Practical EHS Management System Basics & Tips to Get You Out of the Gate

By : Admin - March 7, 2018

In a previous post, we covered the differences between Environmental, Health, and Safety (EHS) programs and EHS Management Systems. Programs offer the traditional EHS management choice for organizations. An EHS management system serves as the evolved cousin to traditional programs.

Correspondingly, EHS management systems have continued to gain popularity as organizations and the ways we conduct business have matured. Management systems give structured processes to manage EHS risk, improve performance, and also aid in reducing costs.

In this post, we will take a deeper dive into EHS management system basics. We’ll examine the Plan-Do-Check-Act (PDCA) model, discuss the benefits, and cover some items to consider before deciding on the management system approach.

Background on the PDCA Model

Most EHS professionals have heard of the PDCA Model. Similarly, we know it offers a simple roadmap for even the most complex of management systems. While we will discuss in more detail below each element of the PDCA model, a little background information on its origins may be useful.

Walter A. Shewhart originally developed the groundwork for the PDCA model during the early 20^th century. However, the PDCA model was updated from Shewhart’s original cycle and popularized by W. Edwards Deming during the 1950s. The PDCA model generally follows the principles of the scientific method (Observe, Research, Hypothesize, Test, Record, Conclude, & Replicate), which has been used by scientists since the 17^th century.

Benefits of EHS Management Systems

Organizations implement management systems to reap the benefits. ISO 14001 Key Benefits shares several of the rewards to be gained through the use of a management system:

Demonstrate compliance with current and future statutory and regulatory requirements
Increase leadership involvement and engagement of employees
Improved company reputation and the confidence of stakeholders through strategic communication
Achieve strategic business aims by incorporating environmental issues into business management
Provide a competitive and financial advantage through improved efficiencies and reduced costs
Encourage better environmental performance of suppliers by integrating them into the organization’s business systems

While the above list refers to environmental management, the listed rewards would hold true for a standalone safety management system or integrated EHS management systems.

As we continue our PDCA discussion, please note I have continued to utilize ISO 14001:2015 (Environmental Management) as a guide for listed potential activities for each PDCA model element. Nevertheless, the current OHSAS 18001:2007 and upcoming ISO 45001 models addressing Occupational Health and Safety Management largely align with the examples provided.

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EHS Management System: Plan

The Plan stage of the PDCA model reviews the current situation and helps organizations decide on what actions to implement. Likewise, the actions chosen must align to the selected management system requirements.

Activities organizations may undertake during the Plan stage include the following:

Gaining insight into the context of the organization
Scoping the system
Affirming the organization’s commitment to the management system
Defining leadership & commitment
Developing a policy statement
Assigning roles, responsibilities, and authorities
Determining and assessing risks and opportunities
Defining and distributing resources
Establishing strategies to facilitate adequate competence, awareness, and communication
Creating a framework to manage documented information

EHS Management System: Do

Now that initial review and planning has allowed identification of what needs to be done, it’s time to develop the means to do it and implement. This all happens in the Do stage of the PDCA model.

The below list outlines potential items completed in the Do stage:

Developing and using procedures and work instructions aimed at addressing identified risks and opportunities
Establishing and implementing processes to handle potential emergencies

EHS Management System: Check

With the planning completed and the doing in full swing, the time has come to run a test on the health of the management system. Furthermore, the Check stage of the PDCA model addresses this area.

The following activities would possibly fall into an organization’s Check stage:

Conducting monitoring and measurement of EHS activities
Auditing against legal obligations
Assessing and evaluating performance
Performing an internal audit of the management system
Conducting a management review

EHS Management System: Act

The Act stage of the PDCA model encompasses making the necessary adjustments to address improvement opportunities found during the Check stage. In addition, this stage drives the ongoing evolution and long-term enhancement of the management system.

Companies may choose to perform these items as part of the Act stage:

Developing and implementing corrective and preventative actions
Putting added processes in place to drive continuous improvement of the overall management system

Is Your Organization Considering an EHS Management System?

You’ll notice I framed the activities listed below each PDCA model element as suggestions. I have a reason for this . . . management systems are strictly voluntary. Thus, each organization must assess its needs, goals, resources, and culture to make an informed decision on how to manage EHS.

Companies may opt for the full management system approach or a hybrid, where only a part of the system elements are incorporated. Moreover, an organization may choose a consensus standard like ISO 14001 or ISO 45001 to serve as its system requirements guideline. Notwithstanding, another organization may set its own management system requirements.

Furthermore, an organization can decide to have its system certified by a third party or agree to run the management system without certification. Any of these options are perfectly acceptable.

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To Implement or Not? . . . What Should We Consider?

Companies should consider all available information before making any decision on an EHS management system implementation. Therefore, the following questions may serve as food for thought when trying to arrive at a decision to implement or not:

What are our business goals, and how does EHS fit into those goals?
Do we have EHS performance goals beyond simple regulatory compliance?
Are our target customers requiring an EHS management system?
Are we looking for ways to realize cost reductions in the future?
Would our existing organizational culture support an EHS management system implementation?
Do we have other business functions already using the management system approach that we can leverage?
Can we find the resources to implement? Does it make business sense to reallocate these resources?

Tips to Get You Started with an EHS Management System

If you think moving into a full or hybrid management system is a possibility, you may be feeling a little overwhelmed at this point. But, you don’t have to be! You can hold the key to success by being proactive before the process takes on a life of its own.

Check out my list of simple tips below to get your EHS management system journey pointed in the right direction.

Get senior leadership buy-in before you start and facilitate on-going leadership commitment throughout the process
Complete a gap analysis between your existing program or system and the management system standard you want to follow. Consequently, the assessment will help to identify the existing EHS areas needing attention.
Decide on a strategy to capture documented information early in the process. This action will make it easier to incorporate the documents and records you create during the implementation into the management system.
Also, do your research and familiarize yourself with the chosen standard/guideline requirements for the management system.
Engage outside experts from the start, as needed.

In conclusion, management systems are still the robust go to for organizations seeking increased EHS performance, proactive management of risk, and a process to aid in reducing costs. Additionally, the PDCA model serves as a footprint for even the most complex EHS management systems.

Organizations have diverse options to manage EHS risk. Moreover, management systems have the flexibility to meet organizational needs regardless of size or scope.

Want More?

Want to delve further into the world of EHS management systems? Explore the links below for information on some popular standards and guidelines.

Practical EHS Management System Basics & Tips to Get You Out of the Gate