VALIDATING THE EMS:
DEFENSE LOGISTICS
AGENCY SELF-
DECLARATION PROCESS
James Wood, P.E., EMS-LA
Linda Baetz, EMS-LA
US Army Center for Health Promotion and Preventive Medicine
Jean Shorett, PhD
Defense Logistics Agency
DOD/DLA EMS Policy Guidance
DOD EMS Policy Guidance – Apr 2002
ISO 14001 framework permitted, but not required
Safety & Occupational Health integration
encouraged, but not required
DOD EMS Metrics Guidance – Jan 2003
DLA EMS Policy Guidance – Jun 2004
Mission-focused
1SO 14001 by December 31, 2005
Validation of EMS (ISO 14001)
3d Party Registration (DOD/DLA Policy)
No “routine” 3d party registration
Only pursued if “clear and documented benefit to
mission”
Self-Declaration of EMS
Allowed under ISO 14001, Section 1
OFEE Self-Declaration Guidance
DLA Self-Declaration Protocol
OFEE Guidance
OFEE Self-Declaration Protocol –Sep 2003
Each Agency should develop Self-Declaration protocol
NLT 31 Dec 2004 which includes:
Direction on the use of evaluation guides
Direction on the frequency of internal evaluations &
independent review; make-up of the review team;
independent reviewer qualifications; and requirement for the
management to make an EMS self-declaration statement
Direction on documenting/using EMS evaluation results
A schedule for reviewing EMS self-declaration procedures
DEFENSE LOGISTICS AGENCY
Mission: Provide world-wide logistics support
to DOD
Appropriate Facilities: 147
Field Activities:
DLA HQC
Defense Supply Center Columbus
Defense Supply Center Philadelphia
Defense Supply Center Richmond
Defense Energy Support Center
Defense Distribution Center
Defense Logistics Information Service
Defense National Stockpile Center
Defense Reutilization and Marketing Service
Document Automation and Production Service
EMS Validation – DLA Approach
DoD EMS metrics already completed
EMS must be mission-focused and ISO
14001 conformant
Site Director concurs at key points
DLA EMS-Self Declaration has two parts
3d Party Registration – ok with “clear and
documented benefit to mission”
DLA Self-Declaration Protocol
DLA Protocol finalized in Dec 2004; undergoing
update
Incorporates OFEE principles
Designed to validate both initial and continuing
EMS conformance
Designed for both ongoing evaluation and
continual improvement
DLA Self-declaration Process
External mission-focused EMS review
EMS conformance to ISO 14001:2004
Part I – Web-based EMS documentation
review
Part II – On-site EMS verification review (1/3
of activities over 3 yrs – then every 3 years)
3rd party registration when clear (and
documented) benefit to mission
DLA Self-declaration Process
Activity posts EMS documents on DLA EMS website
Activity EMS status briefed to Site Director
Site Director concurs – triggers web-based review of
EMS by DLA Qualified Reviewers
Reviewers identify EMS documentation conformance
or areas of non-conformance
Complete corrective actions briefed to Site Director
Site Director Self-Declares Initial EMS Conformance
DLA Self-declaration Definitions
DLA Qualified Reviewer-completed EMS audit
training course (DLA-approved)
EMS Audit Team (independent)
Team leader (DLA Qualified Reviewer)
1 or more reviewer (DLA Qualified Reviewer)
Part II: On-Site EMS Review
Identify scope – DLA EMS reviews are fence-
to-fence
Ensure documentation & records are available
Ensure key individuals are available
Ensure employees are familiar with the DLA
Activity’s Environmental Policy Statement
(and the environ. considerations of their job)
Assign primary focal point for review team
During/After the On-Site EMS Review
Review team presents in-briefing/out-briefing
to Site Director and EMR
Review team gathers evidence through
document/records review, interviews, etc.
Review team documents EMS conformance
and any findings of non-conformance
Review team prepares report of findings and
EMS conformance status
Corrective Action (CA) and
Documentation Process
EMR proposes CAs w/ Site Director
concurrence to review team (w/i 30 days)
EMR w/ Site Director concurrence provides
documentation to review team that CAs are
complete
DLA HQ concurs with completion and issues
“Recognition” of validated EMS
Summary
DLA used OFEE guidance to build Self-
Declaration Protocol tied to continual
improvement
Protocol validates EMS is mission-focused and
ISO 14001-conformant
Two-phased EMS self-declaration process:
- Web-based documentation review;
- On-site independent review
Back up slides
DLA Metrics by 31 July 2004
1. Policy A policy statement which includes a
missions focus has been prepared.
2. Self-Assessment A facility-wide EMS self-assessment
(i.e., gap analysis) has been
documented.
3. Implementation A written implementation plan (with
well defined dates, identified
Planning
resources, and organizational
responsibilities) has been prepared.
DLA Metrics by 31 Dec 2004
4. List of Aspects
A prioritized list of environmental
aspects has been prepared.
5. Awareness Appropriate DLA activity
Training personnel have received
awareness training.
At least one documented
3. Management
management review has been
Review performed.