JPR_8553.1.pdf

Johnson Space Center Procedural Requirements

JPR No.: 8553.1C

Effective Date: 01/21/2014

Expiration Date: 01/21/2024

Verify correct version before use at http://server-mpo.arc.nasa.gov/Services/CDMSDocs/Centers/JSC/Home.tml

JSC Form JF2420B (Revised April 3, 2012) (MS Word August 28, 2006)

Verify that this is the correct version before use

Compliance is Mandatory

Environmental Management System Manual Revalidated, March 2019

Responsible Office: Center Operations Directorate

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Table of Contents

Change Record Log

PREFACE

P.1 PURPOSE

P.2 APPLICABILITY

P.3 AUTHORITY

P.4 APPLICABLE DOCUMENTS AND FORMS

P.5 MEASUREMENTS/VERIFICATION

P.6 CANCELLATION ............................................................. Error! Bookmark not defined.

Chapter 1 Overview

1.1 Scope

1.2 Policy

1.3 Roles and Responsibilities

1.4 JSC Environmental Compliance Program

Chapter 2 Planning

2.1 Scope

2.2 Procedures

Chapter 3 Implementation and Operation

3.1 Scope

3.2 Responsibilities

3.3 Training, Awareness, and Competence

3.4 Communication

3.5 EMS Documentation

3.6 Document Control

3.7 Operational Control

3.8 Emergency Preparedness and Response

Chapter 4 Checking and Corrective Action

4.1 Scope

4.2 Procedures

4.3 Internal EMS Evaluations

4.4 Non-conformances, Corrective and Preventive Actions

4.5 Control of Records

Chapter 5 Management Review

5.1 Scope

5.2 Procedures

5.3 Records

Appendix A Terms and Definitions Appendix B Acronyms Appendix C Environmental Management System Procedures Matrix

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Change Record Log

Revision Date Originator Description of Changes

Baseline 04/2005 JA/M. Jo Kines x33218

Baseline document describes the JSC Environmental Management System and how elements are implemented at JSC.

A 09/2006 D. Macurdy Revisions resulting from Evaluation C5-05 findings. Changes clarify: scope of tenants;

contractor requirements for records and document & data control; update for new JSC Management Council.

B 11/2010 JA/M. Jo Kines x33218

Revisions resulting from issuance of Executive Order 13423 and associated changes to NPR 8553.1, NASA Environmental Management System.

Restructured and reformatted to conform to JSC Directive Format Requirements utilizing JSC Form 2420B and associated guidelines. Deleted appendices D-G.

C 01/2013 JA/A. Amor x33146

Reformatted to conform to JSC Directive Format Requirements utilizing JSC Form 2420B.

Changed the title of the Change History Log to Change Record Log.

Moved the Table of Contents in front of the Change Record Log.

Added details in Section P.1 detailing the purpose of JSC’s EMS.

Added a “Scope” section to each chapter to conform with JPR requirements.

Added statement in Section P.2 identifying all mandatory actions are denoted by statements containing the term “shall”. The terms “may” or “can” denote discretionary privilege. “Should” denotes good practice but not required. “Will” denotes expected outcome.

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Updated cancellation to indicate this document cancels JPR 8553.1 dated March 2011.

Relocated the “Policy” Chapter into Chapter 1 “Overview.”

Inserted Section 1.3 “Roles and Responsibilities” for NASA HQ, Center Management, DLOs, EMS Liaisons, the EMS Representative, the ESS, and EMP Managers.

Identified program areas managed by the Safety and the Test Operations Divisions.

Inserted program areas managed by the Center Operation Directorate’s Planning and Integration Office.

Chapter 3 “Planning” becomes Chapter 2 after moving the “Policy” section into Chapter 1 “Overview.”

Incorporated the “Responsibilities” section of each Chapter into the text.

Prioritized listing of requirements within each section with the most important first to least important.

Inserted requirement in Section 2.2.3 that Senior Management shall approve or disapprove EMPs advocating for adequate technical, financial, and human resources.

Created a “Responsibilities” section in Chapter 3.

Inserted reference in Section 3.3 concerning Training, Awareness, and Competence related to requirements outlined in JPR

8550.1 JSC Environmental Compliance

Procedural Requirements.

Created Section 3.4.1 “Internal Communications” detailing requirements internally between the ESS, the Environmental Office, the DLOs, and the JSC EMS Representative.

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Inserted requirement in Section 3.7(b) requiring EMP Managers to identify and document controls for EMPs in the EMS Aspect Control Database.

Created a “Scope” section for Chapter 4 Checking and Correction Action.

Inserted language into Sections 4.5 and 5.2.2(b) regarding the control of records to demonstrate conformance with Executive Order 13423, JWI 8553.1, ISO 14001:2004, and any other applicable legal and other requirements.

Inserted language in Section 4.2.2.1(c) and

4.3 (a) requiring that all internal evaluations be conducted in accordance with JWI 8553.2.

Revalidation 3/2019 JE/S. Ali x35764

Updated document references throughout.

Updated P.6 Cancellation. Removed “quarterly” from 1.3.f. Reworded 1.4.1.b(5) per IRD’s request. Change “biennial” to “triennial” in 3.3.a. Corrected capitalization and grammar errors throughout. Removed references to JWI 8570.1.

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PREFACE

P.1 PURPOSE

The National Aeronautics and Space Administration (NASA) Johnson Space Center (JSC) Environmental Management Systems Manual is used to delineate Center policies and the procedures needed to maintain the Environmental Management System (EMS).

This JSC Procedural Requirement (JPR) documents the scope, procedures, structure, responsibilities, and functional requirements of the EMS.

P.2 APPLICABILITY

a. This directive is applicable to all organizations at JSC, Ellington Field (EF), Sonny Carter Training Facility (SCTF), and El Paso Forward Operating Location (EPFOL).

These requirements do not apply to White Sands Test Facility.

b. In this directive, all mandatory actions (i.e., requirements) are denoted by statements containing the term “shall.” The terms “may” or “can” denote discretionary privilege or permission, “should” denotes a good practice and is recommended, but not required, “will” denotes expected outcome, and “are/is” denotes descriptive material.

c. In this directive, all document citations are assumed to be the latest version unless otherwise noted.

P.3 AUTHORITY

a. NASA Policy Directive (NPD) 8500.1, NASA Environmental Management

b. NASA Procedural Requirements (NPR) 8553.1, NASA Environmental Management System

c. JSC Policy Directive (JPD) 8500.1, JSC Environmental Excellence Policy

P.4 APPLICABLE DOCUMENTS AND FORMS

a. NPR 8570.1, NASA Energy Management Program

b. JPR 1040.4, JSC Emergency Management Plan

c. JPR 1281.5, Document and Data Control

d. JPR 1281.9, Process Control

e. JPR 1281.11, Metrology and Calibration

f. JPR 1281.14, Corrective and Preventive Actions, and Continual Improvement

g. JPR 1410.2, JSC Directives Procedural Requirements

h. JPR 1440.3, JSC Records Management Procedural Requirements

i. JPR 1700.1, JSC Safety and Health Handbook

j. JPR 2314.2, Managing Internal JSC Documents

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k. JPR 8550.1, JSC Environmental Compliance Procedural Requirements

l. JSC Work Instruction (JWI) 1040.26, JSC Emergency Plan Appendix 4 – Oil and Hazardous Substance Release/Spills

m. JWI 8553.1, EMS Aspect/Impact Assessment and EMP Process

n. JWI 8553.2, Environmental Management System Internal Evaluations

o. JWI 8570.1, Energy Conservation

p. JE1W-01, Environmental Legal and Other Requirements

q. ISO 14001, EMS Standard

P.5 MEASUREMENTS/VERIFICATION

Measurements and verification associated with determining the effectiveness of this JPR to assess conformance include triennial NASA Headquarters Environmental Functional Reviews (EFR) and periodic JSC EMS evaluations. JSC is required to complete an EMS declaration of conformance in accordance with the NPR 8553.1. The EMS Program is reviewed and updated with Center Management at least annually (see Section 2.2.3).

P.6 CANCELLATION

This JPR cancels JPR 8553.1B, JSC Environmental Management System Manual, dated March 2011.

Original Signed By:

Joel Walker Director, Center Operations

Distribution:

JDMS

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Chapter 1 Overview

1.1 Scope

a. The JSC EMS applies to all NASA organizations and on-site support and service contractors and their activities at JSC, EF, SCTF, and EPFOL.

b. NPR 8553.1 requires each NASA Center to implement an EMS. The NPR defines an EMS as a system that incorporates people, procedures, resources, responsibilities, and work practices into a formal structure. The EMS identifies and addresses important environmental impacts, promotes continual improvement, evaluates environmental performance, involves members as appropriate, and involves senior management in support of the environmental management program.

c. JPR 8553.1 implements specific elements of NPR 8553.1 and expands upon each element to relate to JSC specific organizations.

d. The JSC EMS applies to the JSC Exchange Operations (Building 3, Building 11, and Gilruth Center); all other tenants shall comply with environmental laws and regulations and other environmental requirements described in their leases or agreements.

e. While other Federal agencies co-located at JSC are not included in JSC's EMS at this time, they shall comply with all environmental laws, regulations, and JPR

8550.1 for activities performed on-site.

f. JSC developed the EMS to utilize JSC management and quality system elements that have already been implemented wherever possible.

1.2 Policy

a. The Center Director-established JSC policy on environmental management in JPD 8500.1 provides the framework and resources for implementing JSC’s

EMS.

b. The EMS promotes continual improvement, incorporates sustainable practices in programs, projects, and activities, while conforming to all applicable environmental policy and compliance requirements.

(1) JSC communicates JPD 8500.1 and the requirements of this JPR to all employees and on-site contractors through:

(a) The JSC internal Environmental web site

(b) Formal training

(c) Other awareness techniques (e.g., quarterly newsletter, posted announcements, and periodic outreach by promoting special events, such as Earth Day and America Recycles Day).

(2) The JSC Environmental Excellence Policy is also available to the public through the JSC external web site.

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1.3 Roles and Responsibilities

a. NASA Headquarters (HQ) is responsible for implementing applicable requirements related to Agency-wide issues and initiatives.

b. The JSC Center Director is responsible for implementation, development of the scope, assigning roles and responsibilities, providing resources for effective operation, and review of JSC’s EMS.

c. JSC senior management is responsible for management and review of the JSC

EMS.

d. Directorate Level Organizations (DLOs) are responsible for designating an EMS liaison and a DLO Environmental Stewardship Subcommittee (ESS) representative, and implementing actions to achieve and manage Center-wide Environmental Management Programs (EMPs).

e. EMS liaisons are responsible for assisting with the planning and execution of internal EMS evaluations and external EMS evaluations, interfacing with the EMS core team, DLO management, and employees on matters related to the EMS, and overseeing environmental compliance, including facility corrective actions necessary to resolve nonconformities with JSC’s environmental requirements.

f. The JSC EMS representative, designated by the Lead of the JSC Environmental Office, is responsible for facilitating the annual management review and meetings with the EMS core team, assisting in annual aspect/impact ranking and reviews, including evaluating information in the EMS aspect control database per JWI 8553.1 and performing the planning and overseeing implementation of internal evaluations, per JWI 8553.2.

g. The ESS is chaired by the Director of Center Operations or designee, and is responsible for the development of Center-wide EMPs for approval by senior management, and for obtaining and allocating the necessary resources to implement them.

h. Each EMP manager is responsible for tracking and monitoring actions required in the approved EMP and reporting the progress and status to the JSC EMS representative and the EMS core team.

i. The EMS core team consists of the Environmental Office, the JSC EMS representative, EMS liaisons, EMP owners, and the DLO ESS representative.

The EMS core team shall communicate within their organizations to disseminate information and obtain input in order to provide oversight and improve the EMS.

j. The Environmental Office is responsible for:

(1) Conducting annual risk ranking for aspect and impact assessments

(2) Maintaining and implementing Unique Work Instruction JE1W-01

(3) Providing training in aspect/impact assessment

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(4) Reviewing existing procedures for revisions or develop new procedures to implement legal and other requirements

(5) Managing or overseeing Environmental Compliance Programs and determining the applicability and effect of new regulatory requirements

k. The JSC Office of Chief Counsel is responsible for interpreting legal and other requirements.

l. All employees, civil servants and contractors, shall receive the required training and conduct operations in accordance with the requirements identified in this document, and understand the role of EMS within their jobs.

1.4 JSC Environmental Compliance Program

The JSC Environmental Compliance Program is an element of the EMS that identifies requirements associated with activities generating pollutants or potential pollutants and controlling or mitigating the effects of releases or potential releases into the environment. Compliance programs aid to meet applicable regulatory or other requirements, such as environmental permits or authorizations. The EMS provides the structural framework of processes, along with checks and balances, to monitor and improve environmental compliance.

1.4.1 Other Compliance or Management Programs

a. Some compliance programs (for designated aspects identified in NPR 8553.1) are co-managed between the Environmental Office and designated JSC organizations. Some programs are managed entirely by designated JSC organizations.

b. The following paragraphs describe programs related to designated aspects, or parts of programs, that are managed entirely, or partially, by specified organizations.

(1) The following program areas are primarily managed by the Safety and Test Operations Division (NS) and the Occupational Health Branch (SD3) are the primary managers for the following program areas:

(a) Hazardous Materials Management

(b) Radiological Materials

(c) Medical and Bio-hazardous Wastes

(d) Noise

(e) Asbestos (except for certain notifications and waste disposal, such as requirements for the National Emission Standards for Hazardous Air Pollutants in 40 Code of Federal Regulations

(f) Lead Paint (except for disposal and air emissions)

Note: Requirements can be found in JPR 1700.1 or by contacting one of their representatives.

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(2) The Center Operations Directorate's Planning and Integration Office is responsible for the following programs:

(a) Energy Conservation Program

(b) Water Conservation Program

(c) Historical and Cultural Resources

Note: Requirements can be found by contacting one of their representatives or within NPR 8570.1.

(3) The Office of Emergency Management is responsible for overall management and planning for emergencies, including those that may result in adverse environmental impacts.

Note: Requirements can be found in JPR 1040.4.

(4) The Center Operations Directorate’s Logistics Division is responsible for:

(a) Fleet Services

(b) Transportation Services

(c) Property Disposal Programs

(5) The Information Resources Directorate is responsible for management of the Center’s information technology infrastructure, including infrastructure supporting EMS internal and external communication and employee training.

(6) The Center Operations Directorate’s Facilities Management and Operations Division is responsible for the sustainable facilities program.

Chapter 2 Planning

2.1 Scope

The Planning chapter describes the requirements and activities necessary to identify priority environmental aspects and impacts essential to developing JSC’s EMS. The Center demonstrates commitment to NASA and JSC’s environmental policies by establishing specific environmental objectives and targets.

2.2 Procedures

2.2.1 Environmental Aspects and Impacts

a. JSC shall conduct and document the assessment of environmental aspects and impacts and apply the risk criteria detailed in JWI 8553.1.

b. The Environmental Office shall identify priority environmental aspects and impacts essential to developing JSC's EMS as required by Section 3.1 of NPR 8553.1.

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c. The ESS shall develop recommended Center-wide EMPs for approval during the annual management review and identify the necessary resources to implement EMPs, and recommend reallocation of current resources, when applicable.

d. DLOs shall implement required actions to achieve Center-wide EMPs.

e. The JSC EMS Representative shall:

(1) Document results from assessments in JSC's EMS aspect control database

(2) Provide training in aspect and impact assessment

(3) Assist in aspect and impact ranking and review

f. DLOs shall designate an EMS liaison that ensures all assigned activities, products and services are evaluated, documented, reviewed, and updated at least annually for environmental impacts as required in JWI 8553.1.

g. DLOs shall designate EMP managers for EMPs assigned to their organization.

The DLOs will advocate for technical, financial, and human resources to achieve environmental compliance and EMP objectives (see also 2.2.3.b).

h. EMP managers track and monitor actions required within the approved EMP.

EMP managers shall report progress and status at least quarterly to the JSC EMS representative and EMS core team.

2.2.2 Legal and Other Requirements

a. The Environmental Office shall maintain and implement JE1W-01.

(1) The Environmental Office shall determine the applicability and facilitate determining the effect of new regulatory requirements.

(2) The Environmental Office shall review existing procedures and develop new procedures to implement legal and other requirements.

b. DLOs shall ensure that activities, products, and services within their organization achieve and maintain compliance with legal and other requirements.

c. The JSC Office of Chief Counsel shall be the final authority in interpreting legal and other requirements where there is disagreement between the JSC Environmental Office and DLOs.

2.2.3 Objectives, Targets, and Programs

a. This JPR sets requirements for establishing environmental objectives and targets that demonstrate commitment to NASA and JSC's environmental policies. The environmental objectives and targets within each EMP are developed as a result of identifying high priority environmental aspects and impacts, per JWI 8553.1.

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b. In conjunction with the annual management review, JSC senior management shall approve or disapprove EMPs and advocate for adequate technical, financial, and human resources to attain environmental compliance and EMS objectives.

c. The JSC EMS representative and the Environmental Office shall evaluate aspects and recommend objectives and targets in accordance with JWI 8553.1.

d. The ESS shall evaluate, develop and monitor EMPs to achieve objectives and targets in accordance with JWI 8553.1.

e. DLOs shall implement required actions to achieve Center-wide EMPs.

f. EMP managers shall track and monitor required actions in the EMP.

g. EMP managers shall report the progress and status to the JSC EMS representative and the EMS core team at least quarterly or as requested.

Chapter 3 Implementation and Operation

3.1 Scope

The Implementation and Operation chapter identifies the structure, responsibilities, and procedures for training, communication, documentation, controls, and emergency preparedness. Implementation of the EMS allows the Center to identify specific goals and targets to address high risk impacts and mitigate those to low risk impacts.

3.2 Responsibilities

a. The JSC Center Director or designee shall:

(1) Assign the roles and responsibilities to JSC employees and organizations to implement and maintain the EMS

(2) Provide the person holding the position of JSC EMS representative with the authority to collect and evaluate information necessary to implement and maintain the JSC EMS

(3) Ensure that the EMS is implemented to attain environmental compliance in a technically sound manner

(4) Advocate for adequate resources or reallocate existing resources necessary to demonstrate compliance and achieve EMS objectives

(5) Review the JSC EMS in accordance with NPR 8553.1 on an annual basis.

b. The JSC EMS Representative shall:

(1) Assist JSC senior management to establish, implement, and maintain the

EMS

(2) Identify resources necessary for effective implementation and maintenance of the EMS

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(3) Document EMS roles, responsibilities, and authorities to facilitate effective implementation and maintenance of the EMS

(4) Identify the JSC EMS training needs and develop and provide EMS training

(5) Coordinate with JSC EMS core team on developing strategies to implement the EMS

(6) Ensure appropriate contract or specification language related to EMS requirements is provided to the Procurement Office.

c. The EMS core team shall communicate within their organizations and disseminate or obtain information in order to provide oversight and improve the

EMS.

d. The Environmental Office shall provide technical assistance to establish, implement, and maintain the EMS, as appropriate.

e. DLOs shall:

(1) Ensure implementation of the EMS within their organizations as established in EMS procedures

(2) Designate an ESS representative, an EMS liaison, and others as needed to implement and maintain the EMS within their organization

(3) Act as an interface between the EMS core team, JSC senior management, and employees on matters related to the EMS, including environmental compliance.

f. The Procurement Office shall:

(1) Ensure that EMS-related requirements are solicited from the JSC EMS representative and developed during acquisition planning for specifications, statements of work, surveillance plans, deliverable data requirements, and other procurement terms and conditions

(2) Enforce EMS-related contract language incorporated within contracts.

3.3 Training, Awareness, and Competence

a. All on-site, non-transient JSC employees, civil servants, and contractors, shall complete EMS basic awareness training (System for Administrating, Training, and Educational Resources for NASA (SATERN) course entitled Environmental Responsibilities for JSC Employees) within ninety days of hiring or within ninety days of assignment to a new job task requiring the environmental training.

Refresher training is required at least triennially.

b. The JSC EMS representative shall develop training materials, update the SATERN training course as necessary and provide training to ensure and maintain awareness and competence of employees with the EMS.

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(1) Specialized EMS training shall be provided to employees responsible for identifying aspects and ranking impacts and managing priority aspects.

(2) The Environmental Office and JSC EMS representative shall identify the required competency for those individuals participating in evaluations and provide any necessary training upon request or recognized need.

c. The JSC Environmental Office shall identify the need for and develop environmental compliance training related to JSC processes and procedures described in JPR 8550.1.

d. Basic environmental compliance training related to Center requirements;

practices and policies as described in JPR 8550.1 shall be provided via classroom or computer based on-line training and made available to all JSC on-site employees upon request through SATERN, the JSC Environmental Web Site, or the Environmental Learning Center.

e. DLOs shall ensure that their employees and support contractors receive required environmental training and that they are competent to perform their jobs.

(1) Any employee performing tasks that have the potential to cause an adverse environmental impact or where there are compliance requirements shall be competent.

(2) Competence shall be determined on the basis of appropriate education, training, and/or experience, how the employee’s specific duties and tasks impact the environment (both positively and negatively), and how to properly control or mitigate adverse impacts and maintain environmental compliance.

(3) DLOs shall maintain records for each employee, for which 3.3.(e)(1) above is applicable, delineating competency requirements and documenting each employee’s competence (e.g., job description, credentials, training).

f. The DLO’s EMS liaisons shall:

(1) Obtain training from the JSC EMS representative in the roles and responsibilities as an EMS liaison

(2) Ensure that all employees and on-site contractors are aware of

(a) The JSC Environmental Excellence Policy and its applicability to their work

(b) Applicable operational controls

(c) How to report environmental problems

(d) Identification of the need for and aid in development of any training required to implement or maintain any EMP with assistance from the designated EMP manager

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(3) Ensure mandatory documentation is kept of environmental training taken by on-site civil service and contractor employees provided by the Environmental Office.

3.4 Communication

3.4.1 Internal Communications

Internal communications related to the EMS shall be conducted using methods including:

a. Regularly scheduled and planned, as well as ad hoc, communications and meetings between the DLOs and the EMS core team members

b. The JSC EMS website made available to employees and on-site contractors

Note: The JSC EMS website provides information on environmental issues and the EMS, including information on who to contact with questions, compliance requirements, training requirements, and access to on-line training, the EMS aspect control database, and EMPs.

c. Awareness materials and outreach events made available to employees and others (e.g., newsletters, pamphlets, JSC Today announcements, formal and informal meetings, and correspondence with EMS liaisons, ESS members, etc.).

3.4.2 External Communications

a. JSC shall communicate information about significant environmental aspects to external parties upon request as required under the Freedom of Information Act.

b. The Environmental Office shall communicate both verbally and in writing with external regulatory agencies and other interested parties on environmentally-related matters.

(1) Verbal communications related to regulatory compliance issues shall be documented, as appropriate.

(2) As appropriate, the Environmental Office shall prepare documentation (e.g., permit compliance reports) for signature by the designated responsible official, and coordinate with other affected stakeholders within JSC using established correspondence protocols.

(3) Records of external communications related to compliance shall be maintained in the official correspondence or project related files, as appropriate.

c. The Environmental Office shall assist with Federal/State agency coordination required by the National Environmental Policy Act, as described in JPR 8550.1.

d. The Environmental Office and Procurement Office shall ensure that appropriate requirements related to the EMS and environmental compliance are included in applicable contracts and tenant agreements.

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e. The Environmental Office shall report spills, releases, emissions, and incidents in accordance with applicable regulations.

3.5 EMS Documentation

The JSC EMS representative shall establish and maintain procedures for EMS documentation and document control. JSC establishes and maintains the following EMS documentation:

a. JPD 8500.1 which sets the overall goals for the EMS

b. JPR 8553.1 which, at a minimum, establishes:

(1) The scope of the EMS

(2) Requirements for establishing environmental objectives and targets for continual improvement of environmental performance

(3) The EMS elements and their interaction as developed, implemented, and maintained

(4) Other procedures and evidence that support and provide details and implementation of processes for controlling aspects

(5) Requirements for the development and maintenance of records documenting EMS results and activities, including but not limited to the annual management review and the Center's Director's conformity statement

3.6 Document Control

a. The JSC EMS representative shall be responsible for ensuring that EMS documents are kept up-to-date.

(1) Civil servant generated and maintained EMS documents and documented procedures shall be reviewed and updated in accordance with the requirements in JPR 1281.5, JPR 1410.2, or JPR 2314.2 depending on the type of document.

(2) Contractor-generated and maintained EMS documents shall be managed in a manner that meets their contract requirements and International Organization for Standardization (ISO) 9001 requirements for document and data control, at a minimum, and are to be available for review when requested.

(3) Civil servant generated obsolete documents that are retained for legal and historical purposes shall be archived per JPR 1440.3.

Note: Documents of external origin which are determined by the Center to be a necessary component of the EMS are identified as such and their distribution controlled.

b. Organizations shall be responsible for managing the EMS documents that they develop and implement.

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Note: In accordance with NPR 8553.1 compliance documents are not subject to EMS document control requirements, but shall be maintained according to applicable external requirements and must be readily available for review upon request.

c. The Environmental Office shall ensure environmental compliance documents are available to internal and external evaluators for review upon request.

3.7 Operational Control

a. JSC shall develop, implement, and maintain operational controls and operational control procedures for activities associated with EMS high priority environmental aspects; manage all other environmental aspects in order to prevent them from becoming high priority; and manage JSC environmental policy and compliance activities.

b. EMP managers shall identify and document controls in JSC's EMS aspect control database, as specified in JWI 8553.1.

Note: Procedures for the control of environmental aspects and impacts at the Center level are listed in Appendix C.

c. JSC shall control its activities and processes that affect the environment.

Potential operational controls include:

(1) Administrative controls: policy, procedures, rules, training, communication, supervision, and employee incentives

(2) Engineering controls: maintenance, monitoring, operation, testing, measuring, and physical structures

(3) Technological controls: process, materials, or product change

(4) Strategic controls: outsourcing, subcontracting, and discontinuance solutions

d. JSC shall modify or establish new procedures when needed to ensure conformance with JSC's environmental policy and EMS objectives and targets.

e. Each DLO shall, at a minimum, control environmental aspects and associated impacts to achieve and maintain environmental compliance by:

(1) Identifying activities and operations that affect the environment in accordance with JWI 8553.1 and JPR 8550.1

(2) Implementing environmental compliance requirements at the local level (local operational control, such as implementing associated standard operating procedures)

(3) Implementing all required or mandatory controls to ensure that prescribed compliance requirements are met

(4) Implementing DLO-assigned responsibilities to meet Center-wide objectives and targets

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f. Operational control shall be implemented within processes in a manner consistent with JPR 1281.9.

3.8 Emergency Preparedness and Response

a. JSC shall develop, maintain, and implement environmental emergency preparedness and response procedures to address potential incidents and their related adverse environmental impacts.

b. JSC shall include potential incidents and their attendant adverse environmental impacts in an Emergency Preparedness and Response Plan as detailed in JPR 1040.4.

c. The JSC Office of Emergency Management shall:

(1) Include potential environmental incidents and impacts in the development of JSC’s Emergency Preparedness Program

(2) Provide training, including drills, on emergency response involving environmental impact to employees

d. The Environmental Office shall:

(1) Review and update information related to environmental impacts that may affect emergency management requirements, including but not limited to periodically reviewing and updating as necessary JWI 1040.26

(2) Provide training on how to recognize, report, and immediately respond to a chemical release or spill as part of environmental compliance training.

Chapter 4 Checking and Corrective Action

4.1 Scope

a. The Checking and Corrective Action chapter provides the policies, procedures, and requirements to evaluate the effectiveness of the EMS. Periodic monitoring and evaluation of compliance through internal evaluations ensure that EMS objectives and targets are met.

b. Periodic monitoring and measurement of the EMS aids to evaluate the success of the EMS and JSC’s attainment of its environmental compliance objectives.

4.2 Procedures

4.2.1 Monitoring and Measuring

a. JSC shall monitor and measure the operations and activities associated with targets, objectives and EMPs through:

(1) Documenting the operational controls for all aspects as specified in JSC's EMS aspect control database

(2) Maintaining and calibrating monitoring equipment according to manufacturer’s requirements and in conformance with JPR 1281.11

JSC Form JF2420B (Revised April 3, 2012) (MS Word August 28, 2006

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(3) Tracking performance and measuring conformance with objectives and targets according to the procedures for establishing EMPs in JWI 8553.1

(4) Periodically evaluating compliance with relevant environmental requirements by performing internal evaluations (e.g., inspections and records reviews) as part of the functional requirements of the JSC environmental compliance programs managed by the Environmental Office

Note: Specific elements of the EMS are tracked for reporting and included in the EMS management review (see Chapter 5 Management Review).

b. The JSC EMS representative shall identify and monitor key performance characteristics of the EMS.

c. The ESS, with assistance from the JSC EMS representative and the Environmental Office, shall establish metrics for evaluating the effectiveness of the compliance and environmental impact portion of the EMS.

d. EMP managers shall develop a detailed method to track performance with respect to high priority objectives and targets and provide status reports at least quarterly to the EMS core team or as requested.

4.2.2 Evaluation of Compliance

4.2.2.1 Internal Evaluations

a. JSC shall support HQ Environmental Management Division-led triennial EFRs.

b. JSC shall periodically evaluate compliance with relevant environmental requirements by performing internal inspections and reviews as part of the functional requirements of the JSC environmental compliance programs managed by the Environmental Office.

c. Per NPR 8553.1, the JSC Environmental Office shall conduct formal internal environmental compliance evaluations during non-EFR years, reviewing compliance with all applicable legal and other requirements per JWI 8553.2.

d. The Environmental Office shall ensure that personnel performing internal compliance evaluations are competent.

e. The Environmental Office shall maintain records of internal compliance evaluations and associated findings.

4.2.2.2 External Evaluations

a. The Environmental Office serves as the primary interface with regulatory agency personnel during all external compliance evaluations. In the event that personnel from a regulatory agency arrive at JSC, Security personnel shall immediately contact the Environmental Office at (281) 483-3120 upon arrival to arrange for escorting and verification of credentials.

JSC Form JF2420B (Revised April 3, 2012) (MS Word August 28, 2006

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b. In addition to providing access to requested information and supporting the regulatory agency inspection, the Environmental Office shall notify NASA HQ through the NASA Environmental Tracking System (NETS) of each external inspection, including, at a minimum, the date, the name, and affiliation of the inspector(s), the media evaluated, and the outcome, if known.

4.3 Internal EMS Evaluations

a. JSC EMS internal evaluations shall be scheduled and conducted in accordance with JWI 8553.2. The evaluations assess conformance to NPR 8553.1 and JSC EMS requirements using established evaluation techniques, as appropriate.

b. EMS internal evaluations shall encompass the prior three-year period for all elements of the EMS for selected JSC organizations or sub-organizations.

c. The JSC EMS representative shall ensure that annual internal EMS evaluations are conducted and documented.

d. The DLOs shall participate in EMS internal evaluations, as required.

e. The EMS liaisons shall assist in planning and execution of internal EMS evaluations.

4.4 Non-conformances, Corrective and Preventive Actions

a. The Center shall utilize the quality management system process in accordance with JPR 1281.14 to identify and track EMS non-conformances, corrective actions, and preventive actions.

b. DLOs shall identify, track and correct non-compliances with environmental requirements and non-conformances with EMS requirements.

(1) Problems identified during routine activities, inspections, internal assessments, internal evaluations, spills, or other mishaps shall be managed in accordance with JPR 1281.14.

(2) Actions taken to track and manage problems shall be appropriate to the nature, magnitude, and the risk associated with the problem.

(3) The JSC Environmental Problem and Reporting System (JEPRS) may be used by the Environmental Office for tracking and managing minor non-conformances identified during internal compliance evaluations, such as routine compliance inspections and records reviews performed on behalf of the Environmental Office by the JSC environmental services contractor.

c. The JSC EMS representative shall coordinate with the EMS core team to review the status and facilitate resolution of non-conformances and corrective actions, as appropriate.

d. The Environmental Office shall have the authority to determine what actions are appropriate to correct environmental non-conformances and corrective and preventive actions related to environmental noncompliance.

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e. The Environmental Office shall determine when formal root cause analysis and corrective and preventive actions are required for problems related to environmental noncompliance.

f. DLOs shall ensure that problems or non-conformances identified within the control of their organization are corrected and managed in accordance with the

EMS.

4.5 Control of Records

a. JSC shall establish, implement, and maintain procedures for the identification, storage, protection, retrieval, retention, and disposition of records that demonstrate conformity to the requirements of NPR 8553.1 and JWI 8553.1, applicable references within ISO 14001:2004, and any other applicable legal and other requirements.

Note: Records applicable to the EMS program are available upon request through the respective organization responsible for creating them.

b. EMS records shall be established and managed within the organization responsible for creating them, in accordance with JPR 1440.3.

Note: External compliance records are not subject to EMS record requirements but shall be maintained according to applicable external requirements and be readily available.

Chapter 5 Management Review

5.1 Scope

The Management Review chapter outlines requirements and procedures for annual review and analysis of the EMS to ensure that the JSC EMS continues to be suitable, adequate, and effective, and meets the requirements of NPR 8553.1.

5.2 Procedures

a. The Center Director, Deputy Center Director, or Associate Center Director shall conduct an annual EMS management review to evaluate the JSC EMS for its continuing suitability, adequacy, viability, and effectiveness, and to address any necessary changes to policy based on the results of the analysis.

(1) The annual management review shall include the following, at a minimum:

(a) High priority environmental aspects and impacts, including any proposed changes from the ranking process

Note: Please see JWI 8553.1 for instructions on conducting the annual review and ranking of environmental aspects and impacts.

(b) Results of internal EMS evaluations

(c) Results of internal and external environmental compliance evaluations

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(d) Communications with external interested parties

(e) Status of environmental performance

(f) Progress on objectives and targets

(g) Status of corrective and preventive actions

(h) Follow-up on actions from previous management reviews

(i) Changing circumstances, both physically and in the requirements

(j) Recommendations for improvements

(2) Outputs from the management review shall include:

(a) Decisions and actions related to changes to the environmental policy, objectives, targets, and other elements of the EMS consistent with the commitment to continual improvement

(b) Issuance of a Declaration of Conformance indicating that the JSC EMS conforms to applicable requirements of NPR 8553.1 and EO 13423.

b. The JSC EMS representative, with input from the EMS core team, shall assemble evidence and information to provide during the JSC management review on the conformance and viability of the EMS.

c. EMP owners shall provide a status on the progress or recommend changes necessary to achieve the objectives and targets.

d. Per NPR 8553.1, senior management shall only consider the EMS fully implemented when the following conditions have been met:

(1) It has been subject to an EMS evaluation by a qualified party outside the control or scope of the EMS. The HQ Environmental Management Division-led EFR or an independent declaration of conformance assessment prepared by the Center Director as a result of the annual management review may be used to satisfy this requirement

(2) The EMS evaluation findings have been recognized by appropriate Center management

(3) The Center Director has issued a document declaring conformance

5.3 Records

Records documenting the results of the annual management review and the associated declaration of conformance shall be managed as described in Section 4.5 of this procedure. A list of the records generated by this JPR is available in Table 5-1.

JSC Form JF2420B (Revised April 3, 2012) (MS Word August 28, 2006

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Table 5-1 Records Generated by JPR 8553.1

Reference Records Description Originator Custodian Retention Schedule

2.2.1 EMS Aspect and Impact

Assessment Results and Database

JSC EMS

Representative

JSC

Environmental Office

NRRS 8/23A13a –

DESTROY 3 YEARS

AFTER SUPERSEEDED

OR WHEN NO LONGER

NEEDED, WHICHEVER

IS LATER.

2.2.2 Compliance records in accordance

with legal and other requirements

DLOs DLOs and JSC Environmental

Office

NRRS 8/23A13b - CUT

OFF ANNUALLY.

DESTROY 3 YEARS

AFTER CUT-OFF OR

WHEN NO LONGER

NEEDED, WHICHEVER

IS LATER.

3.3.3 EMS training records DLOs and EMS

Liaisons

DLOs NRRS 8/23A13b - CUT

OFF ANNUALLY.

DESTROY 3 YEARS

AFTER CUT-OFF OR

WHEN NO LONGER

NEEDED, WHICHEVER

IS LATER.

3.4.2 Documentation of external party

communication

JSC

Environmental

Office

JSC

Environmental

Office

8/23A1 – CUT OFF

ANNUALLY. DESTROY

10 YEARS AFTER

CUROFF OR WHEN NO

LONGER NEEDED,

WHICEVER IS LATER.

3.7 Operational controls documentation Originating

Organization and EMP Managers

Originating Organization

NRRS 8/23A13b - CUT

OFF ANNUALLY.

DESTROY 3 YEARS

AFTER CUT-OFF OR

WHEN NO LONGER

NEEDED, WHICHEVER

IS LATER.

4.2.2 Internal and external compliance

evaluations and associated findings

JSC

Environmental

Office

JSC

Environmental

Office

NRRS 8/23A13b - CUT

OFF ANNUALLY.

DESTROY 3 YEARS

AFTER CUT-OFF OR

WHEN NO LONGER

NEEDED, WHICHEVER

IS LATER.

4.4 Documentation of non-conformance

identification, tracking, and corrective action

Originating DLOs

Originating DLO NRRS 8/23B1c –

DESTROY WHEN 10

YEARS OLD.

5.2 Documentation of annual

management review and associated decisions, actions, and Declarations of Conformance

Center Director, Deputy Center

Director, or Associate

Center Director

JSC

Environmental

Office

NRRS 8/23A13b - CUT

OFF ANNUALLY.

DESTROY 3 YEARS

AFTER CUT-OFF OR

WHEN NO LONGER

NEEDED, WHICHEVER

IS LATER.

JSC Form JF2420B (Revised April 3, 2012) (MS Word August 28, 2006

Environmental Management System Manual

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APPENDIX A TERMS AND DEFINITIONS

The document uses the following terms:

TERM DEFINITION

Annual Environmental Management System (EMS) Management Review

A review of the Center EMS following EMS internal evaluation principles and techniques.

Competence A demonstrated ability to apply knowledge and skills (training, education, and experience) defined by the organization as appropriate for all personnel whose work may be associated with an environmental aspect or who are designated as internal evaluators.

Declaration of…