Quarterly Project Status Update Meeting

1
Brookhaven National LaboratoryEnvironmental
Management System

• Quarterly Project Status Update Meeting
• Susan L. K. Briggs, EMS Project Manager
• Alan MacIntyre, Project Controls
• Ron Gill, HENP Management Representative on EMS
• John Boccio, EENS Management Representative on
  EMS
• A.M. Tope, EM-ERD Management Representative on
  EMS
• 6/22/00

2
Presentation Outline

• Project Highlights and Issues
• Communication Initiative
• Training Initiative
• Assessment Initiative
• Laboratory Deployment
• EMS Project Controls Update
• Directorate Progress Reports
• HENP
• EENS
• EM
• Summary

3
EMS Project Status
...Making significant progress but needs
continued focus to complete milestones
4
EMS Communications Initiatives

• Internal Communications
• Environmental Performance Evaluation (ISO
  14031/32)
• Intl Environmental Systems Update article, 2/00
• Presentations -
• ASQ-Energy Environmental Division EMS Costs
  Case Study
• US TAG ISO EMS Communications
• Project XL EMS for Universities
• PNNL Lessons learned on ISO Registration
• ...Expanding efforts to share BNL achievements
• ACTION NEEDED Focus needed on internal
  communication of EMS program within Directorates

5
EMS Training Initiatives

• Tremendous Efforts on E Training 1998-2000
• General Environmental Protection CBT 96
  complete
• Management Overview of ISO 14001 90 complete
• Specialized Support Training 100
• Environmental Regulations 100
• Job Specific Training
• Initial audience trained new appointments need
  training
• Effectiveness of training will be evaluateddo
  staff understand Policy Commitments
  environmental hazards/controls of work
• ACTION NEEDED Completion of training, reinforced
  by internal communications will achieve goal

6
EMS Assessment Initiatives

• EMS Project Assessments
• Internal Independent Assessment of
  Implementation, 4/00
• ISO 14001 Assessments
• Directorate Self Assessments conducted, 4-5/00
• Management Reviews scheduled for 6/00
• Contract Required Assessments
• Registration Audits scheduled to begin in 7/00
• Self Declaration Audit planned for 7-8/00
• EPA Memorandum of Agreement Audits
• Year 3 EMS Audit Plan finalized
• Ask Mgmt Rep for detailed information or view
• http//www.esh.bnl.gov/ems/opscouncil0500.ppt

7
ISO Registration Audit

• Organizations to be Audited
• C-A Dept - Magnet Division - HFBR/BMRR
• BLIP -WMD - ERD
• ESHQ, DO, CIGPA, FO Directorate (labwide support
  functions)
• Desk Audit 7/11 - 7/12/00
• (offsite) review of all EMS related program
  description documents procedures
• Onsite Readiness Review 7/24 - 7/26/00
• in-depth review of key elements Environmental
  aspects (hazards), goals, plans to achieve goals,
  regulatory requirements, EMS Audit, and
  Management Review
• Registration Audit 8/14 - 8/18/00
• (onsite) audit of remaining EMS elements, field
  verification of implementation (through
  sampling), and worker interviews to test awareness

Goal is to obtain Registration before 9/30/00 and
achieveExcellent rating on contract performance
measure
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Self Declaration Audit

• Purpose to self declare conformance to
  the ISO 14001 requirements
• Performed by Independent Oversight Office
• trained Lead EMS Auditors and Internal EMS
  Auditors
• DOE-BHG observers

• Facilities/Date
• HENP Directorate 7/19 - 7/20/00
• NSLS 7/24 - 7/25/00
• Chemistry 8/9/00
• EENS Directorate 8/7 - 8/8/00
• FO Directorate 8/1 - 8/2/00
• CIGPA Directorate 7/21/00
• FA Directorate 7/26 - 7/27/00
• LS Directorate 8/3-/8/4/00
• Directors Office 7/21/00
• ESHQ Directorate 7/28, 7/31/00

Goal is to correct any issues by 8/30/00, and
achieve Outstanding rating on contract
performance measure
9
Internal EMS Assessments

• Implementation of ISO 14001 proceeding
  Exceptionally Well!
• Noteworthy Practices
• EENS detailed and comprehensive Aspects Analysis
• FO enhancement to Operational Controls Form
  ensures completeness
• NSLS implementation team formalized as a standing
  EM Committee
• FA centralization of EMS and some ESHQ, T
  functions at Directorate level
• C-A integrated existing organizational systems
  into EMS program
• LS flowdown of Critical Outcomes/Objectives/Perfor
  mance Measures
• HENP web based system set bar for others
• ERD job specific training
• ESHQ focus on internal customer support and
  external stakeholders
• DO External Communications Program lauded
• Science Teams efforts to incorporate EMS
  requirements into ESR

10
Assessment of EMS Implementation

• Areas for Improvement
• Balanced emphasis needed on developing programs,
  controls, systems versus procedures, documents,
  and recordkeeping
• Competing Priorities with multiple improvement
  initiatives
• Top Management Needs to Articulate Value
  Support
• Emphasis needed on Employee awareness
• provide additional opportunities to engage in
  system
• enhance number of communications by team mgrs
• knowledge of relevance of policy commitments to
  their work
• Nonconformance reporting and tracking weak
• The above findings are typical of EMS
  Implementation

11
EMS Facility Deployment Trend
12
EMS Facility Deployment Performance
13
EMS Facility Deployment Performance
Extended Program Implementation milestone to
6/30/00 to account for management review task
14
Laboratory EMS Deployment Initiatives

• Recent efforts have closed gap in EMS progress
• Consultants used to complete some facility tasks
• Relief in Competing Priorities for core ESH Staff
• Focused efforts on EMS implementation within
  Directorates
• ACTION NEEDED
• Application of Records Management System to
  Laboratory work
• Communication of EMS Program to staff
• Completion of remaining training requirements
• Completion of Management Reviews
• Preparation for upcoming assessments

15
EMS for HENP Directorate - Ron Gill
PO EMS
IO EMS
16
EMS ESR Connections
DER ECR EMS Requirements Improvements, etc.
17
HENP EMS Aspects Waste Reduction

• SIGNIFICANT ASPECTS IDENTIFIED
• Industrial Waste various oils
• Haz. Waste small scale and processes
• Rad. Waste sealed sources under department
  control
• Medical Waste non-medical use of syringes
• Atmos. Dischg. permitted discharges
• Liq. Dischg. IO only printed circuit lab
• Chm. Strg. Use IO only printed circuit lab
• WASTE REDUCTION Formerly Hazardous Waste
• Antifreeze, Solder scraps Recycled
• Ethanol Sink disposal in most cases
• Alkaline batteries Regular trash

Savings
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EMS Implementation Path

• Management Review Audits
• Continue to Operate Improve System
• ESR ? EMP Objectives Targets
• Web-based communication documentation
• Problems
• HENP EMS training OK, but Physics
• Management Overview 85 (17/20)
• General Employee 92 (260/283)
• Record retention scheme needs clarification
• HENP will Meet 7/1 Target

19
Energy, Environment National SecurityJohn
Boccio

• Project Planning/Process Evaluations - Complete
• EMS Team (multifunctional staff) mobilized
• Action Plan developed
• Phase II Evaluations reviewed/findings documented
• Aspects/Impacts - Current
• Process controls identified for all processes
• ECR 1.3.5 review keeps aspect list current
• 1.3.5 database complete/maintained by RO
• EEN Activities with Positive Impacts
• Legal/Other Requirements - Complete
• ESH 1.3.5/EMS links provided

20
EENS DIRECTORATEEMS Implementation Team /
Functional Composition
RETURN TO PRESENTATION
21
EENS ACTIVITIES
RETURN TO PRESENTATION
22
Significant Environmental Aspects Associated
with EENS Directorate Activities
23
Significant Environmental Aspects Distribution
Across EENS's Experimental Research Project
Program
These significant env. aspects are
not associated with any activity.
RETURN TO PRESENTATION
24
Energy, Environment National SecurityEMS
Progress (Contd)

• Positive Significant Impact Activities
• RAPTOR Project (Discover Magazine Award 2000) -
  noise pollution
• Sulfur Polymer Stabilization Process - treatment
  of mixed waste mercury
• Perflourcarbon Tracer Technology - viscous-liquid
  barrier integrity
• Digestion Material for Asbestos (1999 RD 100
  Award) - asbestos remediation
• BNL Citric Acid Process - reduction in toxic
  waste disposition
• Pollution Prevention Proposals
• In situ Object Counting System - radiological
  characterization
• Recycle Mixed Waste Plastics - use waste products
  to treat other waste

RETURN TO PRESENTATION
25
Energy, Environment National SecurityEMS
Progress (Contd)

• Environmental Management Programs (minor mods.
  needed)
• EMP/OCF forms prepared
• Action plans developed
• Performance measures identified
• Status - target dependent
• Objectives/Targets - Complete
• Objectives (2) linked to Critical Outcomes
• Targets (7) defined

26
EMP FORMS
RETURN TO PRESENTATION
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Energy, Environment National SecurityEMS
Progress (Contd)

• Training - Ongoing
• Job-specific training - link to OCFs 1.3.5s
• Additional E training needs assessed
• EMS awareness/spill-response training proceeding
• Status
• EMS Implementation Team - 100
• EMS CBT Training - 78 (ALD), 92 (DAS)
• Management Overview Course - 63 (DAT), 75
  (DAS)
• Re-organization caused decrease

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Energy, Environment National SecurityDESK
AUDIT - May 24, 2000

• Summary
• Significant progress made
• Commitment high
• Employee Attentiveness strong
• Implementation Team effective
• Integration efforts ongoing
• Noteworthy Practice
• Aspects analysis detailed and comprehensive
• Findings and Observations
• Document control procedure not developed
• FUAs/EMS Manual needs integration
• Non-conformance, corrective action procedure not
  developed
• Improve Operational Control Forms

29
Energy, Environment National SecurityEMS
Progress (Contd)

• EMS Implementation Path
• Conduct Management Review
• Prepare for EMS I/O Audit
• Develop document control procedures
• Develop non-conformance reporting/tracking
  procedures (ATS - prime candidate)
• Problems/Improvement Areas
• EMS staff training
• Records retention scheme
• Evaluate EMS effectiveness
• EMS communication to staff
• Perception by management
• EENS Will meet 7/1 target

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ERD HIGHLIGHTS - A.M. Tope

• CURRENT STATUS
• Implementation 90 Complete
• Within Budget On-Time
• Excellent Feed Back From the Self-Assessment
  Conducted in May by J. Cascio the Team
• Management Review Scheduled on 6/28/00
• HIGHLIGHTS
• Twelve Significant Aspects Identified
• Four Major Objectives and Associated Targets
  Identified
• Three Program-Specific EMPs and OCFs Prepared

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ERD HIGHLIGHTS

• HIGHLIGHTS Contd..
• EMS Built on Integrated into ERDs Existing
  Management Systems
• EMS Development Implementation Done with
  Involvement of ERD Staff
• EMS Communicated to ERD and Project Staff
• EMS Job-Specific Training Completion 100
• EMS Documentation is Complete - Being Revised per
  the Findings of Self-Assessment
• EMS Related ERDs Legacy Procedures Being
  Modified
• Excellent Senior Management Commitment Support
• Knowledge

32
ERD ISSUES

• Issues - No Major Issues
• Minor Issue - Finalization of ERD Procedures
• PATH FORWARD
• Revise ERD EMS Description - Change tone from
  descriptive to procedural - Completion by
  6/12/00
• Address findings and observations from
  Self-Assessment Including Procedure Revisions -
  6/15/00
• EMS Management Review - 6/28/00
• EMS Implementation Complete - 7/1/00
• Verify Readiness for Registration Audit - 7/8/00
• Registration Audit Begins on 7/11/00
• On-site Readiness Review - 7/24/00
• Field Audit - mid-August/00

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Summary of EMS Project Issues

• Corrective actions and focused emphasis
  successfully put Departments back on track
• Positive Feedback when sharing BNL EMS
  experiences with othersfocus needed on internal
  communications
• Additional Action Items needed to complete
  project implementation
• Upcoming Assessments will be next test hurdle
• Continued emphasis and support by senior
  management needed to ensure project completion
  and success