TE-13 Ogden Environmental Management System.pdf

Ogden Internal Revenue Service Center Main (OIRSC Main); UT0036 EMS Manual

DOCUMENT OWNER:

EMS Management Representative

AUTHORIZED BY:

REFM TM EMS 100

POLICY:

Environmental Management System Manual

DATE:

06/29/2009

THIS DOCUMENT IS UNCONTROLLED WHEN IN HARD COPY FORMAT

Controlled documents are posted in the AWSS REFM common drive folder

Environmental Management System Manual

Prepared for:

Ogden Internal Revenue Service Campus Main

Document Owner:

REFM Territory Manager

Technical Exhibit TE-13-Ogden, Utah Environmental Management System (EMS)

DOCUMENT OWNER:

EMS Management Representative

AUTHORIZED BY:

REFM TM EMS 100

POLICY:

Environmental Management System Manual

Table of Contents

1.0 PURPOSE

2.0 SCOPE OF THE EMS

3.0 POLICY

4.0 KEY ELEMENTS OF THE EMS

4.01 Aspects and Impacts

4.02 Legal and Other Requirements

4.03 Environmental Objectives, Targets and Programs

4.04 Management of Change

4.04 Resources, Roles, Responsibility and Authority

4.05 Competence, Training and Awareness

4.06 Communication

4.07 Environmental Management System Documentation

4.08 Control of Documents

4.09 Operational Control

4.10 Emergency Preparedness and Response

4.11 Monitoring and Measurement

4.12 Evaluation of Compliance

4.13 Nonconformance and Corrective and Preventive Action

4.14 Records

4.15 Internal Environmental Management System Audit

4.16 Management Review

DOCUMENT OWNER:

EMS Management Representative

AUTHORIZED BY:

REFM TM EMS 100

POLICY:

Environmental Management System Manual

1.0 PURPOSE

This manual defines the OIRSC Main Environmental Management System (EMS). It identifies the key elements of the EMS, provides linkages between system documents and to the various elements of the ISO 14001:2004 standards, and defines key roles and responsibilities for maintenance and improvement of the EMS.

The OIRSC Main has implemented an EMS based on the ISO 14001:2004 standard as a way of demonstrating environmental leadership, commitment to continual improvement and environmental responsibility to employees and contractors at the OIRSC Main building.

The ISO 14001 EMS model is built on the “Plan, Do, Check, Act” model (Figure 1). The basic structure of an EMS, as defined by the ISO 14001 standard, includes a commitment to continual improvement. Within this structure, there are five primary components:

1) Commitment and Environmental Policy;

2) Planning;

3) Implementation and Operation;

4) Checking and Corrective Action; and

5) Management Review.

Figure1: The EMS Model

These components are all interrelated to produce a framework for managing a continually improving environmental performance. The interdependency of these elements is depicted in Figure 2.

DOCUMENT OWNER:

EMS Management Representative

AUTHORIZED BY:

REFM TM EMS 100

POLICY:

Environmental Management System Manual

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DOCUMENT OWNER:

EMS Management Representative

AUTHORIZED BY:

REFM TM EMS 100

POLICY:

Environmental Management System Manual

2.0 SCOPE OF THE EMS

The EMS covers all activities, products and services within the property boundaries of the OIRSC Main building including contractor and subtenant activities located at 1160 West 1200 South Ogden UT 84201.

• The OIRSC Main processing office building consists of two connected single-story buildings containing a total 464,869 gross square feet with a single tenant unit using the majority of the 386,969 useable square feet. The building also contains smaller sub-tenant areas, a GSA Child Care Center, the America First Credit Union and Cafeteria Services, which are used by the major tenant employees. The site area is approximately 60 acres. The building is considered a delegated building by GSA.

• The property was constructed in multiple phases from 1965 – 66 with the final renovation done in 2000.

Structure Location The structural system for the building is concrete cinder block with exterior brick walls.

Cooling Towers South Building Boiler/Refrigeration Plant South Building 1 practically enclosed storage shed Outside South Building 1 large storage shed Outside southwest side of building 8 Penthouses Used to house fans 2 UST’s One at the North end of the building

One at the South end of the building Separate/Attached Generator Room North Building Surface Parking 2005 stalls

The EMS covers all the environmental aspects of the facility under the control, management, or influence of the IRS, and those it does not control or directly manage but can be expected to have an influence with the exception of the Child Care facility, the Candy Store, Federal Occupational Health (FOH), and America First Credit Union. The activities, products, and services are depicted in Figure 3.

DOCUMENT OWNER:

EMS Management Representative

AUTHORIZED BY:

REFM TM EMS 100

POLICY:

Environmental Management System Manual

Figure 3: Scope - Activities, Products, and Services

IRS Business Unit and Resident Contractor Functions

Activities Products Services

• Building operation

• Construction and demolition

• Contractor management (non-resident)

• Docks, Shipping and Receiving

Operations

• Equipment operation - battery room management

• Equipment operation - boiler room

• Equipment operation - emergency generator

• Equipment operation - UST management

• Food Services - cafeteria and break rooms

• Housekeeping

• Maintenance - building

• Maintenance - equipment

• Maintenance - grounds/parking lot

• Maintenance - support service

• Taxpayer data processing

• Transportation - employee commuting

• Transportation - taxpayer document and mail

• Vehicle parking

• Tax forms and notices product

• Maintenance support to Child Care facility, the Candy Store, FOHO, and America First Credit Union

Reference ISO 14001 Standards (4.1)

Applicable Procedures, Forms, and Records EF 431.01 Aspect Register

DOCUMENT OWNER:

EMS Management Representative

AUTHORIZED BY:

REFM TM EMS 100

POLICY:

Environmental Management System Manual

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3.0 POLICY

The IRS Occupational Safety, Health and Environmental Compliance Policy Statement P-1-28 is endorsed by OIRSC Main management. The policy is posted on the IRS web pages in the Internal Revenue Manual (IRM) 1.2.10.1.7 which is available to the public.

In alignment with the commitments of Policy Statement P-1-28 OIRSC Main has used this policy statement as a framework for the development of a local policy statement EMS 200.

Policy Statement EMS 200 has been endorsed by top management at OIRSC Main.

The local policy and Policy Statement P-1-28 shall be communicated to all OIRSC Main employees and other persons working on behalf of OIRSC Main.

Reference

• ISO 14001 Standard (4.2)

• OIRSC Main Campus EMS Manual, Section 4.06

Applicable Procedures, Forms, and Records

• EMS 200 OIRSC Main Policy Statement

• HQ Occupational Safety, Health and Environment Policy Statement http://www.irs.gov/pub/foia/ig/spder/p-1-28.pdf

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4.0 KEY ELEMENTS OF THE EMS

The OIRSC Main EMS consists of key elements that structure the management system. These elements stipulate requirements that must be met to effectively implement the EMS.

Requirements are included in the sections below as well as any level 2 management procedures the sections below refer to.

4.01 Aspects and Impacts

The environmental aspects of all OIRSC Main activities products and services will be identified and assessed to determine which are considered significant to the OIRSC Main. This information will be kept up-to-date by implementing ancillary procedures for management of change and new project review. Aspect information will be used in setting objectives and targets, identifying training needs of personnel whose work may have a significant impact on the http://www.irs.gov/pub/foia/ig/spder/p-1-28.pdf

DOCUMENT OWNER:

EMS Management Representative

AUTHORIZED BY:

REFM TM EMS 100

POLICY:

Environmental Management System Manual environment, and the establishment and maintenance of operational controls on processes that may have significant environmental aspects and impacts.

The details of this process may be seen in the Level 2 EMS Procedure, EP 431.

Reference ISO 14001 Standards (4.3.1)

Applicable Procedures, Forms, and Records

• EP 431 Aspect Identification & Significance Determination

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4.02 Legal and Other Requirements

The legal and other requirements that apply to the OIRSC Main activities, products, and services are a combination of local, federal and state statutes, federal executive orders, and internal IRS policies and manuals (IRM). The EMR and EMS Team may receive additional information on legal and other requirements from time to time from Headquarters staff or as a result of pier interaction with other IRS Delegated Sites.

Legal and other requirements are listed on EF 432.01 Legal and Other Requirements Table. EF

432.01 will be reviewed at least annually by the EMS Team to ensure the most current federal, state, local, and other requirements are current and applicable. Any changes to legal and other requirements will be communicated to appropriate management staff and employees during the annual self-assessment process.

The EMR and EMS Team shall determine how legal and other requirements apply to the environmental aspects and ensure they are considered in developing, implementing and maintaining its EMS. The legal requirements applicable to identified environmental aspects shall be linked from EF 432.01 to EF 431.01 Aspects Register.

Reference ISO 14001 Standards (4.3.2)

Applicable Procedures, Forms, and Records EF 432.01 Legal and Other Requirements Table EF 431.01 Aspects Register

DOCUMENT OWNER:

EMS Management Representative

AUTHORIZED BY:

REFM TM EMS 100

POLICY:

Environmental Management System Manual

4.03 Environmental Objectives, Targets and Programs

The EMS Team shall develop objectives and targets for approval by Top Management. These objectives and targets define:

• the performance objectives (investigate/study, control/maintain, or improve);

• the specific, quantified targets which define those performance objectives;

• the planned deadlines for the achievement of those targets; and

• consistent with the environmental policy, including continual improvement, commitment to prevent pollution and compliance with applicable legal requirements and other requirements.

Objectives and targets are developed considering significant environmental aspects, technological options and financial, operational and business plans, and the views of interested parties. Project managers are assigned responsibility for achieving set objectives and targets, and are responsible for developing and implementing Objective Achievement Action Plans.

The details of this process may be seen in the Level 2 EMS Procedure, EP 433.

Reference ISO 14001 Standards (4.3.3)

Applicable Procedures, Forms, and Records EP 433 Setting Objectives and Targets

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4.04 Management of Change

The OIRSC Main is not a static facility and the EMS will be designed to accommodate the changes in infrastructure, processes, procedures, activities, products and services necessary to support mission achievement. Proactive processes will be used to clearly understand how emerging and planned changes potentially impact the environment so good business decisions may be made regarding planning and implementing change. The EMS will be appropriately modified and improved due to the decisions made. The details of this process may be seen in the Level 2 EMS Procedure, EP 470 Management of Change.

Reference ISO 14001 Standards (4.3.1)

Applicable Procedures, Forms, and Records

• EP 431 Aspect Identification & Significance Determination

• EP 470 Management of Change

DOCUMENT OWNER:

EMS Management Representative

AUTHORIZED BY:

REFM TM EMS 100

POLICY:

Environmental Management System Manual

4.04 Resources, Roles, Responsibility and Authority

EMS roles, responsibilities and authorities shall be defined, documented, and communicated at relevant functions and levels within the organization. This will be accomplished by including them in procedures and environmental plans. Figure 4 identifies the EMS organizational structure and responsibilities. Figure 5 identifies the specific EMS responsibilities of the key roles within the EMS.

Organizational Structure and Responsibility Figure 4 EMS Organization Chart

Top Management

REFM Territory Manager Chief, Building Delegation Chief, Logistics Management

Environmental Management Representative (EMR)

All Employees

OIRSC Main Field Directors and BU Heads of Office

EMS Workgroup Team

DOCUMENT OWNER:

EMS Management Representative

AUTHORIZED BY:

REFM TM EMS 100

POLICY:

Environmental Management System Manual

Figure 5. EMS Roles & Responsibilities EMS Responsibilities Title of Responsible Person(s)

Top Management Establish overall definition of EMS and provide resources:

• Human Resources

• Training

• Specialty Services

• Financial Resources

• Technical and informational services

Monitor overall EMS performance at planned intervals Review reports of environmental assessments, audits, and tracking Convey and coordinate EMS with OIRSC Main joint heads of office

REFM Territory Manager Chief, Building Delegation Chief, Logistics Management

EMS Management Representative (EMR) Ensure that EMS requirements are:

• Established

• Implemented

• Maintained in accordance with ISO 14001

Report to Top Management on the performance of EMS for review Make recommendations for continual improvement Document and Records Control and Management Ensure that changes in regulations and the campus environmental effects are monitored and the system modified to meet these changes

Appointed by REFM TM

• Environmental Coordinator

(EMR)

EMS Team Support EMR in the functional development, implementation, and maintenance of the EMS Work with EMR to identify environmental aspects, evaluate significance, and identify critical processes, training needs, and necessary operational controls In coordination with the EMR develop environmental objectives and targets and any needed EMS procedures for approval by the REFM Territory Manager Overall responsibility for compliance with the legal and other requirements Meet as often as required – but no less than monthly

Appointed by REFM TM Logistics Management

• Section Chief

• Management Assistant

Building Delegation

• Section Chief

• O&M Contract COTR

• Energy Manager

• Safety Officer

• O&M Contract IRS Inspector

All IRS Employees

• Practice pollution prevention, reducing resource consumption and recycling.

• Support the green purchase guidelines when requesting goods and services.

• Identifying opportunities for continual improvement contributing to the achievement of objectives and targets relevant to his/her job.

• Identifying opportunities to share information with coworkers regarding the OIRSC Main environmental policy and

EMS requirements.

• Recognizing the importance of performing their duties consistent with defied procedures.

• Ensuring compliance with all environmental regulations and requirements.

DOCUMENT OWNER:

EMS Management Representative

AUTHORIZED BY:

REFM TM EMS 100

POLICY:

Environmental Management System Manual

Reference ISO 14001 Standards (4.4.1)

Applicable Procedures, Forms, and Records None

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4.05 Competence, Training and Awareness

The EMS Team will use the SEAs and the applicable legal and other requirements to identify training needs throughout the organization. All OIRSC Main personnel will receive EMS Awareness Training to ensure:

• Appropriate communication of the Occupational Safety, Health and Environmental Policy

• General awareness to the EMS and its purpose

• Knowledge of the significant environmental aspects of the organization

• Knowledge of the objectives and targets set by the organization

Any person performing tasks on behalf of OIRSC Main that has the potential to cause a significant environmental impact identified by the organization will be evaluated on the basis of appropriate education, training, or experience to ensure they are competent to perform such tasks. Records of this determination will be maintained, along with records of all training of personnel.

Level 2 management procedures EP 442, Competence, Training and Awareness provide the details describing how OIRSC Main will provide appropriate training and ensure competence.

Reference ISO 14001 Standards (4.4.2)

Applicable Procedures, Forms, and Records EP 442 Competences, Training and Awareness

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4.06 Communication

The OIRSC Main shall use established mechanisms for internal communication to ensure personnel and contractors receive appropriate information on the EMS. These mechanisms shall include, but not be limited to:

DOCUMENT OWNER:

EMS Management Representative

AUTHORIZED BY:

REFM TM EMS 100

POLICY:

Environmental Management System Manual

General Methods

• OIRSC Main internet

• Information streaming on CC Television

• Newsletter, OSC Now

• E-mail

• Top Management staff meetings

• COTR meetings with contractors

Essential communication on the EMS shall be conducted by the Territory Manager (TM) and the EMR with the other organizations within the scope of the EMS through:

• TM participation in Heads of Office meetings

• TM and EMR participation in the OIRSC Main Campus Coordination meetings.

o Participants in these meetings shall disseminate information received on the EMS as appropriate for their organizations.

External communication relevant to the EMS that is received by anyone within OIRSC Main shall be referred to the Office of Communications and Liaison. This office shall be responsible for documenting such communication and then determining who is best to investigate and develop an appropriate response. All responses shall go through the Office of Communications and Liaison and records shall be retained. The exception to these requirements shall be the routine communication with local, state, and Federal regulators by the EMR on environmental legal requirements.

Copies of the IRS Occupational Safety, Health and Environmental Compliance Policy Statement.

P-1-28 will be made available to the public upon request at the security station at Gate 5. The COTR for security will include instructions on the post orders for Gate 5 to provide a copy of the policy when a request is made. The EMR will ensure that an appropriate number of copies of the current policy are available to the security personnel.

The OIRSC Main has decided not to communicate externally on their significant environmental aspects.

Reference ISO 14001 Standards (4.4.3)

Applicable Procedures, Forms, and Records None http://cl.no.irs.gov/

DOCUMENT OWNER:

EMS Management Representative

AUTHORIZED BY:

REFM TM EMS 100

POLICY:

Environmental Management System Manual

4.07 Environmental Management System Documentation

The EMS documentation shall include:

• The environmental policy

• Objectives and targets

• A description of the scope of the EMS

• A description of the main elements of the EMS and their interaction, and reference to related documents (EMS Manual)

• Documents, including records, required by appropriate IRS Policies or Treasury Directives;

• Documents, including records, determined by the IRS or this facility to be necessary to ensure the effective planning, operation and control of processes that relate to its significant environmental aspects.

The OIRSC Main documentation will be organized according to the document hierarchy shown below:

Level 1 Documents – Policy The Occupational Health, Safety and Environmental Policy and the EMS Manual (description of core EMS elements) shall be considered Level 1 policy documents.

Level 2 Documents – Procedures The EMS management procedures (EMP) designed to guide implementation of the core elements of the EMS shall be considered Level 2 documents.

Level 3 Documents – Standard Operating Procedures Standard operating procedures (SOP) provide step by step descriptions of how to complete a task, or series of tasks, typically to ensure legal and other requirements are met, and to implementation operational controls.

Level 4 Documents – Others Plans and contracts relevant to the identified environmental aspects, forms, objectives and targets, and applicable external documents that will ensure the effective planning, operation and control of processes.

Level 5 Documents – Records EMS records document what is done and provide the evidence that the EMS is working as intended.

DOCUMENT OWNER:

EMS Management Representative

AUTHORIZED BY:

REFM TM EMS 100

POLICY:

Environmental Management System Manual

The EMR is responsible for ensuring that the document hierarchy is maintained when developing and improving EMS documentation. EMS documents shall be maintained in electronic form on the OIRSC Main server. Level 1 and Level 2 EMS controlled documents shall be managed on the server except one controlled hard copy provided to the EMR. Other ancillary documentation is maintained in both electronic and paper format.

The EMR shall maintain an up-to-date listing of the EMS documents using Form EF 444.01 Document List.

Reference ISO 14001 Standards (4.4.4)

Applicable Procedures, Forms, and Records None

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4.08 Control of Documents

The creation of all EMS documentation will be controlled by ensuring appropriate approval of newly created documents and modified documents. Documents will be periodically reviewed to ensure that they are still applicable to operations. Document formats will include control features to ensure that obsolete documents are destroyed and that only current documents are used in managing the EMS. This procedure is meant to ensure that personnel have the most current and accurate instruction to conduct their job responsibilities. Details of this process may be seen in the Level 2 management procedure EP 445, Control of Documents.

Reference ISO 14001 Standards (4.4.5)

Applicable Procedures, Forms, and Records EP 445 Control of Documents

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4.09 Operational Control

Those activities needing operational control(s) will be identified by managers, supervisors, and contractors using the identified significant environmental aspects in EF 431.01 Aspects Register.

These activities, including maintenance activities, will be assessed to determine whether or not additional controls must be developed and implemented, and what type of controls are appropriate. If the absence of standard operating procedures (SOP) may cause deviation from

DOCUMENT OWNER:

EMS Management Representative

AUTHORIZED BY:

REFM TM EMS 100

POLICY:

Environmental Management System Manual the environmental policy commitments, objectives and targets, or there may be an increase in the environmental impact of the subject operation, then SOPs will be developed that include stipulated operating criteria. The EMR and the EMS Team shall ensure that all needed operational controls are identified, and that all necessary operational controls are implemented.

Requirements of the EMS will be communicated to all relevant contractors and vendors through the contracting process. The appropriate COTRs and sub-COTRs shall ensure that contractors understand requirements and implement appropriate operational controls. When new requirements are deemed appropriate they will be instituted within contracts as soon as practical, but no later than at the time of contract renewal. COTRs and sub-COTRs shall notify the EMR when contracts are to be developed so the EMS Team may participate in the process to ensure EMS requirements are appropriately covered. The EMS Team and COTRs and/or sub-COTRs shall conduct a review of each contract relevant to the EMS annually at a minimum.

Reference ISO 14001 Standards (4.4.6)

Applicable Procedures, Forms, and Records

• EF 431.01 Aspects Register

• Various contracts; see EF 444.01 EMS Documents List

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4.10 Emergency Preparedness and Response

The results of environmental aspect assessment shall be used as a primary source to identify the potential accidents and emergency situations. The EMS Team shall be responsible for communicating the potential for accidents and emergency situations to appropriate parties identified as the owners of the emergency preparedness and response documents identified below. These procedures are included in the following plans:

• Occupant Emergency Plan (OEP) owned by Physical Security and Emergency Preparedness

Program Office

• Emergency Response Plan (ERP) owned by REFM

• Incident Management Plan owned by the SCR managed by the Site Coordinator

Emergency preparedness and response plans shall be developed to prevent and mitigate the environmental impacts that may be associated with accidents and emergency situations. Plan Owners shall ensure that relevant plans are complete and up-to-date by conducting periodic reviews, testing plans, and improving plans as appropriate, particularly after events when plans are implemented in response to accidents and emergencies.

DOCUMENT OWNER:

EMS Management Representative

AUTHORIZED BY:

REFM TM EMS 100

POLICY:

Environmental Management System Manual

ISO 14001 Standards (4.4.7)

EP 431 Aspects Identification and Significance Determination Procedure Occupant Emergency Plan (OEP) Emergency Response Plan (ERP) Incident Management Plan (IMP)

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4.11 Monitoring and Measurement

OIRSC Main shall monitor and measures its key operations and activities that can have an impact on the environment. Additional information to track environmental performance will be recorded as appropriate, including information on relevant operational controls, and conformance with environmental objectives and targets. COTRs will have a central responsibility to coordinate with the EMR on providing monitoring and measurement data from relevant contractor activities. Monitoring and measuring equipment shall be calibrated or verified to ensure accurate readings are being produced.

Metrics shall be established by the EMS Team for reporting on performance to Top Management. The details of this procedure may be seen in the Level 2 EMS Procedure, EP 451 Monitoring and Measurement.

ISO 14001 Standards (4.5.1)

EP 451 Monitoring and Measurement Various logs and reports

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4.12 Evaluation of Compliance

The EMR will annually conduct a compliance self assessment using EF 452.01 Appendix 4 Environmental Compliance Self Assessment from the Safety and Environmental Handbook.

This process will include at least one other member of the EMS Team and other subject matter experts as needed. Every third year IRS HQ will perform a regulatory compliance audit.

DOCUMENT OWNER:

EMS Management Representative

AUTHORIZED BY:

REFM TM EMS 100

POLICY:

Environmental Management System Manual

The assessments and audits will evaluate OIRSC Main’s compliance with applicable environmental legal and other requirements. Results of all compliance audits and self assessments shall be provided to IRS HQ and Top Management. Results from various inspections, assessments, and audits through implementation of EP 451 Monitoring and Measurement will be provided to the EMR for review and use to evaluate OIRSC Main compliance with legal and other requirements.

Reference ISO 14001 Standards (4.5.1)

Applicable Procedures, Forms, and Records EF 452.01 Appendix 4 Environmental Compliance Self Assessment EF 432.02 Legal and Other Requirements Table EP 451 Monitoring and Measurement

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4.13 Nonconformance and Corrective and Preventive Action

When nonconformities with the EMS and noncompliance with legal and other requirements are identified responsibility will be assigned for completion of root cause analysis, and development and implementation of corrective action and any appropriate preventive action. Identification of nonconformity and noncompliance is everyone’s responsibility and the process will be open to all personnel. A problem solving approach will be pursued that includes an appropriate level of root cause analysis so repeat deficiencies will be eliminated. The details of this process may be seen in the Level 2 EMS Procedure, EP 453, Nonconformity/Noncompliance Corrective Action and Preventive Action.

Reference ISO 14001 Standards (4.5.3)

Applicable Procedures, Forms, and Records

• EP 453 Nonconformity/Noncompliance Corrective Action and Preventive Action

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4.14 Records

EMS records consist of those records required by legal and other requirements, and those required to verify that the EMS is operating in conformance with the requirements of the ISO 14001 standard, and internal plans made by OIRSC Main, and IRS Policies and Treasury Directives.

DOCUMENT OWNER:

EMS Management Representative

AUTHORIZED BY:

REFM TM EMS 100

POLICY:

Environmental Management System Manual

The EMR shall maintain a list using EF 454.01 Records List that identifies specific records to be maintained by the EMR and a general list of record types to provide guidance to others who may be required to maintain EMS records, specifically OIRSC Main contractors.

The list shall identify the location, required retention times and disposal method, and the party responsible for maintaining the records. EMS records shall be managed so they are legible, identifiable to the process they record, traceable to the event they record, readily retrievable and protected against damage, deterioration and loss.

Persons/organizations designated in EF 454.01 Records List as responsible parties for maintenance of EMS records shall determine what records are necessary and maintain them as required above.

Reference ISO 14001 Standards (4.5.4)

Applicable Procedures, Forms, and Records EF 454.01 EMS Records List

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4.15 Internal Environmental Management System Audit

Management system audits will be conducted annually to determine whether or not the EMS conforms to planned arrangements for environmental management including the requirements of the ISO 14001 standard. Audits will conclude whether or not the EMS meets all requirements and has been effectively implemented and properly maintained.

In addition, EF 455.01 EMS Self Assessment will be completed annually. The results of all audits and self assessments will be provided to IRS HQ and top management. The details for this process may be seen in the Level 2 EMS Procedure, EP 455, Internal EMS Audit.

Reference ISO 14001 Standards (4.5.5)

Applicable Procedures, Forms, and Records EP 455 Internal EMS Audit EF 455.01 Internal EMS Self Assessment

DOCUMENT OWNER:

EMS Management Representative

AUTHORIZED BY:

REFM TM EMS 100

POLICY:

Environmental Management System Manual

4.16 Management Review

Top Management shall review the OIRSC Main EMS to ensure its continuing suitability, adequacy and effectiveness. Reviews include assessing opportunities for improvement and the need for changes to the environmental management system including the local EMS policy and environmental objectives and targets.

Standard agenda, EF 460.01, shall be used for management review meetings, although not all topics are required to be discussed at each meeting. Topics shall be discussed as appropriate to the need of the organization as long as all inputs are addressed in a one year cycle. The input to the management review shall include:

• Results of internal audits and evaluations of compliance with legal requirements and with other requirements to which the organization subscribes

• Communications from external interested parties, including complaints

• The environmental performance of the organization

• The extent to which objectives and targets have been met

• Status of corrective and preventive actions

• Follow-up actions from previous management reviews

• Changing circumstances, including developments in legal and other requirements related to its environmental aspects

• Recommendations for improvement

The TM shall be the chairperson of management review meetings. The EMR shall ensure that information necessary to support effective discussion of the review inputs required by this procedure are provided to the management review participants 5 working days prior to any scheduled meeting. The EMR shall coordinate all management review meetings.

The outputs from the management review should include any decisions and actions related to possible changes to environmental policy, objectives, targets and other elements of the environmental management system, consistent with the commitment to continual improvement.

Records of the management review shall be retained according to the requirements of the Records List, EF 454.01.

Reference ISO 14001 Standards (4.6)

Applicable Procedures, Forms, and Records EF 460.01 Management Review Agenda EF 454.01 Records List