GEMI EHSIMS Survey

1
GEMI EHS-IMS Survey

• Presented
• June 25, 2003
• Developed in conjunction with Rick Mock of EDSG,
  the IMS Workgroup, and other participating GEMI
  members

2
Summary

• 28 companies responded
• Type of respondents
• Non-EHS providing input
• No. of facilities that apply to this survey
• Min 2, Max 1500, Mean 176, Med 70

3
7. Does the organization for which this survey is
completed include domestic facilities,
international facilities, or both?
4
How EHS-IMS Fits into Environmental, Health, and
Safety Management
5
8. Does your organization have an Environmental
Management System in place?
6
9. Is EHS-IMS an essential component of
environmental management?
7
10. Does your organization have a Health Safety
management system in place?
8
11. Is EHS-IMS an essential component of your
health and safety (HS) management?
9
12. What percentage of your environmental
information needs are managed with the EHS-IMS?

• Count 27
• Min - 0
• Max - 80
• Mean - 37
• Median - 35

10
13. What percentage of your HS information needs
are managed with the EHS-IMS?

• Count - 25
• Min 0
• Max 90
• Mean 38
• Median 25

11
EHS-IMS Vision
12
14. Has your organization developed one over
arching plan that defines a long-term, strategic
direction for EHS-IMS within your entire
organization?
13
15. How far along is your organization in
executing the plan?

• Count 13
• Min 5
• Max 100
• Mean 47
• Median 40

14
16. Does your EHS-IMS strategic plan provide
general direction/goals or specific
actions/timelines?
15
17. Identify your greatest roadblock in
fulfilling your EHS-IMS needs.
16
18. What are the top three needs you would like
to see fulfilled in the EHS-IMS market?

• 18/26 - Integration with internal data source
  systems (e.g. ERPs - includes SAP PeopleSoft,
  HRPs, LIMS, CEMS, etc)
• 12/26 - Better ability to manage EHS information
  organization-wide
• 10/26 - Greater flexibility in applications to
  better match business needs
• 9/26 - Move from client-server to web
  applications
• 7/26 - Lack of confidence in the viability /
  experience / longevity of vendors in the
  marketplace
• 6/26 - Improvement in user-friendliness of
  applications
• 4/26 - Need for better Commercial Off-the-Shelf
  (COTS) applications
• 4/26 - Electronic Reporting internal
• 3/26 Other Multi-language issues, more
  compelling cost-benefit case, consensus business
  needs
• 2/26 - Electronic Reporting agencies
• 2/26 - Interfacing with external systems
  (vendors, clients, etc.)

17
System Justification
18
19. Does your organization require justification
to purchase and implement EHS-IMS?
19
20. Is there a standard procedure you are
required to follow when justifying any
information management system?
20
21. Which statement best describes your
justification procedure?
21
22. What justification factor(s) must be met to
get a system approved? (Choose all that apply)

• 18/24 - Compliance requirements
• 18/24 - Return on investment demonstration (cost
  savings)
• 16/24 - Better alignment with other initiatives
  (e.g. IT initiatives)
• 6/24 Others Value added and appears to work,
  cost effectiveness for business needs, some of
  the above but not all, availability of resources
  to work on project, qualitative business case,
  business needs

22
23. Are there systems that you need but are
unable to purchase or develop?
23
24. What tools do you currently use to meet
those needs now?
24
25. What major justification factors are not
being met for these systems?
25
26. Provide a short description of one major or
significant EHS-IMS you have implemented

• Please refer to attached material

26
27. In reference to the system you described in
Question 26, what were the benefits (both
financial and non-financial)? If you have not yet
conducted a benefits analysis, but plan to, what
do you anticipate the benefits analysis will show?
27
EHS-IMS Structure
28
28. Is the organization that supports your EHS
IT needs across your organization
29
29. For your organization, identify which EHS
areas have automated data management systems (may
include spreadsheets, independent databases and
EHS-IMS) by selecting the highest level at which
they exist - corporate/business unit OR facility.
In addition, if the system is part of your
EHS-IMS and not stand alone, check the box under
"part of EHS-IMS".

• EHS-IMS
• 66.7 (16/24)
• Incident Reporting
• 59.1 (13/22)
• Metric Roll Up
• 55.0 (11/20)
• MSDS Authorizing
• 52.2 (12/23)
• Audit and Follow-up Corrective Action

30
29. For your organization, identify which EHS
areas have automated data management systems (may
include spreadsheets, independent databases and
EHS-IMS) by selecting the highest level at which
they exist - corporate/business unit OR facility.
In addition, if the system is part of your
EHS-IMS and not stand alone, check the box under
"part of EHS-IMS".

• Corporate/Business
• 95.7 (22/23)
• Audit and Follow-up Corrective Action
• 91.7 (22/24)
• Incident Reporting
• 91.3 (21/23)
• Safety - Employee
• 90.9 (20/22)
• Metric Roll Up

31
29. For your organization, identify which EHS
areas have automated data management systems (may
include spreadsheets, independent databases and
EHS-IMS) by selecting the highest level at which
they exist - corporate/business unit OR facility.
In addition, if the system is part of your
EHS-IMS and not stand alone, check the box under
"part of EHS-IMS".

• Facility
• 82.4 (14/17)
• Asbestos
• 75.0 (12/16)
• PCB Management
• 75.0 (12/16)
• Stormwater
• 72.2 (13/18)
• Process Wastewater

32
30. In general, what are the most valued
functions provided by the systems referred to in
Question 29? (choose no more than 3)

• 22/26 - Central repository for data
• 14/26 - Provide reports for analysis
• 14/26 - Provide internal/external distribution of
  EHS information (non agency)
• 8/26 - Provide EHS-relevant notifications and
  reminders
• 7/26 - Provide reports for agency submittal
• 5/26 - Knowledge Retention
• 4/26 - Perform complex calculations
• 2/26 Collaboration
• 1/26 Other Continuous improvement through
  performance monitoring, trending and tracking of
  issues at the lowest level

33
31. Where the systems referred to in 5.2 are not
standardized across the organization, how is the
information managed when consistent data formats
are needed (e.g. roll up data)?
34
32. Where the systems referred to in Question 29
are not standardized across the organization,
identify the major contributing factor.
35
33. What types of the following information
management technologies and tools do you use or
are planning to use for managing EHS needs?
(Choose all that apply)

• Use Now
• 85.7 (12/14)
• Collaboration Tools
• 70.6 (12/17)
• Web tools developed using .NET, J2EE, or other
• 70.0 (14/20)
• Document Management
• 61.9 (13/21)
• EHS Content Management Tools
• 50.0 (10/20)
• Knowledge Management Tools

• Plan To Use
• 60.0 (12/20)
• Knowledge Management Tools
• 42.9 (9/21)
• EHS content Management Tools
• 40.0 (8/20)
• Document Management
• 35.3 (6/17)
• Web tools developed using .NET, J2EE, or other
• 21.4 (3/14)
• Collaboration Tools

36
Non-EHS Systems Interfacing
37
34. Do(es) your EHS-IMS interface directly to
non-EHS systems for the purpose of retrieving
and/or depositing data?
38
35. What percentage of your EHS-IMS interface(s)
to source data?

• Count 13
• Min 5
• Max 60
• Mean 19
• Median 10

39
36. In general, what type of data sources
interface with your EHS-IMS? If you select ERP,
also select the other options if they apply, such
as HR, regardless of whether or not that option
is part of the ERP. (choose all that apply)

• 9/14 - Human Resource Systems
• 6/14 - Enterprise Resource Planning System
  (includes SAP PeopleSoft)
• 5/14 - Purchasing Systems
• 4/14 - Manufacturing Resource Planning System
• 3/14 Other claims data, notes mail, security
• 2/14 - Financial Systems
• 2/14 - Process Controls
• 1/14 - Receiving Systems
• 1/14 - CEMS Systems
• 1/14 - Laboratory Information Management Systems

40
37. Please provide any example(s) where your EHS
information management systems use source data

• Please refer to attached material

41
Metrics Tracking
42
38. Do you have a metric roll up program within
your organization?
43
39. For what purpose(s) are you rolling up metric
data?

• 21/23 - Internal management reporting
• 20/23 - EHS or Sustainability reporting
• 17/23 - Analysis for optimization
• 14/23 - Shareholder reporting (annual reports)
• 10/23 - Other non-agency external reporting
• 9/23 - External agency reporting

44
40. How are metrics used for roll-up collected?

• 14/22 - Spreadsheet consolidation
• 13/22 - Web-based metric input
• 10/22 - Email/Fax reporting
• 9/22 - Client-Server based metric input
• 4/22 - Data automatically "retrieved" from other
  systems
• 1/22 - Other CHESS program, Lotus Notes

45
41. Identify your primary data sources for roll
up metrics used for EHS performance. EHS
performance includes areas beyond compliance,
such as energy and water use. If you select
(Enterprise Resource Planning) ERP systems, also
select the other options if they apply, such as
HR, regardless of whether or not that option is
part of the ERP.

• 12/21 - EHS-IMS
• 9/21 - Human Resource Systems
• 8/21 - Other Spreadsheets, Custom systems
  In-house designed web-based system (collection),
  Cognos Powerplay (reporting) Incident Mgmt.
  System Security Lotus Notes Databases Plant
  Operations Data
• 7/21 - Enterprise Resource Planning System
• 5/21 - Purchasing Systems
• 5/21 - CEMS Systems
• 4/21 - Manufacturing Resource Planning System
• 4/21 - Financial Systems
• 3/21 - Receiving Systems
• 3/21 - Laboratory Information Management Systems
• 2/21 - Process Control Systems

46
Computer-Based EHS Training
47
42. Does your organization use CBT, to any
extent, for EHS training needs?
48
43. What percent of your EHS training needs are
satisfied by CBT?

• Count 22
• Min 5
• Max 90
• Mean 40
• Median 40

49
44. How is CBT delivered to students?

• 19/23 - Web-based (internal)
• 12/23 - CD ROM
• 9/23 - Web-based (ASP)
• 6/23 - Client-Server based

50
45. What types of CBT media are utilized?

• 20/22 - PowerPoint-type material
• 18/22 - Self-paced applications
• 6/22 - Digital Video (Local)
• 6/22 - Digital Video (Streaming)
• 1/22 - Interactive Satellite Feed
• 1/22 - Dreamweaver

51
46. At this time, are you satisfied with the how
CBT has met the training needs in your
organization?
52
47. Do any of the following factors limit your
organization's ability to use CBT for EHS
training needs?

• 11/23 Other Effectiveness and high costs Need
  global programs Infrastructure Familiarization
  with CBT E is more challenging that HS and
  general awareness is easier to provide than
  job-customized Lack of financial support low
  priority Personnel ability to use systems
  Language (foreign) Ability to create content in
  timely fashion Resistance to change Network and
  IS limitations
• 10/23 - Depersonalization of training
• 6/23 - Training regulatory requirements
• 3/23 - Privacy issues
• 3/23 - No limiting factors
• 2/23 - Union requirements

53
48. In general, what percentage of each of the
following resources do you use for development
and implementation of your EHS-IMS? (total should
add to 100)

• Please refer to attached material

49. In general, what percentage of each of the
following resources do you use for maintenance of
your EHS-IMS? (total should add to 100)
54
EHS-IMS Resources
55
50. Over the last two years, has your
organization increased or decreased use of
outsourced resources for your EHS-IMS needs?
56
51. Over the last two years, has your
organization increased or decreased use of
internal resources for your EHS-IMS needs?
57
52. How much support and attention does the IT
group used by your organization, whether
internal, outsourced, or dedicated IT staff
within EHS, provide to EHS applications vs.
non-EHS applications?
58
53. How does your organization manage the support
of EHS-IMS? (IT support may be internal or
outsourced)

• 11/25 - EHS-IMS is part of normal IT support
  processes
• 10/25 - EHS has personnel with EHS background
  trained to support EHS-IMS
• 8/25 - EHS has personnel with IT background
  trained to support EHS-IMS
• 3/25 - EHS-IMS is part of normal IT support
  processes, but has lower priority
• 1/25 - EHS manages EHS-IMS support without IT
  group support
• 1/25 - Other Both EHS IT support

59
IT Alignment withEHS-IMS
60
54. Are EHS-IMS platforms and applications
required to align with internal IT standards?
61
55. Are there gaps between your current EHS-IMS
and internal IT standards?
62
56. Does your company's current IT
infrastructure limit EHS-IMS initiatives?
63
57. At this time, is internal IT infrastructure
changing significantly within your organization?
64
58. Are changes affecting EHS-IMS initiatives?
65
59. Does EHS have a strategy to keep up with
changing IT infrastructure?
66
Application Selection
67
60. Does your organization currently have a
process for evaluating and selecting EHS-IMS
applications?
68
61. How are applications evaluated within your
organization?
69
62. If you were evaluating a Commercial,
Off-the-Shelf EHS application, all else being
equal, what would most likely be your
organization's overriding factor for selecting
one?
70
Miscellaneous
71
64. If you are using third party EHS-IMS for
managing environmental or EHS information, list
here if you would not mind sharing this
information with other companies.

• Please refer to attached material

63. If you are using third party software for
managing EHS regulations and would not mind
sharing this information with other GEMI
companies, enter software name and if it is
implemented at the corporate/business unit or
facility level.