EnviroManager EMS Software
Module (Meeting ISO 14001 Certification Requirements)
EnviroManager EMS
Software helps organizations build and maintain ISO 14001-conformant
Environmental Management Systems (EMSs).
EnviroManager EMS Module provides a complete
software package to help you implement and manage a dynamic, sustainable
and certifiable EMS. The software meets all ISO 14001 Registration
Audit requirements by comprehensively managing all EMS elements
and providing a single management tool. Summarize below is a list of
key features included in the software.
 The
software includes all the required ISO 14001 management procedures
and documents (as samples) that can be quickly customized by your
organization and used. The sample documents will save you weeks and
months associated with developing this required documentation.
EnviroManager
includes the required data management registers (see above) to efficiently
record EMS implementation activities and on-going management. The
data added to these registers become dynamic records that satisfy
audit and certification requirements.
Since
the software is web-based, access to documents and data is available
to anyone with an Internet Explorer Browser and required username
and password.
The
software comes with extensive 'how to' guidance and checklists to
keep your EMS on track.
From the Features
Matrix below, you can see that most, if not everything related to
your EMS can be managed from a single software application -- EnviroManager.
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EnviroManager
Sample Documents
Policy
Statements
EMS
Manuals
Legal
and Other Requirements Procedures
Aspects
Management Procedures
Objectives
and Targets Procedures
Environmental
Management Programs Procedures
Responsibility
and Resources Procedures
Training
Procedures
Communications
Procedures
Emergency
Planning Procedures
Document
Management and Control Procedures
Operational
Control Procedures
Monitoring
and Measurement Procedures
Non-Conformances,
Corrective and Preventive
Actions Procedures
Audit
Procedures
Management
Review Procedures
Comprehensive Audit Checklists are provided for all 17 EMS elements
EMS
User Dashboard
My
EMS Documents
My
EMS Tasks
Group
Tasks
Calendar
My
Profile
EnviroManager EMS Reports
Gap
Analysis Results
Controlled
Documents List
Communications
Log
Outstanding
Non-Conformances
Audit
Schedule
Aspects
Scores
Objectives
and Targets List
Environmental
Management Programs List
Inspections
Schedule
Records
Retention List
Management
Review Meetings Schedule
Permits
List
Operational
Controls List
Training
Matrix
Training
Log
List
of Legal and Other Requirements
Implementation
Performance Metrics
EMS
Organization Chart
ISO
14001 Document Matrix
Corrective
Action report
EMS
Documentation
EMS
Policy
EMS
Manual (Description Document)
Procedures
Management
Plans
Forms/Checklists
Work
Instructions/SOPs
Flow
Charts, Site Maps and Process Maps
Structure and Responsibility
Job
Descriptions Register
Environmental
and EMS Organization Charts
Roles
and Responsibilities Register
Document Control
Documented
Management Procedure
Master
List of Controlled Documents
ISO
14001-Referenced Document Matrix
Records
Documented
Management Procedure
Records
Maintenance and Retention Register
Communication
Documented
Management Procedures for Internal and External Communication
External
Communications Register
Contacts
Directory
Communications
Records Repository (Records of communication including correspondence,
newspaper articles, etc.)
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EMS Implementation Activities
Organization
Profile Register
EMS
Scope Statement
Management Commitment
Senior
Management EMS Sponsors Register
Management
Commitment Roles and Responsibilities
Initial EMS Review/Gap Analysis
Gap
Analysis Investigation Template
Gap
Analysis Questionnaire
Gap
Analysis Results
Environmental Policy
Current
Environmental Policy
Legal and Other Requirements
Documented
Management Procedure
Organization
Legal and Other Requirements Register
Permits
Register
Requirements
Records Repository (Store permit documents, regulatory correspondence,
etc.)
Inspections
Register
Environmental Aspects Management
Documented
Management Procedure
Inventory
Activities, Products, Services Register
Edit
Organizational Processes, Aspects and Impacts
Significance
Environmental Aspects Register
Meeting
Minutes Determining Significance
Reports
Objectives and Targets
Objectives
and Targets Register
Environmental Management Programs
Environmental
Management Programs Register
Program
Task Management Register
Training, Awareness and Competence
Training
Needs Matrix
Training
Register
Training
Records Repository (Course outlines, Sign-in Sheets, certificate
copies, etc)
Operational Control
Documented
Management Procedure
Current
Operational Controls Register (Critical Process Listing)
Contractor
Management Procedure
Supplier
Requirements Procedure
Emergency Preparedness and Response
Documented
Management Procedure
Potential
Emergencies Register
Incident
Log Register
Emergency
Planning Documents Repository
Monitoring and Measurement
Documented
Management Procedure
Inspections
Register
Performance
Metrics Register
Equipment
Calibration Register
Non-Conformance, Corrective and Preventive Action
Documented
Management Procedure
Nonconformance,
Corrective and Preventive Action Register
Corrective
Action Reports (CAR) Register
EMS Audit
Documented
Management Procedure
Audit
Register
Audit
Schedule Report
Audit
Records Repository (agenda, checklists, minutes, reports, etc)
EMS Management Review
Management
Review Meetings Register
EMS
Review Records Repository (Review notes, working documents,
action items lists, follow-up actions reports, review reports,
etc)
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EnviroManager
EMS Software Work Flow
Highlights of EMS Specific Features
EMS
Work Flow and Task Management
Workflow features include scheduling, assigning,
tracking, journalizing and archiving
all EMS tasks. Users log into EnviroManager's dashboard
to find a complete listing of all EMS activities they are individually
responsible for. Each users central dashboard helps keep the EMS
focused and operating smoothly with automatic
e-mail notification reminders used regularly to help organizations avoid
EMS lapses and compliance problems.
EnviroManager's features manage ALL requirements of
your EMS
From the Gap Analysis to the Management Review element
of an EMS EnviroManager manages it all for you. EnviroManager manages
all 17 Elements of a standard ISO 14001-conformant EMS as shown
in the diagram below and EnviroManager's Features Matrix here.
Organizational Review/Gap
Analysis
EnviroManager provides a complete ISO-14001 Gap Analysis questionnaire
that can be easily customized to organization-specific
requirements. Once questions are answered,
a Gap Analysis report is automatically generated highlighting areas that
the organization needs to focus on to successfully establish a complete
EMS.
Legal & Other Requirements
Managing regulatory compliance is a priority for all organizations.
EnviroManager streamlines compliance management
by giving organizations a tool to proactively identify, list and manage
all Legal & Other Requirements which from
laws, regulations, standard operating procedures,
company policies, work instructions, etc. The
software also tracks requirements associated with significant environmental
aspects.
EnviroManager can also
be used to track and manage time sensitive events
like permits and inspections. Tasks related to these activities
are automatically added to the responsible persons task list showing up
on the individuals personal dashboard as important to-do assignments
with programmable alarms and reminders.
The software includes a dynamic calendar
to highlight compliance deadlines and automatically
alert users when important dates such as permit
expiration dates become due.
Environmental Aspects,
Objectives and Targets
ISO 14001 requires organizations to identify environmental aspects and
associated impacts. EnviroManager provides advanced work flow capabilities
to systematically create, maintain, track and monitor
organization activities, processes and aspects.
The software
can flexibly rate environmental aspects
by organization-specific criteria that might include:
Impact Severity, Legal, Management Control,
Pollution Prevention, Perception, Policy and Cost criteria.
To focus the development
of Objectives and Targets, a risk analysis process can
also be initiated within the software on high
scoring significant activities to better assess activities that
need to be prioritized for improvement actions.
By studying the high scored aspects, organizations
can quickly develop objectives and targets and associated Environmental
Management Programs.
Environmental Management
Programs (EMPs)
EnviroManager's EMP section provides a place
to assign and track implemented Environmental
Programs. Information
tracked includes EMP description,
expected cost savings/benefits, operational controls, planned start/end
dates, actual start/end dates, performance monitoring criteria, responsible
program manager, budget and much more.
Once established, the designated
program manager can assign discrete milestone
tasks to accomplish established objectives and
targets and use the software to individually develop project phases, tasks,
milestones, action items and record project-related notes.
Individuals with assigned project tasks receive
automatic notifications on
their dashboard pages.
Training
Management
EnviroManager's Training Matrix Register is used
to track all environmental-related training within the organization.
The software includes automated scheduling and notification features in
addition to a Training Matrix Register to list all training requirements
and ensure that appropriate individuals receive required training .
Each user's personal dashboard has a 'My Training' link listing the individuals
upcoming training.
Communications
EnviroManager includes a web-based form to log and manage internal and
external communications.
EMS Document Management
and Controlled Record Keeping
Controlled record-keeping and document management are essential components
of an EMS. EnviroManager easily manages the creation,
approval, distribution, archiving and disposition of all controlled documents.
Within EnviroManager, organizations can easily
manage EMS forms, plans, reports, policy
documents, procedures, work instructions, and checklists
regardless of format. The software includes
over fifty boilerplate templates
that can be quickly customized and used.
To control documents,
the EMS Manager or designee has the responsibility to create, modify,
edit, archive and delete controlled documents.
EnviroManager also includes
version control, document check-in and check-out capabilities
and a detailed revision history of changed document
information.
The software also gives organizations the
ability to choose how they want to store controlled documents. Documents
can be typed into the software and saved using EnviroManager's editing
component; documents can be uploaded from local or network drives; or
documents can be linked to, if they already exist on another web server.
Emergency Preparedness
and Response
Most organizations are required to establish and maintain procedures/plans
to respond to accidents and emergencies. EnviroManager provides an easily
accessible location to store key organization
Emergency Planning documents so that personnel responding to emergencies
can quickly access the latest information and planning documents.
The software also includes an incident
tracking register to list all incidents that require corrective or preventing
action. Within the software, all incidents are recorded and investigated,
with action taken to prevent or reduce the chances of the incident reoccurring.
EnviroManager also includes a register to
list Emergency Scenarios and link these to appropriate procedures/plans,
in addition to establishing drill/testing activities where appropriate.
Monitoring and Measurement
In many cases,
organizations need to continually monitor key processes and activities
to meet regulatory requirements. The software includes a register to monitor
and measure key EMS-related organization inspection and monitoring activities.
All inspection and monitoring events can be added to this register and
tracked to make sure that they are done, with results recorded and routinely
reviewed. The monitoring register also lets organizations establish limits
so that users are automatically alerted of problems associated with limits
being exceeded.
Nonconformance, Corrective
and Preventive Action
EnviroManager provides an efficient means to process
non-conformances and corrective action -- from problem identification
to resolution. Corrective
Action Notices (CANs) and Preventive Action Notices (PANs) are recorded
and managed in a controlled fashion. As soon as a non-conformance
is entered into the system, a the EMS Manager is immediately notified
via email. The manager then assign a corrective action task and
tracks the nonconformance issue through
resolution. In basic terms, a user generates
a Corrective or Preventive Action Request (CAR/PAR) that routes the problem
through review, assignment, root cause analysis, corrective/preventive
actions and verification.
Records Management
EnviroManager stores a documented procedure
detailing how environmental records are identified and maintained. An
Register is included that lists all important EMS-related records that
need to be maintained. Since records provide
evidence to auditors and other interested parties about how your conducted
your EMS activities there are often legal requirements that require you
to keep these records for an established set time.
System Auditing/EMS Review
EnviroManager provides a place to schedule audits and general EMS reviews
and to store results from completed audits.
The audit menu collects
the following information: responsible person, auditor(s) name, audit
type (internal/external), audit title/description, scope, EMS elements
audited, agenda documents, auditee names, audit frequency, scheduled start/end,
actual start/end, audit file location and much more.
Management Review
To close the EMS cycle of 'Plan, Do, Check, Act', management review adds
an important component at the end of the loop. EnviroManager
facilitates this process by recording summary results from deliberations
during these important meetings. EnviroManager can be used to plan and
schedule meetings, distribute agenda, record minutes, assign action items
and track corrective actions
that help to keep the EMS focused on improving organizational performance.
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