ISO 14001:2015 Clause 7.2 Competence

The organization shall:
a) determine the necessary competence of person(s) doing work under its control that affects its environmental performance and its ability to fulfill its compliance obligations;
b) ensure that these persons are competent on the basis of appropriate education, training or experience;
c) determine training needs associated with its environmental aspects and its environmental management system;
d) where applicable, take actions to acquire the necessary competence, and evaluate the effectiveness of the actions taken.
NOTE Applicable actions can include, for example, the provision of training to, the mentoring of, or the re- assignment of currently employed persons or the hiring or contracting of competent persons.
The organization shall retain appropriate documented information as evidence of competence.

As per Annex A (Guidance on the use of ISO 14001:2015 standard) of ISO 14001:2015 standard it further explains:

The competency requirements of this International Standard apply to persons working under the organization’s control who affect its environmental performance, including persons:
a) whose work has the potential to cause a significant environmental impact;
b) who are assigned responsibilities for the environmental management system, including those who:
1) determine and evaluate environmental impacts or compliance obligations;
2) contribute to the achievement of an environmental objective;
3) respond to emergency situations;
4) perform internal audits;
5) perform evaluations of compliance.

1) The organization shall determine the necessary competence of person(s) doing work under its control that affects its environmental performance and its ability to fulfill its compliance obligations

An organization can determine the necessary competence of individuals performing work under its control that affects its environmental performance and compliance obligations through a systematic and well-documented process. Here are the key steps to achieve this:

1. Begin by identifying the roles and responsibilities within the organization that have a direct or indirect impact on environmental performance and compliance with environmental regulations.
2. For each identified role or responsibility, determine the specific knowledge, skills, and qualifications required to perform the tasks related to environmental management and compliance. This may involve considering legal requirements, industry standards, and best practices.
3. Assess the existing workforce to identify any gaps in competence. This can be done through individual assessments, interviews, or self-assessments.
4. Develop a training and development plan to bridge the competence gaps identified in the previous step. Training may include formal education, on-the-job training, workshops, or external courses.
5. Document the competence requirements for each role and responsibility in a clear and accessible manner. This documentation should be readily available to employees and management.
6. When hiring new employees or appointing individuals to specific roles, ensure that their qualifications and experience align with the documented competence requirements.
7. Regularly evaluate the performance of individuals in their roles, considering their competence in environmental matters. This can be done through performance appraisals, feedback, and observation.
8. Use feedback from performance evaluations and other sources to continually refine and improve the competence requirements and training programs.
9. Ensure that all employees are aware of their roles and responsibilities in relation to environmental performance and compliance. This can be achieved through training, internal communications, and awareness campaigns.
10. Maintain records of competence assessments, training programs, and any other relevant documentation to demonstrate compliance with competence requirements.
11. Periodically review and update competence requirements to align with changing environmental regulations, industry standards, and organizational needs.
12. Include competence assessments and actions to address competence gaps as part of the organization’s management review process.
13. Consider engaging external experts or consultants if specialized environmental expertise is required, especially for complex or highly regulated tasks.
14. Ensure that the competence requirements and training programs align with legal obligations related to environmental performance and compliance.

By following these steps and maintaining a proactive approach to competence management, an organization can ensure that the individuals working under its control have the necessary competence to positively impact environmental performance and fulfill compliance obligations effectively. To ensure that the requirements for environmental performance and compliance obligations related to an Environmental Management System (EMS) are met, individuals within an organization should possess a range of competences. These competences may vary depending on the nature of the organization’s activities, its industry, and its specific environmental aspects and impacts. However, here are some common competences required to effectively manage an EMS:

1. Environmental Regulatory Knowledge: Understanding of local, regional, and national environmental regulations and laws relevant to the organization’s operations.
2. EMS Knowledge:Familiarity with the principles, standards, and best practices associated with ISO 14001 or other relevant EMS frameworks.
3. Risk Assessment and Management: Ability to identify, assess, and manage environmental risks and aspects to prevent non-compliance and environmental incidents.
4. Environmental Impact Assessment: Skill in conducting environmental impact assessments to evaluate the effects of the organization’s activities on the environment.
5. Pollution Prevention and Control: Knowledge of techniques and technologies for preventing and controlling pollution, including waste management and emissions control.
6. Monitoring and Measurement: Competence in setting up and maintaining environmental monitoring and measurement systems to track environmental performance.
7. Data Analysis: Ability to analyze environmental data and performance indicators to identify trends, areas for improvement, and compliance issues.
8. Documentation and Record-Keeping: Skill in maintaining accurate and organized documentation and records related to environmental performance and compliance.
9. Communication and Reporting: Effective communication skills to convey environmental objectives, performance results, and compliance information to stakeholders, both internal and external.
10. Training and Awareness: Capability to develop and deliver environmental training programs and raise awareness among employees about their roles in the EMS.
11. Emergency Response and Preparedness: Knowledge of emergency response procedures and the ability to coordinate responses to environmental incidents effectively.
12. Legal Compliance Management: Understanding of legal requirements and the ability to ensure that the organization complies with environmental laws and regulations.
13. Auditing and Assessment: Competence in conducting internal audits and assessments of the EMS to identify non-conformities and areas for improvement.
14. Sustainability and Resource Efficiency: Awareness of sustainability principles and resource efficiency strategies to minimize environmental impacts and optimize resource use.
15. Continuous Improvement: A commitment to a culture of continual improvement, including the ability to identify and implement corrective and preventive actions.
16. Stakeholder Engagement: Competence in engaging with internal and external stakeholders, including regulatory agencies, to build positive relationships and address environmental concerns.
17. Environmental Technology: Familiarity with environmental technologies and innovations that can help the organization improve its environmental performance.
18. Project Management: Project management skills to plan and execute environmental initiatives, such as pollution control projects or sustainability programs.

2)The organization shall ensure that these persons are competent on the basis of appropriate education, training or experience;

Ensuring that employees are competent in Environmental Management System (EMS) related tasks based on appropriate education, training, or experience is crucial for the effective implementation of environmental policies and compliance with environmental regulations. Here are steps an organization can take to achieve this:

• Begin by identifying the specific competency requirements for different roles within your organization that are related to EMS. These requirements should be based on the tasks and responsibilities associated with environmental management.
• Create detailed job descriptions or role profiles that outline the competency requirements for each position. This should include the required education, training, certifications, and experience.
• Conduct a competency assessment of current employees to identify gaps in their knowledge and skills. This can be done through self-assessments, interviews, or competency tests.
• Based on the competency assessment results, develop customized training programs for employees to address their specific knowledge and skill gaps. These programs can include formal classroom training, on-the-job training, e-learning modules, workshops, and seminars.
• Ensure that employees have access to relevant educational resources, such as courses, seminars, and workshops related to EMS and environmental management. Encourage employees to pursue further education if necessary.
• Support employees in obtaining relevant certifications and qualifications related to EMS and environmental management, such as ISO 14001 Lead Auditor or relevant academic degrees.
• Provide opportunities for employees to gain practical experience in EMS-related tasks through on-the-job training and assignments. Mentorship programs can also be valuable.
• Conduct regular competency reviews to assess employees’ progress and ensure they remain up to date with changing environmental regulations and best practices.
• Incorporate EMS-related competencies into the organization’s performance management system. Evaluate and provide feedback on employees’ competence during performance appraisals.
• Maintain detailed records of employee training, qualifications, and competency assessments. This documentation is essential for demonstrating compliance with competency requirements.
• Encourage cross-training among employees so that they can acquire a broader understanding of EMS-related functions and contribute to a culture of shared responsibility for environmental management.
• Encourage employees to provide feedback on training programs and identify areas for improvement. Use this feedback to continuously enhance training initiatives.
• Foster a culture of environmental awareness and responsibility throughout the organization to ensure that employees understand the importance of EMS and their roles in it.
• Ensure that top management is committed to supporting and investing in employee competency development related to EMS. Their commitment sets the tone for the entire organization.
• Conduct periodic audits and evaluations of employee competencies to verify that they meet the required standards and to identify any emerging training needs.

By systematically addressing these steps, an organization can create a workforce that is competent in EMS-related matters. This not only helps in achieving environmental performance goals but also ensures compliance with environmental regulations and the effective management of environmental risks.

3)The organization shall determine training needs associated with its environmental aspects and its environmental management system

Determining training needs associated with an organization’s environmental aspects and its Environmental Management System (EMS) is essential for ensuring that employees have the knowledge and skills required to effectively manage environmental impacts and comply with regulations. Here’s a step-by-step process to determine training needs in this context:

1. Identify Environmental Aspects: Begin by identifying the significant environmental aspects and impacts of your organization’s activities, products, and services. This may include aspects related to energy use, emissions, waste generation, water consumption, and more.
2. Legal and Regulatory Requirements:Review and document the environmental laws, regulations, and permits that apply to your organization. Identify specific training requirements mandated by these regulations.
3. Review EMS Documentation: Examine your EMS documentation, including your environmental policy, objectives, and procedures. Identify areas where training is necessary to support the implementation and maintenance of the EMS.
4. Job Analysis: Conduct job analyses for roles within your organization that are directly or indirectly involved in environmental aspects and EMS activities. Determine the tasks and responsibilities associated with each role.
5. Competency Assessment: Evaluate the competencies of employees in relation to their roles and responsibilities regarding environmental management. This can include self-assessment, interviews, and performance reviews.
6. Gap Analysis: Compare the identified competencies with the required competencies for each job role. Identify gaps in knowledge and skills that need to be addressed through training.
7. Prioritize Training Needs: Prioritize the training needs based on the severity of environmental impacts, legal requirements, and the potential for improvement in environmental performance.
8. Define Training Objectives: Clearly define the objectives of the training programs, specifying what knowledge and skills employees should acquire. Align these objectives with the identified training needs.
9. Select Training Methods: Determine the most appropriate training methods for addressing each need. Training methods can include classroom training, e-learning, on-the-job training, workshops, seminars, and external courses.
10. Develop Training Plans: Create comprehensive training plans that outline the training schedule, resources required, trainers or training providers, and evaluation criteria.
11. Deliver Training: Implement the training programs according to the established plans. Ensure that employees have access to the necessary resources and support for their training.
12. Evaluate Training Effectiveness: After training is completed, evaluate its effectiveness through assessments, tests, or feedback from participants. Determine if the training addressed the identified needs and achieved its objectives.
13. Feedback and Continuous Improvement: Gather feedback from employees who participated in the training to identify areas for improvement in the training programs. Use this feedback to refine future training efforts.
14. Document Training Records: Maintain detailed records of employee training, including attendance, completion certificates, and assessment results. These records are essential for demonstrating compliance and tracking employee development.
15. Regular Review and Update: Periodically review and update training needs and programs to ensure that they remain relevant and aligned with changes in environmental regulations, aspects, and the EMS.
16. Management Review: Include training assessments and actions to address training needs as part of the organization’s management review process.

By following this systematic approach to determine and address training needs related to environmental aspects and the EMS, organizations can enhance their employees’ competence, improve environmental performance, and maintain compliance with regulatory requirements. The specific training needed by an organization associated with its environmental aspects and its Environmental Management System (EMS) will vary depending on the organization’s activities, industry, and the roles and responsibilities of its employees. However, here is a list of common training topics that are often required to support environmental management and compliance within an organization:

1. Awareness of Environmental Management: An overview of the organization’s EMS, including its goals, objectives, and structure.
2. Environmental Regulations and Compliance: Training on relevant environmental laws, regulations, and permit requirements that apply to the organization’s operations.
3. Environmental Policy and Objectives: Familiarizing employees with the organization’s environmental policy and objectives and their roles in achieving these objectives.
4. Environmental Aspects and Impacts: Understanding the identification and assessment of environmental aspects and impacts associated with the organization’s activities, products, and services.
5. Risk Assessment and Management: Training on how to identify, assess, and manage environmental risks to prevent incidents and non-compliance.
6. EMS Frameworks and Standards: Education on the principles and requirements of EMS frameworks such as ISO 14001 and how they apply to the organization.
7. Waste Management: Training on proper waste segregation, handling, and disposal procedures to minimize environmental impacts.
8. Energy Efficiency: Promoting energy conservation practices and efficient use of resources within the organization.
9. Water Conservation: Education on responsible water use and management, especially in water-intensive industries.
10. Air Quality Management: Training on controlling emissions, air pollution prevention, and compliance with air quality regulations.
11. Chemical Handling and Hazardous Materials: Safe handling and storage of chemicals and hazardous materials, including compliance with safety data sheet (SDS) information.
12. Pollution Prevention: Techniques and strategies for preventing pollution, including spill response and prevention measures.
13. Environmental Monitoring and Measurement: How to set up and maintain environmental monitoring systems and collect relevant data.
14. Emergency Response and Preparedness: Procedures for responding to environmental incidents, such as spills, leaks, and natural disasters.
15. Documentation and Record-Keeping: Training on maintaining accurate records and documentation related to environmental performance and compliance.
16. Auditing and Assessment: Conducting internal audits and assessments of the EMS to identify non-conformities and areas for improvement.
17. Sustainability Practices: Promoting sustainable practices within the organization, including resource efficiency and green procurement.
18. Stakeholder Engagement: Training on engaging with internal and external stakeholders, including regulatory agencies and local communities.
19. Communication and Reporting: Effective communication of environmental objectives, performance results, and compliance information to stakeholders.
20. Continuous Improvement: Fostering a culture of continual improvement, including the ability to identify and implement corrective and preventive actions.
21. Role-Specific Training: Customized training for specific job roles that have significant environmental responsibilities, such as environmental coordinators, waste management personnel, or safety officers.
22. Legal and Regulatory Updates: Regular training to keep employees informed about changes in environmental laws and regulations.

4) The organization shall where applicable, take actions to acquire the necessary competence, and evaluate the effectiveness of the actions taken.

When necessary competencies are not available within the organization, it’s crucial for the organization to take action to acquire the required competence. This is essential for effective environmental management, compliance with regulations, and the overall success of the Environmental Management System (EMS). Here’s how an organization can go about acquiring necessary competence and evaluating the effectiveness of these actions:

1. Identify Competency Gaps: Clearly identify the specific competency gaps within the organization. Determine which roles or functions lack the necessary knowledge, skills, or experience related to environmental management and the EMS.
2. Training and Education: Develop training and education programs tailored to fill the identified competency gaps. This may involve internal training sessions, external courses, workshops, seminars, or sending employees for specialized training.
3. Hiring and Recruitment: If certain competencies are lacking, consider hiring individuals who possess the required skills and knowledge. Recruitment should align with the organization’s environmental goals and the need for specific expertise.
4. Cross-Training: Encourage cross-training among employees so that they can acquire a broader understanding of EMS-related functions. This can help mitigate competency gaps.
5. Mentorship and Knowledge Transfer: Implement mentorship programs where experienced employees can guide and transfer knowledge to less experienced colleagues in areas related to environmental management.
6. Collaboration with Experts: Collaborate with external environmental experts or consultants who can provide specialized knowledge and guidance to address specific competency gaps.
7. Evaluation of Training: After training and competency development actions have been taken, evaluate their effectiveness. Assess whether employees have gained the required competencies and if they can apply them effectively in their roles.
8. Feedback Mechanisms: Encourage employees to provide feedback on the effectiveness of training programs and competency development initiatives. Use their input to make improvements as needed.
9. Performance Review: Include competency assessments as part of the organization’s performance review process. Regularly review employees’ competence and provide feedback on their development.
10. Audits and Assessments: During internal audits and assessments of the EMS, evaluate the competency of employees in fulfilling their roles related to environmental management and compliance.
11. Management Review: Include a review of competency development actions and their effectiveness as part of the organization’s management review process.
12. Continuous Improvement: Continually assess the organization’s competency needs, especially as environmental regulations and best practices evolve. Adjust training and development efforts accordingly.
13. Documentation: Maintain detailed records of competency development actions, including the training provided, qualifications acquired, and improvements in competency levels.
14. Legal Compliance: Ensure that the actions taken to acquire necessary competence align with legal requirements related to environmental management and employee development.

By taking these actions and continuously evaluating their effectiveness, organizations can address competency gaps, enhance the skills and knowledge of their workforce, and ensure that employees have the necessary competence to effectively manage environmental aspects and the EMS. This proactive approach contributes to improved environmental performance and regulatory compliance.

5) Applicable actions can include, for example, the provision of training to, the mentoring of, or the re- assignment of currently employed persons or the hiring or contracting of competent persons.

Acquiring the necessary competence related to an Environmental Management System (EMS) may involve a combination of actions. The organization should choose the most appropriate actions based on the specific competency gaps and the needs of the organization. Here are the applicable actions to acquire the necessary competence:

1. Training and Education: Provide training and education programs to employees to enhance their knowledge and skills in environmental management and the EMS. This can include formal courses, workshops, seminars, and e-learning modules.
2. Mentoring and Coaching: Implement mentoring and coaching programs where experienced employees (mentors) guide and transfer their knowledge and expertise to less experienced colleagues (mentees).
3. Reassignment or Rotation: Reassign employees to roles or departments where they can acquire the necessary competencies through on-the-job experience. Job rotation can also help employees gain a broader understanding of environmental aspects.
4. Hiring: Hire new employees who already possess the required competencies in environmental management and EMS implementation. Ensure that their qualifications align with the organization’s needs.
5. Contracting or Consulting: Contract or consult with external experts or environmental consultants who have the required knowledge and skills. They can provide guidance, training, or specific expertise to address competency gaps.
6. Cross-Training: Encourage cross-training among employees so that they can acquire competencies related to multiple roles within the organization. This can help build a more versatile workforce.
7. Certification and Qualification Programs: Support employees in obtaining relevant certifications or qualifications related to EMS and environmental management. This can be beneficial for enhancing their expertise.
8. Professional Development Plans: Create individualized professional development plans for employees that outline the competencies they need to acquire and the actions required to achieve them.
9. Feedback and Self-Assessment: Encourage employees to self-assess their competencies and provide feedback on their training and development needs. Use this input to tailor development plans.
10. Performance Appraisals: Incorporate competency assessments into performance appraisals to track employees’ progress and provide guidance on their development.
11. Knowledge Sharing Sessions: Organize knowledge-sharing sessions or workshops where employees can share their expertise and experiences with others to promote learning and skill development.
12. Continual Learning Culture: Foster a culture of continual learning and improvement within the organization to encourage employees to seek and acquire new competencies proactively.
13. Monitoring and Evaluation: Regularly monitor and evaluate the effectiveness of the actions taken to acquire competence. Adjust strategies as needed to ensure competency development is successful.
14. Documentation and Record-Keeping: Maintain comprehensive records of training, mentoring, reassignments, and any other actions related to competency development. These records are essential for compliance and tracking progress.
15. Legal Compliance: Ensure that all actions taken to acquire competence align with legal requirements related to environmental management and employee development.

6)The organization shall retain appropriate documented information as evidence of competence.

The organization is required to retain appropriate documented information as evidence of competence. This documentation serves as proof that individuals within the organization have the necessary knowledge, skills, and experience to carry out their roles and responsibilities related to environmental management and the EMS effectively.

1. Competency Matrix or Profile: A competency matrix or profile is a document that outlines the specific competencies and qualifications required for each job role or function within the organization. This document can help identify gaps in competence.
2. Training Plans: Documented training plans should outline the training needs and objectives for each employee or job role, as well as the training methods, resources, and schedules.
3. Training Records: These records include documentation of the training that employees have received. This may include training certificates, attendance records, and records of completed courses.
4. Qualification Records: Documentation of qualifications and certifications held by employees, which demonstrate their competence in relevant areas. This could include degrees, certifications, licenses, and relevant experience.
5. Job Descriptions: Detailed job descriptions for each role within the organization, specifying the responsibilities and competencies required for EMS-related tasks.
6. Performance Appraisals: Records of performance appraisals, which may include assessments of competence and development plans to address competency gaps.
7. Competence Assessments: Periodic assessments of employees’ competence in relation to EMS roles and responsibilities.
8. Skills and Knowledge Assessments: Records of assessments that demonstrate an employee’s skills and knowledge related to EMS requirements and environmental management tasks.
9. Mentoring or Coaching Records: Documentation of mentoring or coaching programs, including who served as mentors and mentees and the topics covered.
10. Audit and Assessment Records: Records of internal audits and assessments that may include findings related to competence, such as identification of competency gaps or non-conformities.
11. Management Review Records: Documentation of the results of management reviews, which may include assessments of competence and actions taken to address competency needs.
12. Documented Information on Actions Taken: Records of actions taken to acquire necessary competence, such as records of training sessions, mentoring sessions, or reassignments.
13. Records of Competence Verification: Records demonstrating how the organization verifies the competence of its employees, such as through testing, evaluation, or certification.
14. Records of Continuous Improvement: Documentation of actions taken to continually enhance the competence of employees and address changing competence requirements.

The specific documents and records required may vary depending on the organization’s size, complexity, and the nature of its environmental aspects and impacts. It’s essential for organizations to establish and maintain the documented information needed to demonstrate competence as part of their EMS implementation and ongoing compliance with ISO 14001:2015. These records serve as evidence that the organization is fulfilling the competency requirements outlined in the standard.

Example of Procedure Title: Competence Management for EMS

Objective: This procedure outlines the process for assessing, acquiring, and maintaining the competence of employees involved in EMS-related roles and responsibilities within [Your Organization’s Name].

Responsibility: The responsibility for implementing and maintaining this procedure rests with the [Name or Department] responsible for environmental management.

Procedure:

1. Identification of Competency Needs

a. Determine Roles and Responsibilities: Identify job roles and positions within the organization that have direct or indirect responsibilities related to the EMS.

b. Identify Environmental Competencies: Define the specific competencies required for each role or position in relation to EMS tasks, including knowledge, skills, qualifications, and experience.

2. Competence Assessment

a. Assess Current Competence: Conduct assessments to determine the competence of individuals in EMS-related roles. This assessment may include self-assessments, interviews, and performance evaluations.

b. Identify Competency Gaps: Compare the assessed competencies with the defined competency requirements to identify gaps.

3. Competence Development Plan

a. Develop Training Plans: Create individualized training plans for employees with competency gaps. Specify the training needs, objectives, methods, and timelines.

b. Mentoring and Coaching: Implement mentoring or coaching programs for employees who require additional support. Assign mentors or coaches with relevant expertise.

c. External Training and Certification: Arrange for external training or certification programs when necessary, ensuring alignment with EMS requirements.

d. Continuous Learning: Encourage employees to engage in continuous learning and professional development activities related to EMS.

4. Training and Development

a. Training Delivery: Provide the identified training programs, either internally or through external providers, following the established training plans.

b. Mentoring and Coaching: Facilitate mentoring and coaching sessions to support the development of required competencies.

5. Competence Verification

a. Competence Assessments: Periodically assess and verify the competence of employees in EMS-related roles through tests, evaluations, or practical assessments.

b. Documentation: Maintain records of completed training, certifications, and competence assessments for each employee.

6. Competence Maintenance

a. Performance Appraisals: Include assessments of competence in regular performance appraisals. Identify further development needs and update training plans as necessary.

b. Management Review: Review and discuss the competence of employees during management review meetings. Determine actions to enhance competence.

7. Record Keeping

a. Retention of Competence Records: Retain all relevant records of competence, training, and assessments in a secure and accessible manner.

8. Continuous Improvement

a. Feedback and Improvement: Encourage employees to provide feedback on the effectiveness of training and competence development activities. Use feedback to improve the process.

b. Periodic Review: Periodically review and update this competence management procedure to ensure its effectiveness and alignment with changing EMS needs.