Integrating E.O Goals into EMS – A Step-by-Step Approach Kerry Whitford, Reclamation EMS Program Manager

Presentation The problem What we did Where we are today Successes, pitfalls, helpful tips

The Problem - Reclamation set off on its EMS journey The plan (policy and directives) put Reclamation on a path to address only hazardous materials Then, EO required EMS to address all EO in the EMS

Path chosen wouldn’t let us reach the summit (e.g. EO compliance) Had to stop and regroup before barely getting started We Were Off Course!

What We Did Stop – cease current policy and directive development Re-group Determine new direction –EO goals in EMS - NOT OPTIONAL –EMS must go beyond traditional environmental programs Communicate and build buy-in –Management briefings (at least 3) –“Meet me” calls (4) 3–5 month process

Generated Management Understanding and Buy-in Reviewed EO/EMS requirements –EMS will remain red/yellow unless all managers “play” Emphasized that EMS will capture activities already required and underway – not new activities or programs EMS will provide improved management oversight and information of EO goals Demonstrated interrelationships and need for extensive cross-program coordination

Course Correction Revised EMS Directive and Standard to require that all EO goals be addressed in EMS –“Pursuant to E.O requirements, appropriate organizations shall also address in the EMS the sustainability goals in Section 2 of E.O based upon their applicability to the appropriate organization’s business activities and the organization’s ability to influence the activity. The organization shall develop a plan to include the sustainability goals in the EMS through continual improvement.” Regions required to implement EMS: “Now what??”

Regional EMS Team Not Equipped For New Route/Direction Most regional EMS leads are traditional HazMat Coordinators Lack the expertise, authority, access to data, or time to: –address all EO goals in the EMS –work with multiple employees from programs outside their division Solution = provide direction, support, communication, and data collection at Reclamation- wide level Drill down through senior management

Established EO “Expedition” Team Formed Reclamation-wide EO Sustainability Team with representatives from: –Property (transportation, energy, and water) –Acquisitions (green purchasing) –Technical Services (green design/construction) –CIOC (electronic stewardship) –Environmental compliance (toxic materials/recycling) –EMS

Created Reclamation-wide Action Plans Set action plans for each EO goal Drilled down to regional and program office senior leaders Requiring reporting and program/region level rating on Scorecards Result = –Communicated EO goal requirements to senior mgt level –provided leverage for EMS Coordinators –Avoided duplication of efforts

EO goal/target Reclamation Strategy Internal actions, roles, & deadlines Action Plans - Example

Integration of EO Goals Into EMS EO goals addressed in EMS as part of “Legal & Other Requirements” Used as criteria for ranking significance Action plans provided information to set EMS objectives and targets Regions are customizing the EO goal action plans through the EMS Environmental Management Programs (EMPs) Reclamation-wide Action Plans Regional EMPs

EO Goal Indicator of Significance

Significant Ranking Most aspects tie to EO goals EO goal column coded to determine which EO goal most affected Prioritize EO goals based on relation to significant aspects and number of “hits”

Where we are Making our way up new path One region includes all EO goals in the EMS through development of objectives, targets & EMPs Other regions addressing at least two goals through

EMP Example EMP Lead Goal and Significant Aspects Objectives, targets, PIs

Successes & Challenges + HQ senior managers on board Good communication and coordination between HQ EO goal/EMS staff Leveraged time, resources by providing templates - Cross-program communication at regional level still difficult Directives to senior managers do not always trickle down to program-level managers

Helpful Tips Involve all senior managers responsible for EO goals “Share” responsibility for Scorecard rating Establish bureau/agency-wide team with all EO goal leads Become lead on Environmental Stewardship, Energy, and Transportation Scorecards Create agency/organization-wide plans/EMPs for each EO goal Drill down, assign responsibility and require reporting on accomplishment

The Summit is Within Reach!