Using an EMS to Implement E.O at the Department of Veterans Affairs Bill Kulas Department of Veterans Affairs VISN 1 Environmental Protection Manager

Topics of Discussion: The Department of Veterans Affairs Green Environmental Management System (GEMS) The Department of Veterans Affairs Green Environmental Management System (GEMS) Integrating Executive Order into your EMS Integrating Executive Order into your EMS The GEMS Guidebook The GEMS Guidebook Nine Steps to Establish a Successful GEMS Nine Steps to Establish a Successful GEMS Facility and Network Perspective Facility and Network Perspective

Nine Steps to Establish a Successful EMS (GEMS) Appoint GEMS Coordinator and Committee 1 Conduct GEMS Gap Analysis3 Identify Significant Environmental Aspects 4 Establish Operational Controls5 Setting & Achieving Objectives and Targets 6 Train Staff on GEMS Policies and SOPs 7 Conduct Environmental Compliance Baseline Audit 8 Annual Program Effectiveness Review and Report 9 Train GEMS Committee 2

Environmental Policy Step 1 Appoint EMS Coordinator and Committee Appoint EMS Coordinator and Committee Expand the scope of the EMS to include provisions of Executive Order Expand the scope of the EMS to include provisions of Executive Order Includes a commitment to pollution prevention and continual improvement Includes a commitment to pollution prevention and continual improvement Include provisions for energy related activities Include provisions for energy related activities Include provisions for the mission to be environmentally sustainable, and economically and fiscally sound Include provisions for the mission to be environmentally sustainable, and economically and fiscally sound Include a commitment to environmentally sound purchasing, use and end-of-life management of electronic equipment Include a commitment to environmentally sound purchasing, use and end-of-life management of electronic equipment

Train Top Management Step 2 Roles, responsibilities and authorities must be clearly defined, documented and communicated, Job Descriptions and Performance Contracts Roles, responsibilities and authorities must be clearly defined, documented and communicated, Job Descriptions and Performance Contracts Appoint specific management representative to ensure GEMS is established and maintained Appoint specific management representative to ensure GEMS is established and maintained Establish programs to train Top Management Establish programs to train Top Management Establish environmental leadership awards to recognize outstanding performance Establish environmental leadership awards to recognize outstanding performance Establish procedures for internal and external communication Establish procedures for internal and external communication Legal requirements have changed with EO Legal requirements have changed with EO 13423

Conduct EMS Gap Analysis Step 3 Environmental Policy Environmental Policy Environmental Program Manager Position Environmental Performance Standards Environmental Program Manager Position Environmental Performance Standards Environmental Compliance Audits Environmental Compliance Audits Procurement Programs Procurement Programs Recycling Programs Recycling Programs Pollution Prevention Programs Pollution Prevention Programs Enhance Internal/External Communication Enhance Internal/External Communication

Identify Significant Environmental Aspects Step 4 Environmental aspect: An element of an organization’s activities, products or services that can interact with the environment. Environmental aspect: An element of an organization’s activities, products or services that can interact with the environment. Significant Aspect: Significant environmental impact. Cause and effect. Significant Aspect: Significant environmental impact. Cause and effect. Aspect impact analysis to include additional weight towards energy efficiency, renewable energy, water conservation, sustainable practices, construction and transportation. Aspect impact analysis to include additional weight towards energy efficiency, renewable energy, water conservation, sustainable practices, construction and transportation.

Considerations in the identification of significant aspects Risk: Degree of risk to any exposed human population or exposed ecosystem Risk: Degree of risk to any exposed human population or exposed ecosystem Compliance: Extent to which the aspect is regulated by law, regulation, Executive Order or other requirement and status of compliance Compliance: Extent to which the aspect is regulated by law, regulation, Executive Order or other requirement and status of compliance Frequency of the activity Frequency of the activity Control Control Life Cycle Cost Effectiveness: Sum of the net present values over the lifetime of a project, product or measure compared to the current or standard practice or product Life Cycle Cost Effectiveness: Sum of the net present values over the lifetime of a project, product or measure compared to the current or standard practice or product

Example: Identify Significant Environmental Aspects (Energy efficiency) Lighting Lighting Digital Controls on HVAC systems Digital Controls on HVAC systems Boiler Controls Boiler Controls Boiler Feed water Pumps Boiler Feed water Pumps Pool Ventilation Pool Ventilation Variable frequency drives on chilled water for cooling Variable frequency drives on chilled water for cooling Residential heating and domestic hot water Residential heating and domestic hot water Steam distribution Steam distribution Premium efficient motors Premium efficient motors Vending Misers Vending Misers Computers Computers

Identify Significant Environmental Aspects- Renewable Energy Energy Portfolio Energy Portfolio Fuel source for heating and cooling Fuel source for heating and cooling Electricity and Green Power Electricity and Green Power Co-Generation Co-Generation Bio-diesel generators and equipment Bio-diesel generators and equipment Other types of renewable energy including solar, wind, water, geothermal Other types of renewable energy including solar, wind, water, geothermal

Identify Significant Environmental Aspects- Water Conservation Water cooled condensers Water cooled condensers Water cooled compressors Water cooled compressors Infiltration & Intrusion Infiltration & Intrusion Process water Process water Irrigation Irrigation Water conservation in bathrooms Water conservation in bathrooms

Identify Significant Aspects in Acquisition Purchase of recycled content materials Purchase of recycled content materials Purchase of Energy Star or FEMP energy efficient products Purchase of Energy Star or FEMP energy efficient products Purchase of bio-based products Purchase of bio-based products Environmentally preferable products and services including EPEAT registered electronics Environmentally preferable products and services including EPEAT registered electronics Alternative Fueled Vehicles Alternative Fueled Vehicles Products with low or no toxic constituents Products with low or no toxic constituents Non ozone depleting substances Non ozone depleting substances Toxic or hazardous materials Toxic or hazardous materials

Identify Significant Aspects in Toxics Reduction Identify quantity and types of chemicals and materials used in all activities, products and services Identify quantity and types of chemicals and materials used in all activities, products and services Purchase of alternative materials, must consider human or environmental toxicity Purchase of alternative materials, must consider human or environmental toxicity Ozone Depleting Substances, many aspects Ozone Depleting Substances, many aspects Process substitution Process substitution

Identification of Significant Aspects for Construction NEPA impact statement Greenhouse Gas Emissions NEPA impact statement Greenhouse Gas Emissions Specifications that optimize energy efficiency and renewable energy Specifications that optimize energy efficiency and renewable energy Contracts for leased buildings Contracts for leased buildings Plans and specifications Plans and specifications

Identify Significant Aspects in Transportation Services provided and miles driven Services provided and miles driven Purchase/lease of vehicles Purchase/lease of vehicles Alternative Fuel Vehicles Alternative Fuel Vehicles Plug in hybrids Plug in hybrids Availability of fueling stations Availability of fueling stations Maintenance Maintenance Right size vehicle used Right size vehicle used Car Pooling, vans etc. Car Pooling, vans etc.

Identify Significant Aspects in the Management of Electronics Purchase of electronics & medical equipment DfE Purchase of electronics & medical equipment DfE Disposal of electronics Disposal of electronics Two sided printing defaults Two sided printing defaults Power management options Power management options Screen savers Screen savers Life cycle Life cycle

Establish Operational Controls Step 5 Define roles and responsibilities clearly Define roles and responsibilities clearly Documented procedures to control situations where their absence will lead to deviations Documented procedures to control situations where their absence will lead to deviations Operating criteria Operating criteria Communicating to suppliers and contractors Communicating to suppliers and contractors Monitoring and measuring Monitoring and measuring Emergency procedures and periodic testing Emergency procedures and periodic testing Communication Communication Control of documentation Control of documentation

Establish Operational Controls Energy Energy Management Control Systems Energy Management Control Systems Advanced metering of Federal facilities where practicable Advanced metering of Federal facilities where practicable Equipment purchases, Energy Star Equipment purchases, Energy Star Energy Star ® Product Specifications Energy Star ® Product Specifications Scorecards Scorecards Energy Savings Performance Contracts Energy Savings Performance Contracts

Establish Operational Controls Alternative Energy Energy Efficiency Credits (EEC) Value of energy not used through conservation Energy Efficiency Credits (EEC) Value of energy not used through conservation Renewable Energy Credits Renewable Energy Credits Cogeneration Cogeneration

Establish Operational Controls Building Construction LEED Certification LEED Certification Total Building Commissioning Total Building Commissioning Commissioning building mechanical systems Commissioning building mechanical systems Whole Building Design Guide Whole Building Design Guide Planning, acquisition, maintenance, operation of building Planning, acquisition, maintenance, operation of building Plans and specifications Plans and specifications

Establish Operational Controls Acquisition GSA Schedules GSA Schedules Energy Star Energy Star Purchasing system and appropriate users Purchasing system and appropriate users Credit card holders Credit card holders Comprehensive Procurement Guidelines Comprehensive Procurement Guidelines Federal Energy Management Program Federal Energy Management Program

Establish Operational Controls Electronics Purchasing criteria (EPEAT) Purchasing criteria (EPEAT) Substitution (LCD’s vs CRT’s) Substitution (LCD’s vs CRT’s) Work Practices (two sided printing, shut down, etc.) Work Practices (two sided printing, shut down, etc.) Management of Universal waste procedures, training and documentation Management of Universal waste procedures, training and documentation Universal Bill of Lading, Manifests Universal Bill of Lading, Manifests Certificates of Recycling Certificates of Recycling Train employees on operational controls Train employees on operational controls

Setting and Achieving Objectives and Targets Step 6 Objective: Overall environmental goal, consistent with environmental policy that the organization sets to achieve Objective: Overall environmental goal, consistent with environmental policy that the organization sets to achieve Target: Detailed performance requirement, applicable to the organization or parts thereof, that arises out of environmental objectives and that needs to be set and met in order to meet those objectives Target: Detailed performance requirement, applicable to the organization or parts thereof, that arises out of environmental objectives and that needs to be set and met in order to meet those objectives Designate responsibility and time frame Designate responsibility and time frame

EO Objectives Energy Efficiency and Green House Gas Emissions Energy Efficiency and Green House Gas Emissions –Reduce energy intensity 3% annually through FY 2015 Renewable Energy Renewable Energy –Half of renewable energy consumed comes from renewable sources –Implement renewable energy generation projects Water Consumption Water Consumption –Reduce water consumption intensity through life cycle cost effective measures by 2% annually through FY 2015 or a total of 16% Acquisition Acquisition –Require that agency goods and services use sustainable environmental practices

EO Objectives, cont. Reduction of toxics Reduction of toxics –Reduces quantity of toxic and hazardous chemicals acquired, used or disposed of Construction Construction –Goal: 15% of existing capital asset building inventory incorporates the Guiding Principles by 2015 Transportation Transportation –Reduce consumption of petroleum products by 2% per year through 2015 –Increase non petroleum fuel consumption by 10% annually –Use plug in hybrid vehicles

EO Objectives, cont. Management of Electronics Management of Electronics –EPEAT Registration –Energy Star features enabled –Extend useful life –End of life Implement EMS at all appropriate Facilities Implement EMS at all appropriate Facilities

Targets Energy Projects: Investment of $1.3 million Annual energy savings of $225,000 Simple payback is 6.2 years Water Conservation: Water Cooled Condensers 20% Reduction in one year, over 20,000 gallons per day

Targets: Reduction of Toxics Chemical Tracking Program Chemical Tracking Program –Pre authorization of hazardous materials –Library of available substitutes –Inventory system with barcoding or RFID –MSDS interface –Ability to track expiration dates, orphan chemicals, incompatibility, and hazards –Focus on EPA CPG items, hazardous waste, etc.

Targets: Solid Waste Reduction Performance based solid waste audit Performance based solid waste audit Container management Container management Goals of 50% of solid waste recycled Goals of 50% of solid waste recycled Monitoring and measuring performance Monitoring and measuring performance

Targets: Acquisition Training of Credit Card holders Training of Credit Card holders Audit of procurement specifications Audit of procurement specifications Just in time purchasing Just in time purchasing Inventory Control Inventory Control Monitor contracts, agreements, permits, licenses, leases or other legally binding obligations Monitor contracts, agreements, permits, licenses, leases or other legally binding obligations

Targets: Management of Electronics EPEAT Registration (Implementation of NASA SEWP IV) EPEAT Registration (Implementation of NASA SEWP IV) Enabling of Energy Star Power Management Options Enabling of Energy Star Power Management Options 4 year life cycle vs 3 4 year life cycle vs 3 100% of Electronics Recycled or Reused (UNICOR) 100% of Electronics Recycled or Reused (UNICOR) Set default on all PCs and copiers to double-sided printing Set default on all PCs and copiers to double-sided printing Eliminate purchase of patient beds with mercury switches Eliminate all mercury sphygmomanometers, barometers Eliminate purchase of patient beds with mercury switches Eliminate all mercury sphygmomanometers, barometers Convert to 100% Digital Radiography Convert to 100% Digital Radiography

Train Staff on GEMS Policies and SOP’s Step 7 Identify training needs Identify training needs Initial awareness training on GEMS Initial awareness training on GEMS Environmental impacts of employee actions and non conformance Environmental impacts of employee actions and non conformance Identify specific training needs of individual employees based upon the operation and responsibilities of the individual Identify specific training needs of individual employees based upon the operation and responsibilities of the individual

Environmental Audits Step 8 Acquisition Audit Acquisition Audit –Review procurement specifications –Review compliance with FEMP, CPG and Energy Star Solid waste performance contract/audit Solid waste performance contract/audit Environmental Compliance Audits Environmental Compliance Audits EMS Gap analysis EMS Gap analysis Energy audits (10%) or every 10 yrs Energy audits (10%) or every 10 yrs Demonstrates clear commitment to maintain environmental compliance Demonstrates clear commitment to maintain environmental compliance Incorporates clearly articulated roles and responsibilities related to environmental performance to ensure accountability Incorporates clearly articulated roles and responsibilities related to environmental performance to ensure accountability Identifies root causes Identifies root causes Integrate compliance issues with allocation of funding Integrate compliance issues with allocation of funding

Environmental Audit Findings

Compliance management plan Either stand alone or integrated into EMS Either stand alone or integrated into EMS Commitment by senior leadership to maintain compliance Commitment by senior leadership to maintain compliance Clearly articulated roles and responsibilities Clearly articulated roles and responsibilities Root cause analysis Root cause analysis Compliance management system integration Compliance management system integration

ISO Assessment Fed Center EMS Assessment Compliance Assessment Energy and Renewable Energy %85%96% 92%143% Water Conservation Affirmative Procurement PartialNoPartial NoNOPartial Construction Transportation Management of Electronics Toxics, Solid Waste and Recycling 6%22%47%35%22%8%0%36% Environmental Scorecard

Annual Effectiveness Review Step 9 Environmental Audits External Environmental Audits External Evaluation of compliance Evaluation of compliance Nonconformities Nonconformities Maintain records to demonstrate conformity Maintain records to demonstrate conformity Internal audits Internal audits Communications from interested parties Communications from interested parties Environmental performance scorecards Environmental performance scorecards Extent that objectives and targets were met Extent that objectives and targets were met Follow up and corrective actions Follow up and corrective actions Recommendations for improvement Recommendations for improvement

Effects of 1323 on Facility EMS’s More robust EMS systems, increased number of appropriate facilities More robust EMS systems, increased number of appropriate facilities Increased emphasis on energy and water conservation, sustainable building design, transportation, acquisition processes, waste minimization and toxic reduction Increased emphasis on energy and water conservation, sustainable building design, transportation, acquisition processes, waste minimization and toxic reduction Environmental compliance review and audits Environmental compliance review and audits Leadership awards to recognize outstanding performance Leadership awards to recognize outstanding performance

Any Questions? Bill