globe have found adoption ofEnvironmental Management Systems (EMSs) is a way toplan for continuous improvement in environmental performance. Ports nationwide have realized some of the following benefits by implementing an EMS: Improved community relations and public image Increased cost savings Improved environmental compliance and performance Improved internal communication Reduced risk and improved securityIf you are looking for a proven, efficient way tomanage your port in an environmentally friendlyand secure way, then an EMS may be right for you.“We see the EMS as a valuable tool tohelp us meet the environmentalchallenges facing our port. We haveseen enough positive signs with ourpilot program, that we are encouragedto expand the program port-wide tocover all aspects of our operations.The response from affected employeeshas been very positive.”—Ralph G. Appy, Ph.D., Director of Environmental Management,Port of Los Angeles

Environmental Management System (EMS)FundamentalsAn EMS weaves environmental decision making into thefabric of an organization’s overall business practices,facilitating compliance while improving performance. AnEMS’s systematic approach allows organizations to bemore efficient, more competitive, and better able to meetimportant challenges. While each EMS is unique, mostfollow the Plan-Do-Check-Act model. A Plan-Do-CheckAct approach establishes a framework to examine theenvironmental aspects of your organization, thendevelop, implement, monitor, review, and revise environmental programs and procedures to continually promoteimprovement. Many ports already have components ofan EMS in place that they can build upon, such aswritten and unwritten procedures, best managementpractices, and regulatory compliance programs.An EMS’s systematic approach also can be applied toyour port’s security management while assistingwith emergency response planning.

Improve Your Port’s Public ImageEMSs provide you with a structured and comprehensiveway to demonstrate your environmental efforts to the communities in which you operate and serve. Ports that adoptEMSs can enjoy improved community relations, and overallpublic image. You can use an EMS to identify opportunitiesto not only inform, but also to involve communities in environmental issues. By engaging the local community, as wellas tenants and carriers, you can build credibility and trust foryour port.Ports that adopt EMSs also can build a positive relationshipwith regulators by taking advantage of available state andnational programs, such as the U.S. EnvironmentalProtection Agency’s National Environmental PerformanceTrack, which offer incentives ranging from public recognitionto regulatory flexibility to facilities that consistently performbeyond regulatory compliance.“There are a lot of eyes on the portbecause our drinking water wellheadis near solvent-contaminated siteswith ongoing remediation. TheDepartment of Ecology and the Cityof Vancouver, both having roles inprotecting our community’s drinkingwater, were very pleased to learnabout our EMS effort. The EMSultimately will help coordinatecleanup efforts with the protection ofour drinking water system.”—Larry Paulson, Port Executive Director,Port of Vancouver (WA)“Because a residential area abuts ourport, outreach to the surroundingcommunity is a priority. At Massport,we strive to be good corporatecitizens as well as good neighbors.Informing the local community aboutvarious Massport programs andinitiatives at our facilities helps us toaccomplish this. Our efforts toimplement more sound environmentalpolicies, such as those outlined in theEMS, are certainly appreciated and inthis case applauded.”—Michael A. Leone, Port Director,Massachusetts Port Authority

Identify Opportunities to Reduce CostsPorts that implement an EMS can experience costsavings, even within the preliminary stages of EMS development and implementation. Savings attributed to EMSinclude: Increased operational efficiencies; Lower insurance premiums and improved bond ratings; Reduced water and energy use; and Reduced waste and associated disposal costs.For example, the Port of Houston expects by 2005 toreduce energy consumption by five percent by makingbuilding modifications and re-powering crane engines.Upfront costs for an EMS can be quickly recoveredthrough its early identification of pollution prevention initiatives, potential liabilities, and opportunities to reduce risks.In addition, an EMS can help you weigh the costs andbenefits of potential environmental improvements so thatyou can make informed decisions.“Our EMS helps us meet ourenvironmental goals while at thesame time saving money. In 2001 thePort of Portland began targetingproduct categories, such as papertowels, office paper and tonercartridges, for environmentallypreferable purchasing. Within twoyears, 74 percent of our purchases ofthese products were environmentallypreferable and, in addition, saved theport more than 60,000 annually.”—Bill Wyatt, Port Executive Director,Port of Portland (OR)

Facilitate Environmental Compliance whileImproving and Measuring PerformanceComplex and stringent environmental laws and regulationscompel ports to consider formalized systems to identifyand resolve environmental problems, reduce liabilities, andmanage risks. An EMS’s systematic approach can bringa sense of order to the environmental compliance processand keep environmental issues from falling through thecracks, which can result in violations and fines.Likewise, you can proactively improve performance in priority areas; for example, reducing air emissions, improvingwater quality, and minimizing impacts of growth. An EMShelps ports set goals and measure progress.“Our port’s EMS is helping us identifyand prioritize environmental issues,especially those with the greatestimpact. It is also helping us documentprocedures and stay on top of everyregulation out there.”—Gary P. LaGrange, President & CEO, Port of New Orleans“The Port of Virginia’s EMS isencouraging port operators to bemore proactive in exceedingcompliance requirements. It is ourhope that this positive approach willresult in quantifiable reductions in airand water quality impacts as well asimprove operational efficiency andprovide measurable cost savings.”—J. Robert Bray, Executive Director,Virginia Port Authority

Open Channels of Internal CommunicationEffective communication among employees plays a critical role in improving a port’s operational efficiencies.Proactive communication also can lead to increasedemployee morale and elevated employee retention rates.Ports that communicate about their EMS effort andexpand opportunities for employee participation oftenboast more informed, involved, and proactive employees.Forthright communication with employees also demonstrates commitment to environmental protection andworker safety. Employee participation on EMS implementation teams gives them an important and empoweringrole in decision making.“An EMS allows everyone to feelownership of environmentalresponsibility, from the top to theshop. It provides a commonlanguage for people to understandbecause it helps define their jobs andresponsibilities.”—Hank Habicht, Chief Executive Officer,Global Environment & Technology Foundation“Morale is high. When we presentedthe EMS initiative to our maintenanceand facility personnel, we stressedthat the suits are not coming downand telling you what to do. We allwork side-by-side, and when we startidentifying procedures, everyone isinvolved in the process.”—Rick Larrabee, Director, Port Commerce Department,Port Authority of New York & New Jersey

Enhance Security to Meet New DemandsPorts play a vital role in national and regional economiesas well as in the country’s national defense. Preventingsecurity vulnerabilities at ports is a priority of utmost importance. An EMS offers a systems approach to effectivelyidentify, assess, manage, and prevent security risks, someof which are also environmental risks.The system’s Plan, Do, Check, and Act method allows forthe integration of environmental and security risk assessment. An EMS can help protect ports by: Integrating security into everyday operations; Identifying threats and risks; Incorporating emergency response planning; and Improving employee vigilance.An EMS allows ports to handle today’s increased trade ina secure and environmentally responsible way.“The requirements and demands ofport security literally have changedovernight. Using a systems approachallows us to manage the rapidlychanging security regulations anddeadlines. Today, the approach ishelping the Port of Houston identifyand prioritize vulnerabilities and risksso that we can make security better,faster.”—James T. Edmonds, Chairman,Port of Houston Authority

Get Started with an EnvironmentalManagement SystemNow that you’ve learned how an EMS can enhance yourport’s public image, reduce costs, improve environmentalcompliance and performance, improve internal communication, and reduce risk and improve security, here are afew steps to get you started.Take Advantage of Assistance and ToolsTailored to the Ports IndustryThe American Association of Port Authorities (AAPA) andthe Global Environment and Technology Foundation(GETF) are working with EPA’s Sector Strategies Programto help public ports develop EMSs. Take advantage of thecustomized training resources, expertise, and supportavailable through this partnership. To begin developingyour port’s own customized EMS, refer to numerous onlineresources including a list of Technical AssistanceProviders, sample documents, as well as other EMS toolsby visiting www.epa.gov/ems and www.peercenter.net.Other organizations, such as state environmental agencies, universities, and AAPA’s Sustaining Members, mayalso offer EMS expertise. For more information about EPASector Strategies Program, visit www.epa.gov/sectors.You also can work with AAPA to ensure that your port’svoice is heard in discussions with EPA about futureenvironmental programs by getting involved in AAPA’sHarbors, Navigation and Environment Committee(www.aapa-ports.org/programs/hne).Start Small and Build MomentumAn EMS is based on common sense and intuitive business decisions. Learn from the tools listed above, thenstart by taking small, achievable steps and build momentum from there. To be effective, you will need proactiveinvolvement from senior management, front-line workers,and supervisors throughout your port. Keep the bigpicture in mind, but define reasonable expectations, setgoals and timeframes in line with your expectations, thenmonitor progress, making corrections where necessary.Capitalize on any elements of an EMS your port mayalready have in place to advance to the next level inenvironmental management.