ENVIRONMENTAL MANAGEMENT SYSTEM

The Role of an EMS Management Representative(s)

A Broad Role that Requires Dedication to the Planning and Execution of Action Plans

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An Environmental Management System (EMS) Management Representative is a person who has been assigned the responsibility and authority, by Top Management, as per Clause 5.3 of the ISO14001:2015 Standard to:

1. Ensure that the EMS is maintained and conforms to the ISO14001:2015 Standard.
2. Report on the EMS, including overall environmental performance to Top Management.

At a glance, these two requirements seem simple, but they are more complicated than having an annual internal audit or management review.

Usually, the role of the EMS Management Representative(s) is assigned to a specific job title(s), team, or department to achieve compliance with these requirements.

To obtain compliance with Clause 5.3 requires detailed planning and execution of action plans throughout the year.

Ensuring the EMS conforms to the ISO14001:2015 Standard

In brief, this means that the assigned person(s), the team(s), or department(s) carry out the following:

• Have an understanding of the organization and its context, the needs and expectations of interested parties, and the scope of the EMS.
• Managing the EMS as a whole
• Have a deep understanding of the Environmental Policy.
• Understand the role and responsibilities of the EMS Management Representative(s).
• Understand, update, and implement any actions relating to Environmental Aspects.
• Understand, update, and implement any actions surrounding compliance obligations (legal and other requirements).
• Understand, assist in updating, and implement action plans surrounding environmental objectives.
• Assist in the understanding, updating, and possible implementations required around competence and training and awareness.
• Manage internal and external communications, this includes record-keeping, responding, and even engaging with interested parties.
• Understand, update, and implement documented information requirements.
• Understand, assist in updating, and implementing operation control and emergency preparedness requirements.
• Establish, implement, and maintain monitoring programs, evaluation of compliance audits or checks, as well as internal EMS audit programs and management reviews.
• Understand, assist with the establishment, and implement improvement strategies.

How: Practically, to keep on top of all of these requirements, an EMS Management Representative(s) needs to have a detailed schedule that will coincide with the action plans that arise from the EMS as a whole. It may be helpful to have an annual plan to keep track of everything, which is then broken down into monthly and weekly requirements.

Reporting on the EMS and Environmental Performance

Top Management is required to review the EMS as a whole at planned intervals, according to Clause 9.3. These Management Reviews can be conducted annually, bi-annually, or even monthly. The Management Review does even need to be a standalone activity, and portions of the Management Review can be incorporated into other regularly scheduled activities.

This is all highly dependent on the organization, as well as the preferences of Top Management.

What Clause 9.3 does require is that Management Reviews should include, but not be limited to:

• The status of actions from previous management reviews
• Changes in internal and external issues relevant to the EMS
• Changes in the needs and expectations of interested parties, including compliance obligations
• Changes in significant aspects
• Changes in risks and opportunities
• Achievement and progress on environmental objectives
• Information on environmental performance (monitoring, measurement, analysis, compliance evaluations, audit results, resources)
• Relevant external communications
• Opportunities for continual improvement

The outputs of the management review include:

• Conclusions on suitability (how the EMS fits the organization), adequacy (whether the EMS meets the requirements of the ISO14001 Standard and is implemented appropriately) and effectiveness (whether it has achieved desired results) of the system
• Continual improvement opportunities
• Changes in the EMS, including resources
• Actions relating to objectives not achieved
• Implications for the strategic direction of the organization

How: The EMS Management Representative(s) need to collect, collate, possibly analyze and present the information required to Top Management. In addition to this, it may also be the responsibility of the EMS Management Representative(s) to schedule the Review Meetings, take and distribute minutes, and update action plans. All actions surrounding the Management Review should be included in the Action Tracking System that the Organization uses, and should be incorporated into the schedule mentioned above.

Reporting is Not Limited to the Management Review

Reporting to Top Management on the EMS and Environmental Performance does not need to be limited to Management Review situations. Reporting different aspects of the EMS may need to occur with different frequencies. These reports may take the form of written reports, meetings, or even through less formal means. Every organization will have its own reporting requirements which should be integrated into the Compliance Obligations of the EMS.

The Role of the EMS Management Representative(s) is a wide role that not only includes the day-to-day management, but also planning, scheduling, and implementing action plans as well as reporting to Top Management. These responsibilities may be divided between job title(s), teams, or departments.

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Originally published at https://www.bloberg.com on June 30, 2020.