DEFENSE LOGISTICS AGENCY SELF-DECLARATION PROCESS

1
DEFENSE LOGISTICS AGENCY SELF-DECLARATION PROCESS

• VALIDATING THE EMS

James Wood, P.E., EMS-LA Linda
Baetz, EMS-LA US Army Center for Health Promotion
and Preventive Medicine Jean Shorett, PhD Defense
Logistics Agency
2
DOD/DLA EMS Policy Guidance

• DOD EMS Policy Guidance Apr 2002
• ISO 14001 framework permitted, but not required
• Safety Occupational Health integration
  encouraged, but not required
• DOD EMS Metrics Guidance Jan 2003
• DLA EMS Policy Guidance Jun 2004
• Mission-focused
• 1SO 14001 by December 31, 2005

3
Validation of EMS (ISO 14001)

• 3d Party Registration (DOD/DLA Policy)
• No routine 3d party registration
• Only pursued if clear and documented benefit to
  mission
• Self-Declaration of EMS
• Allowed under ISO 14001, Section 1
• OFEE Self-Declaration Guidance
• DLA Self-Declaration Protocol

4
OFEE Guidance

• OFEE Self-Declaration Protocol Sep 2003
• Each Agency should develop Self-Declaration
  protocol NLT 31 Dec 2004 which includes
• Direction on the use of evaluation guides
• Direction on the frequency of internal
  evaluations independent review make-up of the
  review team independent reviewer qualifications
  and requirement for the management to make an EMS
  self-declaration statement
• Direction on documenting/using EMS evaluation
  results
• A schedule for reviewing EMS self-declaration
  procedures

5
DEFENSE LOGISTICS AGENCY

• Mission Provide world-wide logistics support to
  DOD
• Appropriate Facilities 147
• Field Activities
• DLA HQC
• Defense Supply Center Columbus
• Defense Supply Center Philadelphia
• Defense Supply Center Richmond
• Defense Energy Support Center
• Defense Distribution Center
• Defense Logistics Information Service
• Defense National Stockpile Center
• Defense Reutilization and Marketing Service
• Document Automation and Production Service

6
EMS Validation DLA Approach

• DoD EMS metrics already completed
• EMS must be mission-focused and ISO 14001
  conformant
• Site Director concurs at key points
• DLA EMS-Self Declaration has two parts
• 3d Party Registration ok with clear and
  documented benefit to mission

7
DLA Self-Declaration Protocol

• DLA Protocol finalized in Dec 2004 undergoing
  update
• Incorporates OFEE principles
• Designed to validate both initial and continuing
  EMS conformance
• Designed for both ongoing evaluation and
  continual improvement

8
DLA Self-declaration Process

• External mission-focused EMS review
• EMS conformance to ISO 140012004
• Part I Web-based EMS documentation review
• Part II On-site EMS verification review (1/3 of
  activities over 3 yrs then every 3 years)
• 3rd party registration when clear (and
  documented) benefit to mission

9
DLA Self-declaration Process

• Activity posts EMS documents on DLA EMS website
• Activity EMS status briefed to Site Director
• Site Director concurs triggers web-based review
  of EMS by DLA Qualified Reviewers
• Reviewers identify EMS documentation conformance
  or areas of non-conformance
• Complete corrective actions briefed to Site
  Director
• Site Director Self-Declares Initial EMS
  Conformance

10
DLA Self-declaration Definitions

• DLA Qualified Reviewer-completed EMS audit
  training course (DLA-approved)
• EMS Audit Team (independent)
• Team leader (DLA Qualified Reviewer)
• 1 or more reviewer (DLA Qualified Reviewer)

11
Part II On-Site EMS Review

• Identify scope DLA EMS reviews are
  fence-to-fence
• Ensure documentation records are available
• Ensure key individuals are available
• Ensure employees are familiar with the DLA
  Activitys Environmental Policy Statement (and
  the environ. considerations of their job)
• Assign primary focal point for review team

12
During/After the On-Site EMS Review

• Review team presents in-briefing/out-briefing to
  Site Director and EMR
• Review team gathers evidence through
  document/records review, interviews, etc.
• Review team documents EMS conformance and any
  findings of non-conformance
• Review team prepares report of findings and EMS
  conformance status

13
Corrective Action (CA) and Documentation Process

• EMR proposes CAs w/ Site Director concurrence to
  review team (w/i 30 days)
• EMR w/ Site Director concurrence provides
  documentation to review team that CAs are
  complete
• DLA HQ concurs with completion and issues
  Recognition of validated EMS

14
Summary

• DLA used OFEE guidance to build Self-Declaration
  Protocol tied to continual improvement
• Protocol validates EMS is mission-focused and ISO
  14001-conformant
• Two-phased EMS self-declaration process
• - Web-based documentation review
• - On-site independent review

15
Back up slides
16
DLA Metrics by 31 July 2004

• Policy
• 2. Self-Assessment
• 3. Implementation
• Planning

• A policy statement which includes a missions
  focus has been prepared.
• A facility-wide EMS self-assessment (i.e., gap
  analysis) has been documented.
• A written implementation plan (with well defined
  dates, identified resources, and organizational
  responsibilities) has been prepared.

17
DLA Metrics by 31 Dec 2004

• 4. List of Aspects
• 5. Awareness Training
• 3. Management Review

• A prioritized list of environmental aspects has
  been prepared.
• Appropriate DLA activity personnel have received
  awareness training.
• At least one documented management review has
  been performed.