Integrating E O 13423 Goals into EMS

Integrating E. O. 13423 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 13423 required EMS to address all EO 13423 in the EMS

We Were Off Course! • • Path chosen wouldn’t let us reach the summit (e. g. EO 13423 compliance) Had to stop and regroup before barely getting started

What We Did • Stop – cease current policy and directive development • Re-group • Determine new direction – EO 13423 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 13423 goals be addressed in EMS – “Pursuant to E. O. 13423 requirements, appropriate organizations shall also address in the EMS the sustainability goals in Section 2 of E. O. 13423 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 Haz. Mat Coordinators • Lack the expertise, authority, access to data, or time to: – address all EO 13423 goals in the EMS – work with multiple employees from programs outside their division • Solution = provide direction, support, communication, and data collection at Reclamationwide level • Drill down through senior management

Established EO “Expedition” Team • Formed Reclamation-wide EO 13423 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

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

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 Goal and Significant Aspects Objectives, targets, PIs EMP Lead

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!