UNU and ISO14001

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UNU and ISO14001

ISO14001 Staff Training on the UNU
Environmental Management System

November/December 2002

Gerard Brady, ISO14001 Implementation Officer

Today’s Training Presentation

1. What ISO14001 means?


2. What ISO14001 means for the UNU?


3. What ISO14001 means for UNU Staff?


PART1:

What ISO14001 means?

So what is ISO 14001?

ISO

is the
International Organization for
Standardization

who prepare a wide range of
internationally agreed technical standards and
guidelines.


ISO14001

is the international standard which
provides the specifications of use for
environmental management systems (EMS)
.


What’s an EMS

A Definition?


An

Environmental Management Systems (or EMS)

comprises the range of environmental policies,
objectives, targets, plans, strategies, and procedures
of an organization which help control day
-
to
-
day
operations in an environmentally
-
friendly way.


Who, When, How?

Blame the Nineties!




1991
-

Strategic Advisory Group on Environment
(SAGE)


ISO and the International Engineering Consortium started an
initial intensive consultation process.




1992
-

UNCED,

Rio Earth Summit



Committed to supporting the principles of “sustainable
development”




1993
-

ISO/TC 207, Environmental management


Internationally represented technical committee formed to
develop the ISO14000 standards.




1996
-

ISO14001 released


The first of the ISO 14000 ‘family group’ of standards on
environmental management.

ISO14001 EMS


Voluntary


ISO14001 and ISO14004 provide guidelines for
organisations to develop their own
EMS.



Generic


Applicable to all types and sizes of organisations,
across cultural and geographic differences.




Systems Focused


Less concerned with environmental performance,
but more concerned about good management
systems

Basic Elements of ISO14001

Management Review



Analyse performance



Recommend improvements

Planning Stage



Prepare or amend policy



Set objectives and targets



Schedule actions

Implementation and Operation Stage



Training and awareness



Activities and communications



Document and operational control

Checking and Corrective Action



Monitoring and Measurement



Audit and Corrective Actions

D

Do

Check

P

Continual

Improvement

Plan

A

C

Action

Internal Benefits


Financial and resource savings


Encourages staff commitment and morale


Improvements in operational efficiency


Encourages integration and streamlining of
existing management practices

External Benefits


Improves local environmental health


Promotes a green image
-

“Practice what you
preach”


Improves business, government and community
relationships


Model/benchmark for other organizations (including
those within the UN?)

The World of ISO14001

Organizations in Japan with
certified ISO14001 EMS

UNU is one of these!

Some issues with ISO14001?


Certification


“Only in it for the certificate”


Slow activity after certification



Limited and Inflexible


Allows EMS to be small and insignificant


Limited scope for innovative approaches in EMS



Participation and Enthusiasm


Difficult to obtain active support from all staff & stakeholders


“Change factor”



Participation and Enthusiasm


Perception among staff that it involves more paperwork


Create new and separate activities, rather than modify
existing activities in conformance with the standards



Overstretching


Setting unrealistic goals, objectives and targets

The Rest of the Family

ISO14010
-

Environmental Auditing

ISO14012
-

Qualification of Auditors

ISO14015
-

Environmental Assessment of Sites/Entities

ISO14020
-

Environmental Labels (Principles)

ISO14024
-

Labels (Procedures)

ISO14025
-

Labels (Declarations)

ISO14031
-

Environmental Performance Evaluation

ISO14032
-

EPE (Case Studies)

ISO14040/41/42/43/48/49: Lifecycle Assessment

ISO14050: Environmental Management Vocabulary

PART2:

What ISO14001 means for
the UNU?

Key Milestones


UNU began working on the ISO14001 initiative in
May 1999 with establishment of a Steering Group.



EMS developed and integrated with the UNU
biennium reporting procedures.



Deadline for meeting targets and objectives is Dec
2001 (base year for all targets is 1998).



In January 2001 JSA registers UNU
-
EMS as
compliant with ISO14001.

UNU Environmental Policy
Statement

The aims of UNU’s ISO14001 Initiative:

1.
Greening

Our

Work

Practices


Comply

with

all

applicable

environmental

laws

and

regulations


Green

our

procurement

practices


Reuse,

reduce

and

recycle

materials

and

goods

purchased


Save

energy

and

reduce

water

consumption


2.
Greening

Our

Work

Place


Improve

the

quality

of

the

working

environment

within

the

UNU

buildings

in

Tokyo


3.
Contribute

to

the

Global

Community


Engage

in

research,

networking,

knowledge

transfer

and

capacity

building

projects

contributing

to

environmental

sustainability


4.
Contribute

to

the

Local

Community


Be

a

responsible

neighbor


Organize

environment

related

events




EMS Structure

ISO14001 Steering Group

Chair:



Prof. Motoyuki Suzuki (UNU EMS Coordinator)


Members:

(in alphabetical order)

Brendan Barrett (UNU/IAS)

Gerard Brady (ISO14001 Implementation Officer)

Libor Jansky (UNU ESD)

Noboyuki Kawade (UNU/IAS, Building Administration)

Yuji Oshige (UNU Administration, Procurement)

Jerry Velasquez (GEIC)

Makiko Yashiro (GEIC)

Progress Report


Sep 1999
-

Initial Environmental Review


Nov 1999
-

UNU ISO14001 Website


Mar 2000
-

Preliminary Audit (JSA)


Jun 2000
-

EMS Manual


Jul 2000
-

Online Forum and other key EMS documentation


Aug 2000
-

Pre
-
Certification Audit


Oct 2000
-

Internal Audit and Management Review


Dec 2000
-

Stage 2 Certification Audit


Jan 2001
-

ISO14001 certification


Apr 2001
-

Green Procurement Procedures


Jan 2002


Internal Audit


Feb 2002


1st Surveillance Audit


Jun 2002


ISO14001 Implementation Officer employed P/T


Sep 2002


Environmental Review 2002.


Certification Body

Our environmental management system was audited by
the Japan Standards Association (JSA).


For more information see:

http://www.jsa.or.jp/eng/index.htm



We are certified under JAB and UKAS.

JSA Certification Process




Continual process of

preliminary, registration and

surveillance audits





UNU is coming up to the 2
nd


Surveillance Audit





ISO14001 registration

reassessed after 3 years.

Why did we go to all this effort?

Well, when we began in 1999 the UNU faced:



Increasing Utility Costs (US$ 800,000/year)



6
-
7,000 m
3

of water per year



50
-
60 m
3

of industrial waste



15
-
20,000 kg of general waste



1.5 million sheets of paper per year



US$1m per year on procurement

But has it made a difference?

By 2001 the UNU have had some notable successes:




Decrease in utilities expenditure by 8% = cost
saving of around ¥7 million



Decrease in waste expenditure by 6% = cost
saving of ¥100,000



Increase in amount of recycled paper used

from
4%

in 1998 to 60% in 2001. (Total paper used,
increased by 50%)



I
ncrease in environmental related projects from a
18 to a total of 30 projects

Consumption?

Utilities Consumption Index
(1998 Total=100)
Electricity
Gas
Water/Sewage
Air Con.
70
80
90
100
110
120
130
1998
1999
2000
2001
2002 est.
Year
Index
(90 = 2001 target)
Expenditure?

Utilities and Waste Expenditure
Index
(1998 Total=100)
Waste
Utilities
70
80
90
100
110
1998
1999
2000
2001
2002 est.
Year
Index
(90 = 2001 target)
Waste?

Waste Generation Change 1998 to 2001
Total, -5.7%
Industrial, 43.3%
General, -18.0%
Total Recyclable, -3.8%
Cans, -69.6%
Bins & Other, -52.5%
Polystyrene, -42.0%
Newspapers, -18.7%
Fluoro's, -15.0%
Mixed, 0.6%
Cardboard, 14.1%
Magazines, 143.4%
-75.0%
-50.0%
-25.0%
0.0%
25.0%
50.0%
75.0%
100.0%
125.0%
150.0%
1
Waste Category
%
So what!




25 academic facilities have

obtained ISO14001 certification in

Japan.





UNU was the 5
th

to do so.





We are also the first UN agency to

obtain certification.

PART 3:

What ISO14001 means for
UNU Staff?

Key EMS areas for UNU Staff

We don’t want to
make our EMS
bureaucratic nor like
jumping through
hoops….

1.
EMS Targets and Objectives



provide
the backbone for ISO14001 activities
and staff involvement


2.

Internal and External Audits


staff need
to be a little prepared for audits and
know what to expect


3.

Online Forum


and other opportunities
for staff involvement

Setting the Targets

(1)
Undertake environmental review
-


including Staff Questionnaire

(4) Rank the significant environmental

aspects

(2) Identify environmental aspects

and circulate to all staff for comment

(3) Develop environmental manual

and procedure UNU
-
EMS 4.3.3

(5) Based on SEAs, develop targets

and objectives for each unit

(6) Implementation and Operation

(7) Internal Audit and Management

Review

(8) Implement Corrective Measures

Cycle of Continual Improvement

We need to do this
with our eyes wide
open and clear
targets

Did we meet our Targets and
Objectives

Objectives Achieved!


Reduce waste by 10%


Introduce waste separation system


Increase recycled paper use to 50% of total


Reduce energy consumption by 10%


Develop a green procurement system


Initiate an emergency preparedness system


Build upon our existing environment research


Needs more work?


Review our legislative requirements


Review internal working conditions


Introduce energy
-
wise programme


Improve the air
-
conditioning performance


Continue to host public events

Potential Targets and Objectives
for the next biennium


Review our legislative requirements


Develop Waste Management and Recycling Policy


Develop Energy Management Policy


Develop Water Management Policy


Reduce water and energy consumption and waste generation by 5%


Review Green Procurement Policy


Investigate material and supplier options for UNU Press


Review emergency preparedness procedures


Review ISO14001 management structure


Review the internal working environment conditions, including lighting,
air and water quality


Build upon our existing environment related research, education and
capacity building programmes


Continue our external activities with the community, in particular
information dissemination, communications and network support in
relation to environmental issues

Long Term Objectives


Measure our Total Impacts


Investigate indirect impacts of research activities


Ecological Footprinting


what is our total impact in relative
terms?



“Paperless office” concepts


Maximising the use of IT technologies in our day
-
to
-
day work



Alternative energy sourcing


Identify opportunities for small facilities on Campus

Units 1 and 2:

UNU/IAS and UNU Centre


Comply with overall targets and objectives.


Research projects related to the
environment.


Capacity building.


Outreach to local and global communities.


Other as developed by units.

Unit 3: UNU Services


Comply with overall targets and objectives.


Communication with general public and other
stakeholders through development of
explanatory materials.


Dissemination of research results (including
electronic).


Other as developed by unit.


Unit 4: UNU Administration


Comply with overall objectives.


Promote green procurement policies.


Oversee emergency preparedness.


Develop training policies.


Cooperate with sub
-
contractors on building
management.


Others as developed by unit.

Unit 5: UN Agencies


Exchange information on ISO14001 related
matters.


Understand the UNU’s approach to
environmental management.


Voluntary participation in the attainment of
targets and objectives as well as training
activities.

2
nd

Annual Surveillance Audit




Due in February 2003 with Japan Standards

Association (JSA)




Will most likely focus on a particular area of the

UNU
-
EMS (i.e. documentation or implementation)




Involves interviews with Staff and Unit Leaders.

Types of Questions

For Unit Head:



Responsibilities of the Unit under the UNU
Environmental Management System


Explanation of programme, projects and other daily
operations


Unit specific significant environmental aspects


Legal and other requirements


Environmental policy statement


Objectives and targets


Implications of the results of Internal Audit
(nonconformity, corrective actions, etc.)

Types of Questions

For Individuals:



Environmental policy statement


Unit specific significant environmental aspects


Objectives and targets


Environmental awareness


Participation in training activities and location of
records


Individual actions for better waste management and
energy savings


Implementation of EMS procedures

Audit Programme

Date and Time

Activities

Day 1

9.30
-
10.20

Opening Meeting

10.20
-
13.20

Audit of the EMS Coordinator
and the ISO14001 Steering
Group

Audit of Unit 1: UNU/IAS

13.20
-
14.20

Lunch

14.20
-
16.00

Audit Team Meeting

16.00
-
16.40

Daily Meeting (Confirmation of Findings)

Day 2

9.50
-
10.30

Interview with the Rector

10.30
-
13.30

Audit of Unit 2: UNU
Centre

Audit of Unit 4:
UNU
Administration

Audit of Unit 3: UNU
Services

10.30
-
12.30

Audit of Unit 5: UN
Agencies

12.30
-
13.00

13.30
-
14.30

Lunch

14.30
-
16.30

Audit Team Meeting

Audit of Unit 5:

14.30
-
15.00

16.30
-
17.30

Closing Meeting

“Be positive!”


“Emphasize the benefits of our
work for the global and local
environment”


“Enjoy it”


Internal Audit and
Management Review


Rector requests an internal audit every two years
in line with biennium reporting.



UNU personnel conduct the internal audit.



Recommendations submitted to Senior Officers
Meeting (SOM) for management review



SOM may request ISO14001 Steering Group to
undertake further tasks

UNU ISO14001 Website and
Online Forum



Online accessibility to EMS

documentation and records



Support for communication and

awareness raising



Opportunity for staff to comment

and

raise issues of concern through

the

forum “Opinion Box”


Essential for staff to use this resource
to prepare for audit.

No point creating an
EMS that just makes
more paperwork

http://www.unu.edu/ISO14001


Green Team?




Proposal for an ISO14001 Implementation

Group





A staff
-
based “Green Team of Green

Wardens”





Assist with ISO14001 initiatives at each floor

or department and provide feedback





ISO14001 Steering Group will approach

enthusiastic volunteers from all Units

What else can you do?




Think of simple ways to reduce your own impact your

desk, room, department, floor or building, like;


Turning off lights and computers


Sorting your waste at your desk


Using less water in the kitchen and bathrooms





Be informed!


Check out the ISO14001 website for updates


Read the Newsletters





Submit questions or report issues


Register on the Online Forum


Send email to the ISO14001 Steering Group


We’re here to help you out, but we need you to help us out
as well!

Any questions or
comments?