1.0 SCOPE

XXXXX establishes, implements, maintains, and continually improves the EMS Management System and assures itself of conformity with its stated EMS policy.

XXXXX applies all the requirements of ISO 14001:2015 if they are applicable within the determined scope of its quality management system.

XXXXX determines the boundaries and applicability of the EMS management system to develop its business covers basically in the following area:

• Operations
• Project Management.
• Supply chain management
• Onsite servicing
• Product sales
• Manufacturing
• Quality and Health and services

The Scope of operational activities at XXXXX is:

“Enter your Scope here”.

1.1 Company Profile

“Enter your Company profile here”.

1.2 Introduction to the Environment Management System

The requirements of this manual are aimed at the Environmental awareness and safety policies as well as maintenance of the system that provides the most effective and efficient means of achieving the documented EMS management objectives.

1.2.1 Purpose

• The contents of this Manual are intended as an overview, to demonstrate and explain how XXXXX’s EMS Management System conforms to ISO 14001: 2015.
• The Manual and its associated documentation covering Procedures, Work Instructions, Documents, and Records are structured on and meet the requirements of ISO 14001: 2015.
• Manual holders will be responsible for ensuring that their staff is fully conversant with the contents of the Manual.
• The EMS Policy and Principles outlined in this Manual form a mandatory basis for our EMS Management System.

2.0 NORMATIVE REFERENCES

ISO 14001: 2015 Environmental management systems – Requirements with guidance for use

3.0 TERMS AND DEFINITIONS

3.1 Terms related to organization and leadership

3.1.1 Management system

Set of interrelated or interacting elements of an organization to establish policies and objectives and processes to achieve those objectives

Note 1 to entry: A management system can address a single discipline or several disciplines (e.g. Quality, environment, occupational health and safety, energy, financial management).

Note 2 to entry: The system elements include the organization’s structure, roles and responsibilities, planning and operation, performance evaluation, and improvement.

Note 3 to entry: The scope of a management system can include the whole of the organization, specific and identified functions of the organization, specific and identified sections of the organization, or one or more functions across a group of organizations.

3.1.2 EMS management system

Part of the management system used to manage environmental aspects fulfill compliance obligations, and address risks and opportunities

3.1.3 EMS policy

Intentions and direction of an organization related to EMS performance, as formally expressed by its top management

3.1.4 Organization

Person or group of people that has its own functions with responsibilities, authorities, and relationships to achieve its objectives

Note 1 to entry: The concept of the organization includes, but is not limited to sole-trader, company, corporation, firm, enterprise, authority, partnership, charity or institution, or part or combination thereof, whether incorporated or not, public or private.

3.1.5 Top management

Person or group of people who directs and controls an organization at the highest level

Note 1 to entry: Top management has the power to delegate authority and provide resources within the organization.

Note 2 to entry: If the scope of the management system covers only part of an organization, then top management refers to those who direct and control that part of the organization.

3.1.6 Interested party

Person or organization that can affect, be affected by, or perceive itself to be affected by a decision or activity

(e.g.) Customers, communities, suppliers, regulators, non-governmental organizations, investors and employees.

Note 1 to entry: To “perceive itself to be affected” means the perception has been made known to the organization.

3.2 Terms related to planning

3.2.1 Environment

Surroundings in which an organization operates, including air, water, land, natural resources, flora, fauna, humans, and their interrelationships.

Note 1 to entry: Surroundings can extend from within an organization to the local, regional and global system.

Note 2 to entry: Surroundings can be described in terms of biodiversity, ecosystems, climate or other characteristics.

3.2.3 Environmental aspect

Element of an organization’s activities or products or services that interacts or can interact with the environment.

Note 1 to entry: An environmental aspect can cause (an) environmental impact(s). A significant environmental aspect is one that has or can have one or more significant environmental impact(s). Note 2 to entry: Significant environmental aspects are determined by the organization applying one or more criteria.

3.2.4 Environmental condition

State or characteristic of the environment as determined at a certain point in time

3.2.5 Environmental impact

Change to the environment, whether adverse or beneficial, wholly or partially resulting from an organization’s environmental aspects

3.2.6 Hazard identification

Process of recognizing that a hazard exists and defining its characteristics

3.2.7 Ill health

Identifiable, adverse physical or mental condition arising from and/or made worse by a work activity and/or work-related situation

3.2.8 Incident

Work-related event(s) in which an injury or ill health (regardless of severity) or fatality occurred, or could have occurred

NOTE 1 to entry: An accident is an incident that has given rise to injury, ill health, or fatality.

NOTE 2 to entry: An incident where no injury, ill health, or fatality occurs may also be referred to as a “near-miss”, “near-hit”, “close call” or “dangerous occurrence”.

NOTE 3 to entry: An emergency situation is a particular type of incident.

3.2.9 Objective

Result to be achieved

Note 1 to entry: An objective can be strategic, tactical, or operational.

Note 2 to entry: Objectives can relate to different disciplines (such as financial, health and safety, and environmental goals) and can apply at different levels (such as strategic, organization-wide, project, product, service, and process.

Note 3 to entry: An objective can be expressed in other ways, e.g. as an intended outcome, a purpose, an operational criterion, as an EMS objective, or by the use of other words with similar meaning (e.g. aim, goal, or target).

3.2.10 EMS objective

Objective set by the organization consistent with its EMS policy

3.2.11 Prevention of pollution

Use of processes, practices, techniques, materials, products, services, or energy to avoid, reduce or control (separately or in combination) the creation, emission, or discharge of any type of pollutant or waste, in order to reduce adverse environmental impacts

Note 1 to entry: Prevention of pollution can include source reduction or elimination; process, product, or service changes; efficient use of resources; material and energy substitution; reuse; recovery; recycling, reclamation; or treatment.

3.2.12 Requirement

Need or expectation that is stated, generally implied or obligatory

Note 1 to entry: “Generally implied” means that it is custom or common practice for the organization and interested parties that the need or expectation under consideration is implied.

Note 2 to entry: A specified requirement is one that is stated, for example in documented information.

Note 3 to entry: Requirements other than legal requirements become obligatory when the organization decides to comply with them.

3.2.13 Compliance obligations

Legal requirements and other requirements (admitted term) legal requirements that an organization has to comply with and other requirements that an organization has to or chooses to comply with

Note 1 to entry: Compliance obligations are related to the EMS management system.

Note 2 to entry: Compliance obligations can arise from mandatory requirements, such as applicable laws and regulations, or voluntary commitments, such as organizational and industry standards, contractual relationships, codes of practice, and agreements with community groups or non-governmental organizations.

3.2.14 Risk

Effect of uncertainty

Note 1 to entry: An effect is a deviation from the expected – positive or negative.

Note 2 to entry: Uncertainty is the state, even partial, of deficiency of information related to, understanding or knowledge of, an event, its consequence, or likelihood.

Note 3 to entry: Risk is often characterized by reference to potential “events” (as defined in ISO Guide 73:2009, 3.5.1.3) and “consequences” (as defined in ISO Guide 73:2009, 3.6.1.3), or a combination of these.

Note 4 to entry: Risk is often expressed in terms of a combination of the consequences of an event (including changes in circumstances) and the associated “likelihood” (as defined in ISO Guide 73:2009, 3.6.1.1) of occurrence.

3.2.17 Risks and opportunities

Potential adverse effects (threats) and potential beneficial effects (opportunities)

3.2.18 Risk assessment

Process of evaluating the risk(s) arising from a hazard(s), taking into account the adequacy of any existing controls, and deciding whether or not the risk(s) is acceptable

3.2.19 Acceptable risk

Risk that has been reduced to a level that can be tolerated by the organization having regard to its legal obligations and its own EMS policy

3.3 Terms related to support and operation

3.3.1 Competence

Ability to apply knowledge and skills to achieve intended results

3.3.2 Documented information

Information required to be controlled and maintained by an organization and the medium on which it is contained

Note 1 to entry: Documented information can be in any format and media, and from any source.

Note 2 to entry: Documented information can refer to:

• The EMS management system, including related processes;
• Information created in order for the organization to operate (can be referred to as documentation);
• Evidence of results achieved (can be referred to as records).

3.3.3 Document

Information and its supporting medium

3.3.4 Procedure

Specified way to carry out an activity or a process

3.3.5 Record

Document stating results achieved or providing evidence of activities performed

3.3.6 Life cycle

Consecutive and interlinked stages of a product (or service) system, from raw material acquisition or generation from natural resources to final disposal

Note 1 to entry: The life cycle stages include acquisition of raw materials, design, production, transportation/delivery, use, end-of-life treatment and final disposal.

3.3.7 Outsource (verb)

Make an arrangement where an external organization performs part of an organization’s function or process

Note 1 to entry: An external organization is outside the scope of the management system, although the outsourced function or process is within the scope.

3.3.8 Process

Set of interrelated or interacting activities which transforms inputs into outputs

Note 1 to entry: A process can be documented or not.

3.3.9 Workplace

Any physical location in which work related activities are performed under the control of the organization

3.4 Terms related to performance evaluation and improvement

3.4.1 Audit

Systematic, independent, and documented process (3.3.8) for obtaining audit evidence and evaluating it objectively to determine the extent to which the audit criteria are fulfilled

Note 1 to entry: An internal audit is conducted by the organization itself, or by an external party on its behalf.

Note 2 to entry: An audit can be a combined audit (combining two or more disciplines).

Note 3 to entry: Independence can be demonstrated by the freedom from responsibility for the activity being audited or freedom from bias and conflict of interest.

Note 4 to entry: “Audit evidence” consists of records, statements of fact, or other information which are relevant to the audit criteria and are verifiable; and “audit criteria” are the set of policies, procedures, or requirements used as a reference against which audit evidence is compared, as defined in ISO 19011:2011, 3.3 and 3.2 respectively.

3.4.2 Conformity

Fulfilment of a requirement

3.4.3 Nonconformity

Non-fulfilment of a requirement

Note 1 to entry: Nonconformity relates to requirements in this International Standard and additional EMS management system requirements that an organization establishes for itself.

3.4.4 Corrective action

Action to eliminate the cause of a nonconformity and to prevent recurrence

Note 1 to entry: There can be more than one cause for a nonconformity.

3.4.5 Preventive action

Action to eliminate the cause of a potential nonconformity or other undesirable potential situation

3.4.6 Continual improvement

Recurring activity to enhance performance

Note 1 to entry: Enhancing performance relates to the use of the EMS management system to enhance EMS performance consistent with the organization’s EMS policy.

Note 2 to entry: The activity need not take place in all areas simultaneously, or without interruption.

3.4.7 Effectiveness

Extent to which planned activities are realized and planned results achieved

3.4.8 Indicator

Measurable representation of the condition or status of operations, management or conditions

3.4.9 Monitoring

Determining the status of a system, a process or an activity

Note 1 to entry: To determine the status, there might be a need to check, supervise or critically observe.

3.4.10 Measurement

Process to determine a value

3.4.11 Performance

Measurable result

Note 1 to entry: Performance can relate either to quantitative or qualitative findings.

Note 2 to entry: Performance can relate to the management of activities, processes, products (including services), systems, or organizations.

3.4.12 EMS performance

Performance related to the management of environmental aspects & risks

Note 1 to entry: For an EMS management system, results can be measured against the organization’s EMS policy, EMS objectives, or other criteria, using indicators.

4.0 CONTEXT OF THE ORGANIZATION

4.1 Understanding the organization and its context

XXXXX determines the external and internal issues (Refer: XXXXX/MR/20) that are relevant to its purpose and that affect its ability to achieve the intended outcomes of its EMS management system. Such issues include environmental conditions being affected by or capable of affecting the organization.

4.2 Understanding the needs and expectations of interested parties

XXXXX determines:

1. The interested parties (Refer: XXXXX/MR/21) that are relevant to the EMS management system
2. The relevant needs and expectations (i.e. requirements) of these interested parties
3. Which of these needs and expectations become its compliance obligations

4.3 Determining the scope of the EMS management system

XXXXX determines the boundaries and applicability of the environmental management system to establish its scope. XXXXX considered the following while determining its scope:

1. The external and internal issues (Refer 4.1)
2. The compliance obligations referred to in (Refer 4.2)
3. Its organizational units, functions and physical boundaries
4. Its activities, products and services
5. Its authority and ability to exercise control and influence.

The scope is maintained as documented information (Refer 1.0) and made available to interested parties.

4.4 Environmental management system

XXXXX establishes, implements, maintains, and continually improves the EMS management system, including the processes needed and their interactions (Refer XXXXX/EMSM/Appendix/04), in accordance with the requirements of ISO 14001:2015 to achieve the intended outcomes, including

• Enhancing its EMS performance
• Fulfilling the compliance obligation
• Achievement of EMS objectives

XXXXX has considered the knowledge gained in (Refer 4.1 & 4.2) when establishing and maintaining the EMS management system. XXXXX’s EMS Management System and supporting documentation (which includes Manual, Procedures, Work Instructions, Documents, and Records) have been established for monitoring and measuring the effectiveness of the processes necessary to ensure logical planning, resulting in steady continual improvement.

5.0 LEADERSHIP

5.1 Leadership and commitment

Top management demonstrates the leadership and commitment with respect to the EMS management system by:

1.Taking accountability for the effectiveness of the EMS management system

• Ensuring that the EMS policy and objectives are established and are compatible with the strategic direction and the context of the organization
• Ensuring the integration of the EMS management system requirements into the organization’s business processes
• Ensuring that the resources needed for the EMS management system are available
• Communicating the importance of effective EMS management and of conforming to the EMS management system requirements
• Ensuring that the EMS management system achieves its intended outcomes
• Directing and supporting persons to contribute to the effectiveness of the EMS management system.
• Promoting continual improvement

2.Supporting other relevant management roles to demonstrate their leadership as it applies to their areas of responsibility.

5.2 EMS Policy

Top management establishes, implements, and maintains an EMS policy (Refer XXXXX/EMSM/Appendix/01) that within the defined scope of its EMS management system and ensures that the policy:

• Is appropriate to the purpose and context of the organization, including the nature, scale, and environmental impacts & risks of its activities, products, and services
• Provides a framework for setting and reviewing EMS objectives
• Includes a commitment to the protection of the environment, including prevention of pollution and other specific commitment(s) relevant to the context of the organization
• Includes a commitment to the prevention of injury and ill-health
• Includes a commitment to fulfill its compliance obligations related to its Environmental aspects and hazards
• Includes a commitment to continual improvement of the EMS management system to enhance EMS performance

The EMS policy is:

• Maintained as documented information
• Communicated within the organization
• Available to interested parties
• Reviewed periodically to ensure that it remains relevant and appropriate to the organization.

5.3 Organizational roles, responsibilities and authorities

Top management ensures that the responsibilities and authorities for relevant roles are defined, documented, assigned, maintained and communicated within the organization using Functional Roles and Responsibilities through induction trainings.

Top management appoints Mr. ABCD (QHSE Manager) as Management Representative and assigns the responsibility and authority for:

1. Ensuring that the EMS management system is established, implemented, maintained, and conforms to the requirements of ISO 14001:2015
2. Reporting on the performance of the EMS management system, including EMS performance, to top management for review and used as a basis for improvement of the EMS management system

The appointment of a Management Representative is communicated to all persons working under the control of the organization through emails and toolbox talks.

XXXXX’s Management demonstrates their commitment to the continual improvement of EMS performance. XXXXX ensures that persons in the workplace take responsibility for aspects of the Environment over which they have control, including adherence to the organization’s applicable EMS requirements.

6.0 PLANNING

6.1 Actions to address risks and opportunities

6.1.1 General

XXXXX establishes, implements, and maintains the process(es) (Refer XXXXX/EMSP/01: EMS Risk Assessment) needed to meet the requirements in 6.1.1 to 6.1.4.

XXXXX considers:

1. The issues referred to in 4.1
2. The requirements referred to in 4.2
3. The scope of its EMS management system

And determines the risks and opportunities, related to its environmental aspects, compliance obligations and other issues and requirements, identified in 4.1 and 4.2, that need to be addressed to:

• Give assurance that the EMS management system can achieve its intended outcomes
• Prevent or reduce undesired effects, including the potential for external environmental conditions that affects the organization
• Achieve continual improvement

Within the scope of the EMS management system, XXXXX determines the potential emergency situations, including those that can have an environmental impact and incidents.

XXXXX maintains the documented information of its:

• Risks and opportunities that need to be addressed
• Process(es) needed in 6.1.1 to 6.1.4, to the extent necessary to have confidence they are carried out as planned.

6.1.2 Environmental aspects

The procedure for the identification & evaluation of aspects is defined and documented to determine the methods to identify the environmental aspects and to evaluate the actions needed to control its impacts. (Refer XXXXX/EMSP/01: EMS Risk Assessment)

Within the defined scope of the EMS management system, XXXXX’s team consisting of Management Representative, Department Heads/Representative & Safety Officer determines the environmental aspects of its activities, products and services that it can control and those that it can influence, and their associated environmental impacts, considering a life cycle perspective.

When determining environmental aspects, XXXXX takes into account:

• Change, including planned or new developments, and new or modified activities, products and services
• Abnormal conditions and reasonably foreseeable emergency situations.

XXXXX determines those aspects that have or can have a significant environmental impact, i.e. significant environmental aspects, by using established criteria based on environmental concern (Nature of impact, severity, probability, and time of notice), control concern (existing control and monitoring), and regulatory requirements. For all aspects, an effective control and monitoring mechanism will be applied in order to prevent them from becoming significant. These mechanisms will be in the form of procedures, work instructions, monitoring, training, etc., depending on the level of significance and nature of Activities/Processes/Services (A/P/S).

The aspects considered as significant are taken into consideration when establishing the SMART objectives. XXXXX communicates its significant environmental aspects among the various levels and functions of XXXXX, as appropriate. Management Representative will keep the information concerning identification and evaluation of aspects up-to-date.

XXXXX maintains documented information of its:

• Environmental aspects and associated environmental impacts
• Criteria used to determine its significant environmental aspects
• Significant environmental aspects.

6.1.3 Compliance obligations

Management Representative / Admin Personnel using the documented procedure (Refer XXXXX/EMSP/03: Compliance Obligations)

• Identifies, obtains, maintains and have access to all applicable legal and other relevant requirements related to the environmental aspects, hazard identification and risk assessment of all activities/processes/services of the company
• Determines how these requirements apply to its organization’s environmental aspects and requirements

Identification will be focusing on requirements specific to the company’s A/P/S, Local Municipality regulations, Ministerial Orders, Labor laws and authorizations, licenses, and permits. XXXXX ensures that these applicable legal and other requirements to which it subscribes are taken into account in establishing, implementing, and maintaining its EMS management system. XXXXX communicates relevant information on legal and other requirements to persons working under the control of XXXXX, and other relevant interested parties. A detailed Legal Register, applicable to XXXXX activities is established and maintained. XXXXX keeps this information up-to-date.

6.1.4 Planning action

XXXXX plans:

To take actions to address its:

• significant environmental aspects
• compliance obligations
• risks and opportunities identified in 6.1.1

2.How to:

• Integrate and implement the actions into its EMS management system processes (see 6.2, Clause 7, Clause 8 and 9.1), or other business processes
• Evaluate the effectiveness of these actions (see 9.1).

When planning these actions, XXXXX considers its technological options and its financial, operational, and business requirements.

6.2 EMS Objectives and planning to achieve them

6.2.1 EMS Objectives

XXXXX maintains a documented procedure (Refer XXXXX/EMSP/02: Objectives, Targets, and Program) XXXXX’s Chairman, Management Representative/Design & QA Manager, Department Heads establishes SMART (Specific, Measurable, Achievable, Realistic & Time-bound) objectives at all levels within XXXXX by taking into account XXXXX’ssignificantenvironmental aspects and associated compliance obligations, and considering its risks and opportunities. XXXXX also considers its technological options, its financial, operational, and business requirements, and the views of relevant interested parties. These objectives will be consistent with EMS Policy including the commitment

• To prevention of injury, ill health and environmental pollution
• To compliance with applicable legal requirements and with other requirements to which XXXXX subscribes and its significant environmental aspects
• To continual improvement

These SMART objectives will be monitored, updated as appropriate, and communicated to all levels of the staff according to their involvement. These objectives are systematically reviewed at regular and planned intervals (mainly during management review meetings) and adjusted as necessary, to ensure that the objectives are achieved.

6.2.2 Planning actions to achieve EMS objectives

When planning to achieve its EMS objectives, XXXXX implements a program to determine:

1. Actions to be taken
2. Required resources
3. Responsibility and authority
4. Target date

Evaluation of results, including indicators for monitoring progress toward achievement of its measurable EMS objectives (see 9.1.1).

XXXXX has integrated the actions to achieve its EMS objectives into the organization’s business processes by communicating the action plan to the respective personnel and it is ensured that the actions were taken regularly.

The Core Team Members devise management programs in order to achieve the established EMS objective and target. These programs define the principal actions to be taken, those responsible for undertaking those actions, and the scheduled time for their implementation. XXXXX maintains documented information on the EMS objectives.

7.0 SUPPORT

7.1 Resources

XXXXX determines and provides the resources like competent persons, equipment, personnel protective equipment, good work environment, infrastructure, technology, and financial resources needed for the establishment, implementation, maintenance, and continual improvement of the EMS management system are provided adequately.

Resources are identified primarily through planning stages, or when the need arises.

7.2 Competence

XXXXX has:

1. Determines the necessary competence of person(s) doing work under its control that affects its EMS performance and its ability to fulfil its compliance obligations

• Ensures that these persons are competent on the basis of appropriate education, training or experience

• Determines training needs associated with its environmental aspects, and its EMS management system

• Where applicable, take actions to acquire the necessary competence, and evaluate the effectiveness of the actions taken.

XXXXX retains the appropriate documented information as evidence of competence.

Weekly Toolbox talks are held to discuss relevant issues. All Personnel is encouraged to comment and contribute to the discussion. Important discussions from the weekly toolbox meetings are recorded.

All new employees are made aware of the company’s commitment to the Environment as part of their induction training. All Staff receives induction training from their respective

Supervisors. Environment performance, trends and any relevant issues will be discussed at the meetings.

Training procedures (Refer: L2/01 Training takes into account differing levels of:

1. Responsibility, ability, language skills and literacy; and
2. Risk.

7.3 Awareness

XXXXX ensures that persons doing work under XXXXX’s control are aware of :

• The EMS policy
• Significant environmental aspects & consequences and related actual or potential impacts, associated with their work
• Their contribution to the effectiveness of the EMS management system, including the benefits of enhanced EMS performance
• Their roles and responsibilities and importance in achieving conformity to the EMS policy and procedures with the requirements of the EMS management system, including emergency preparedness and response requirements
• The potential consequences of departure from specified procedures
• The implications of not conforming with the EMS management system requirements, including not fulfilling the organization’s compliance obligations.

7.4 Communication

7.4.1 General

XXXXX establishes, implements, and maintains the process(es) needed for internal and external communications relevant to the EMS management system, including:

1. On what it will communicate
2. When to communicate
3. With whom to communicate

d)   How to communicate.

Top Management/Department Heads/MR were communicating through notices, memos, and in-house check-lists and keep the workforce informed on the company’s performance, progress, and improvement in all areas concerning Environment performance. Supervisors will also assess operations during routine toolbox talks, and communicate results to the workforce.

A documented procedure (Refer XXXXX/EMSP/04: Communication) is established, implemented and maintained for

1. Internal communication among the various level and function within the organization,
2. Communication with contractors and other visitors to the workplace
3. Receiving, documenting, and responding to relevant communication from external interested parties

When establishing its communication process(es), XXXXX:

• Takes into account its compliance obligations
• Ensures that EMS information communicated is consistent with information generated within the EMS management system, and is reliable.

XXXXX responds to relevant communications on its EMS management system and retains documented information as evidence of its communications, as appropriate.

7.4.2 Internal communication

XXXXX:

• Internally communicate information relevant to the EMS management system among the various levels and functions of XXXXX, including changes to the EMS management system, as appropriate
• Ensures its communication process(es) enable(s) persons doing work under the XXXXX’s control to contribute to continual improvement.

7.4.3 External communication

XXXXX externally communicates the information relevant to the EMS management system, as established by XXXXX’s communication process and as required by its compliance obligations.

A documented procedure (Refer XXXXX/EMSP/04: Communication) is established, implemented and maintained for

1)The participation of workers by their:

• Appropriate involvement in Environmental aspect identification, risk assessments and determination of controls
• Appropriate involvement in incident investigation

2) Involvement in the development and review of EMS policies and objectives

• Consultation where there are any changes that affect their EMS
• Representation on EMS matters.

Workers are informed about their participation arrangements, including their representative(s) –

1. EMS Officer on EMS matters.
2. Consultation with contractors where there are changes that affect their EMS.

XXXXX ensures that relevant external interested parties are consulted about pertinent EMS matters as appropriate.

7.5 Documented information

7.5.1 General

XXXXX EMS manual indicates the policies related to the system for implementing the actions necessary to ensure logical planning, resulting in steady continual improvement of the system and its processes.

The EMS management system documentation includes the following:

• EMS Manual, Policy and objectives
• Description of Scope of EMS Management System
• Description of the main elements of the EMS management system and their interaction, and reference to related documents
• Procedures / Instructions / Master lists as required by the XXXXX’s EMS management system
• Documents, including records and other External origin documents required by ISO 14001: 2015  and by XXXXX as being necessary for the effectiveness of the EMS management system

XXXXX establishes and maintains the documented information to demonstrate conformity to the requirements of its EMS management system and of ISO 14001:2015 standards, and the results achieved.

7.5.2 Creating and updating

When creating and updating documented information, XXXXX ensures appropriate:

1. Identification and description (e.g. a title, date, author, or reference number)
2. Format (e.g. language, software version, graphics) and media (e.g. paper, electronic)
3. Review and approval for suitability and adequacy.

7.5.3 Control of documented information

Documented information required by the EMS management system and by ISO 14001: 2015 & are controlled to ensure that it is:

1. Available and suitable for use, where and when it is needed;
2. Adequately protected (e.g. from loss of confidentiality, improper use, or loss of integrity).

XXXXX establishes, implements and maintains a documented procedure  to

1. Address the following activities as applicable:
   • Distribution, access, retrieval, and use
   • Storage, protection, and preservation, including preservation of legibility
   • Control of changes (e.g. version control)
   • Retention and disposition
2. Approve documents for adequacy prior to issue
3. Review and update as necessary and re-approve documents
4. Prevent the unintended use of obsolete documents and apply suitable identification to them if they are retained for any purpose.

Documented information of external origin determined by XXXXX to be necessary for the planning and operation of the EMS management system are identified, as appropriate, and controlled.

8.0 OPERATION

8.1 Operational planning and control

XXXXX establishes, implements, controls, and maintains the processes (Refer XXXXX/EMS/05: Operational Control) needed to meet EMS management system requirements and to implement the actions identified in 6.1 and 6.2, by:

• Establishing operating criteria for the process(es)
• Implementing control of the process(es), in accordance with the operating criteria.

XXXXX controls planned changes and reviews the consequences of unintended changes, taking action to mitigate any adverse effects, as necessary. XXXXX ensures that outsourced processes are controlled or influenced. The type and extent of control or influence to be applied to the process(es) is defined within the EMS management system.

Consistent with a life cycle perspective, XXXXX:

1. Establishes controls, as appropriate, to ensure that its EMS requirements are addressed in the design and development process for the product or service, considering each life cycle stage
2. Determines its EMS requirement(s) for the procurement of products and services, as appropriate
3. Communicates its relevant EMS requirement(s) to external providers, including contractors
4. Considers the need to provide information about potential significant environmental impacts & consequences associated with the transportation or delivery, use, end-of-life treatment, and final disposal of its products and services.

XXXXX determines those operations and activities that are associated with the identified hazard(s) where the implementation of controls is necessary to manage the risk(s). This includes the management of change.

For those operations and activities, XXXXX implements and maintains:

1. Operational controls, as applicable to XXXXX and its activities; XXXXX integrate those operational controls into its overall EMS management system
2. Controls related to purchased goods, equipment, and services
3. Controls related to contractors and other visitors to the workplace
4. Documented procedures, to cover situations where their absence could lead to deviations from the EMS policy and the objectives
5. Stipulated operating criteria where their absence could lead to deviations from the EMS policy and objectives.

Those operations and activities, which are identified as significant environmental aspects and high risk in line with the policy, objectives & targets, legal & other requirements, etc. will be controlled. The objective of all these controls is to prevent, correct, and monitor the significant impacts identified. XXXXX maintains documented information to the extent necessary to have confidence that the processes have been carried out as planned.

8.2 Emergency Preparedness and Response

XXXXX establishes, implements & maintains a documented procedure (Refer XXXXX/EMSP/09: Emergency preparedness and Response) to identify the potential emergency situations that can have an impact(s) on the environment and OH&S; to prepare for and respond to the potential emergency situation identified in 6.1.1.

XXXXX:

1. Prepares to respond by planning actions to prevent or mitigate adverse environmental impacts consequences from emergency situations
2. Responds to actual emergency situations and accidents
3. Takes action to prevent or mitigate the consequences of emergency situations, appropriate to the magnitude of the emergency and the potential environmental and impact
4. Take account of the needs of relevant interested parties while planning the emergency response e.g. emergency services and neighbors.
5. Periodically tests the planned response actions to respond to emergency situations, where practicable involving relevant interested parties as appropriate
6. Periodically reviews and revises the process(s) / procedure and planned response actions, in particular after the occurrence of emergency situations or accidents
7. Provides relevant information and training related to emergency preparedness and response, as appropriate, to relevant interested parties, including persons working under its control.

XXXXX maintains the documented information to the extent necessary to have confidence that the process(es) is (are) carried out as planned.

9.0 PERFORMANCE EVALUATION

9.1 Monitoring, measurement, analysis and evaluation9.1.1 General

XXXXX monitors, measures, analyses, and evaluates its EMS performance and effectiveness of the EMS management system.

XXXXX establishes and maintains a procedure (Refer XXXXX/EMSP/06: Monitoring, Measurement, Analysis, and Evaluations) to determine:

1. What needs to be monitored and measured
2. The methods for monitoring, measurement, analysis, and evaluation, as applicable, to ensure valid results
3. The criteria against which the organization will evaluate its environmental performance, and appropriate indicators
4. When the monitoring and measuring shall be performed
5. When the results from monitoring and measurement shall be analyzed and evaluated.

In addition to information gathered from the Internal Audits Schedule, Procedures and/or Instructions will be in place to monitor and measure the effectiveness and ongoing development of the EMS Management System. The equipment that is required to monitor or measure EMS performance is calibrated and maintained as appropriate. XXXXX establishes and maintains a procedure (Refer L2/20: Calibration of Measuring and Monitoring Equipment) for control of Measuring devices.

Calibration, where applicable, will be carried out as required by third-party certified organizations and where appropriate in-house. Records of calibration and maintenance activities and results are retained.

XXXXX communicates relevant EMS performance information both internally and externally, as identified in its communication process(es) and as required by its compliance obligations.

XXXXX retains appropriate documented information as evidence of the monitoring, measurement, analysis, and evaluation results.

9.1.2 Evaluation of Compliance

XXXXX establishes, implements, and maintains the process(es) needed to evaluate fulfillment of its compliance obligations.

XXXXX:

1. Determines the frequency that compliance will be evaluated
2. Evaluates compliance and take action if needed
3. Maintains knowledge and understanding of its compliance status.

XXXXX retains documented information as evidence of the compliance evaluation result(s).

9.2 Internal Audit

9.2.1 General

XXXXX conducts internal audits at planned intervals to provide information on whether the EMS management system:

1. Conforms to:
   1. The organization’s own requirements for its EMS management system
   2. The requirements of ISO 14001:2015
2. Is effectively implemented and maintained.

9.2.2 Internal audit programme

XXXXX establishes, implements, and maintains (an) internal audit program (s) (Refer L2/24: Internal Audit), including the frequency, methods, responsibilities, planning requirements, and reporting of its internal audits. When establishing the internal audit program, XXXXX takes into consideration the Risk assessment, EMS importance of the processes concerned, changes affecting the organization, and the results of previous audits.

An Internal Audit Program is established and maintained with audit criteria and scope to ensure that all aspects of the EMS Management System are audited. The frequency of Internal Audits will be determined according to the effectiveness of the system and the significance of individual system activities. In any event, each aspect of the System is audited at least once a year.

Internal Audits were performed in line with standard requirements under the MR supervision. Suitably trained and qualified internal auditors who are not directly responsible for the area being audited shall undertake Internal Audits to ensure objectivity and the impartiality of the audit process.

All Internal Audit findings are documented. Any non-conformity is recorded and reported to the responsible person and agreed upon at the time of audit. Any corrective action that can be taken immediately should be implemented and recorded.

Results of audits are submitted to XXXXX’s Management and those are used for reviewing the continued effectiveness and improvement of the EMS Management System.

9.3 Management Review

The EMS Management System is reviewed and relevant facts recorded and used, where /appropriate, as a method of implementing any improvement resulting from the findings of any internal audits. Reviews will be carried out, as required, with concerned personnel, and this will be utilized as a method of assessing opportunities to improve or discuss any changes to the EMS Management System including the EMS policy and objectives or its procedures. This shall be carried out at least once in 12 months by Top Management to ensure its continuing suitability, adequacy, and effectiveness of the system (Refer Management Review Meeting).

The management review includes consideration of:

1. The status of actions from previous management reviews
2. Changes in:
   • External and internal issues that are relevant to the EMS management system
   • The needs and expectations of interested parties, including compliance obligations
   • Its significant environmental aspects & consequences
   • Risks and opportunities
3. The extent to which EMS objectives have been achieved
4. Information on the organization’s EMS performance, including trends in:
   • Nonconformities and corrective actions
   • Monitoring and measurement results
   • Status of Incident investigation, corrective and preventive actions
   • Fulfillment of its compliance obligations
   • Audit results
   • Results of participation and consultation
5. Adequacy of resources
6. Relevant communication(s) from interested parties, including complaints;
7. Opportunities for continual improvement.

The outputs of the management review include:

• Conclusions on the continuing suitability, adequacy and effectiveness of the EMS management system
• Decisions related to continual improvement opportunities
• Decisions related to any need for changes to the EMS management system, including resources
• Actions, if needed, when EMS objectives have not been achieved
• Opportunities to improve integration of the EMS management system with other business processes, if needed
• Any implications for the strategic direction of the organization.

Any decisions made during the meeting, assigned actions, and their due dates, are recorded in the minutes of management review. XXXXX retains documented information as evidence of the results of management reviews. Relevant outputs from management review are made available for communication and consultation.

10.0 IMPROVEMENT

10.1 General

XXXXX determines the opportunities for improvement (see 9.1, 9.2 and 9.3) and implements necessary actions to achieve the intended outcomes of its EMS management system.

10.2 Nonconformity and corrective action

XXXXX establishes, implements, and maintains a procedure(s) for dealing with nonconformity and for taking corrective action.

1.When a nonconformity occurs, XXXXX:

• Reacts to the nonconformity and, as applicable
• Takes action to control and correct it
• Deals with the consequences, including mitigating adverse environmental impacts and consequences

2. Evaluate the need for action to eliminate the causes of the nonconformity or to prevent nonconformity, in order that it does not recur or occur elsewhere, by:

• Reviewing the nonconformity
• Determining the causes of the nonconformity to avoid their recurrence
• Determining if similar nonconformities exist, or could potentially occur to avoid the occurrence
• Implement any action needed to mitigate their environmental impacts and consequences
• Review the effectiveness of any corrective action and preventive action taken
• Record and communicate the results of corrective action(s) and preventive action(s) taken
• Make changes to the EMS management system, if necessary.

Corrective actions are appropriate to the significance of the effects of the nonconformities encountered, including the environmental impact(s) and consequences.

XXXXX retains documented information as evidence of:

• The nature of the nonconformities and any subsequent actions taken
• The results of any corrective / preventive action

Where the corrective action identifies new or changed hazards or the need for new or changed controls, the procedure requires that the proposed actions are taken through a risk assessment prior to implementation. Any corrective action is taken to eliminate the causes of actual and potential nonconformity to be appropriate to the magnitude of problems and commensurate with the risk(s) encountered. XXXXX ensures that any necessary changes arising from corrective action and preventive action are made to the management system documentation.

10.2.1 Incident investigation

XXXXX establishes, implements, and maintains a procedure(s) (Accident and Incident Investigation) to record, investigate and analyze incidents in order to:

1. Determine underlying deficiencies and other factors that might be causing or contributing to the occurrence of incidents
2. Identify the need for corrective action
3. Identify opportunities for preventive action
4. Identify opportunities for continual improvement
5. Communicate the results of such investigations

The investigations are performed in a timely manner. Any identified need for corrective action or opportunities for preventive action is dealt with in accordance with the relevant parts of 10.2. The results of incident investigations are documented and maintained.

10.3 Continual improvement

XXXXX continually improves the suitability, adequacy, and effectiveness of the EMS management system to enhance EMS performance.

by Pretesh Biswas

ISO 14001:2015 Internal Audit Checklist

The following checklist can be used for both internal audits as well as Gap Analysis tools.

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