Cornell Management SystemCornells Safety, Health & Environmental Management SystemDSR RoundtableApril 29, 2005Laurie Cecere, CMS Manager

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ObjectivesProvide an overview of:Background and how we got hereCornells approachCornell Management System (CMS)Provide an understanding of a management systemBenefitsChallengesProvide some insight into:What the CMS means to youCurrent scheduleEnlist your support

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Where weve been

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Cornell University and The EnvironmentNovember 14, 1997The Cornell community pledges to promote sustainable futures through:its educational activities,improvements to its campus environment,its research and outreach activities,environmentally responsible stewardship of all the resources entrusted to its care.Signed by: Hunter R. Rawlings III PresidentStephen P. Rockwell Student Elected TrusteeTheodore L. Hullar Director, Center for the EnvironmentJonathan R. Rockwell Director, NY Student Environmental Action Coalition

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Where weve been

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EPAs Determination EPA believes Cornell is capable of achieving:a higher standard of self-policinggreater compliance with laws and regulations EPA expects Cornell to institute:internal policies and procedures necessary to prevent recurrence of violations of environmental requirements.

U.S. Environmental Protection Agency, Region 2Dated: 7/31/01BY: Lisa P. Jackson, Acting DirectorDivision of Enforcement and Compliance AssistanceEnvironmental Protection Agency, Region 2

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Where weve beenNov-97

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Environmental Compliance and Voluntary Environmental Initiatives PolicyCornell Management System

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CMS VisionCornell University will create and maintain a flexible, supportive, and user-friendly management system to integrate environmental, safety and health programs into everyday decisions and practices of the Cornell community of faculty, students and staff.

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CMS Elements Plan PlanDoCheckImproveSafety, Health & Environmental PolicyRoles, Responsibility, AccountabilitySafety, Health & Environmental Aspects & ImpactsSafety, Health & Environmental RequirementsVoluntary InitiativesObjectives & Targets

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PlanDoCheckImproveTraining, Awareness & CompetenceInternal & External CommunicationOperational ControlsDocumentation & Document ControlCorrective & Preventative ActionEmergency Preparedness & ResponseCMS Elements Do

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CMS Elements Check PlanDoCheckImproveMonitoring & MeasuringRecord ControlCMS Conformance Audits

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CMS Elements Improve PlanDoCheckImproveContinuous Improvement Review

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Management System a household examplePaying the billsMike & Laurie get mail, write checks & send in bills.Roles & responsibilitiesWater bill, electric bill, mortgage, etc.Aspects the things we need to manageMust pay for the services we receive on time.RequirementsPLAN

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Management System a household examplePaying the billsTraining on how to fill out a check and bill stub.Training, awareness & competenceDetach bill stub and return with paymentOperational controlsCheck to ensure last payment received.Monitoring & measuringHow is our bill paying system working?Conformance auditWe should improve our handling of the bills when they come in the mail. Continuous improvementDOCHECKIMPROVE

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Management System a household examplePaying the billsMike & Laurie get mail, write checks & send in bills.Roles & responsibilitiesWater bill, electric bill, mortgage, etc.Aspects the things we need to manageMust pay for the services we receive on time.RequirementsPLANMike gets the mail & sorts bills. Laurie writes checks and sends in bills.

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Management System a household examplePaying the billsTraining on how to fill out a check and bill stub.Training, awareness & competenceDetach bill stub and return with paymentOperational controlsCheck to ensure last payment received.Monitoring & measuringHow is our bill paying system working?Conformance auditWe should improve our handling of the bills when they come in the mail.Continuous improvementDOCHECKIMPROVE; Mike puts bills in folder.

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Cornells Drivers/Benefits of a Management SystemImprove compliance performanceReduce riskNon-compliance & finesOperational impactsPublic relationsSafety, health, & environmental degradationGeneral liabilityMore confident compliance certifications for grant moneyImproved perception & public relations

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Cornells Drivers/Benefits of a Management SystemProcess improvementsIncrease awarenessOther schools becoming certifiedRegulatory incentivesExpedited permit responseRegulatory relief lower inspection frequencyReduced penaltiesReduced reporting requirementsRecognitionStakeholders may require

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Challenges for Colleges & UniversitiesDiverse, decentralized organizationsNo top-down structureOrganizational commitmentSize & scaleCultureResources

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CMS Development

How does the management system concept apply to the safety, health & environmental aspects of your roles?

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CMS Element Roles & ResponsibilitiesUNITS

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Program AdministratorsEH&S - Indoor Human Environment & Chemical Management (Division of Campus & Business Services)

ECO - Outdoor (Natural) Environment (Division of Facility Services)

CALS Pesticide Management

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Roles, Responsibilities & Accountabilities ExamplesDepartment Safety Representative Chemical Hygiene OfficerRadiation Safety TechBiosafety OfficerSafety SpecialistEtc.

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Safety, Health & Environmental Aspects ExamplesChemicalsElectrical sourcesRadiation sourcesBio-hazard sourcesEtc.

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Safety, Health & Environmental Requirement ExamplesChemicalsTrainingPersonal Protective EquipmentStorage requirementsWaste disposalHazard communication

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Training ExamplesChemicalsChemical Safety for Lab WorkersChemical Waste DisposalRespiratory Protection TrainingEtc.

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Operational ControlExamplesChemicalsStandard Operating Procedures for chemical useWaste disposal guidelinesEtc.

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Documentation & DocumentControl ExamplesChemicalsChemical Hygiene PlanChemical Authorization FormEtc.

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Monitoring & MeasuringExamplesChemicalsLaboratory Self-InspectionsConsultationsInformal walk-throughsEtc.

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Record Control ExamplesChemicalsSafetybase training recordsChemical User Authorization signed formsEtc.

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Where weve beenNov-97

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Phases of CMS Development

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CMS Development Org Structure

CMS Steering Team

Senior Administration

Communication Working Group

IT Working Group

Program Development Group

Training Working Group

Stakeholder Advisory Group

CMS IT Team

4 Pilots

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CMS Steering Team CMS Laurie CecereEnvironmental Compliance Office Bert Bland, Pat McNally, Paul SmartEH&S Jim Grieger, Mike LononCALS Mary-Lynn CummingsCVM Paul JennetteDivision of Facilities Services Joe LalleyLab of Elementary Particle Physics Rich GallagherOffice of Human Resources Betsy ShrierWeill Medical College Erik TalleyFaculty MemberEA Engineering, Science & Technology Brian Lesinski

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CMS PilotsGreenhousesUtilities DepartmentMicrobiology & Immunology (CVM) Former Chemical & Radiation Disposal Sites

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Planning & Development Phases20042005Establish CMS FrameworkGap AssessmentsCreateCMSDevelopmentPlanPlanning PhaseDevelopment PhaseCornell Management System

Set the Stage

CreatePilotDevelopmentPlansCMS PilotDetail Design, Development& DeploymentWe are here.

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What does all this mean to you?Your existing systems are importantClarity of roles and responsibilitiesDSRUnit LeadershipProgram AdministratorsUniversity LeadershipImproved communication Easier to understand what you have to doEasier to access the information you needContinuity Opportunity for creativity

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When should I expect to hear more?Focus now is on pilots & programsRecommendations of Environmental Unit ReviewCMS is overarching recommendationTrainingCommunicationsCampus PartneringITStakeholder Advisory Group

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CMS VisionCornell University will create and maintain a flexible, supportive, and user-friendly management system to integrate environmental, safety and health programs into everyday decisions and practices of the Cornell Community of faculty, students and staff.

How do you see the CMS providing value to the your organization?

Questions?www.cms.cornell.edulec37@cornell.edu

presidentfacultystudents

now beginning to implement this pledgeDisclosure - haz waste labeling & storage, bulk storage of petroleum

Determination - relieved of fines for haz waste, EPA still working determination on compliance with PBS regs EPA believes Cornell is capable of achieving a higher standard of self-policing and greater compliance with laws and regulations that protect human health and the environment. Consistent with the purposes of the self-disclosure policy, EPA expects Cornell to institute, on a continuing and company-wide basis, the internal policies and procedures necessary to prevent recurrence of violations of environmental requirements.A set of management processes and procedures that integrate compliance and selected other objectives into day-to-day decisions and practices to benefit organizational performance. The system distributes responsibility throughout the organization, monitors performance and initiates corrective and preventative actions.

all models of ems start with the development of the policy to show senior administration commitment to environmental compliance

Policy development process - took over a year because it included extensive stakeholder review andApproval by senior executives

Workplan - created CMS manager position, jointly by EH&S & ECO, established pilots generally laid an understanding of where we were headedFlexibleUser-friendlyIncorporate into day-to-day decisions

immediate to focus on environmental - Later H&SAspects haz waste, helium collection system, liquid nitrogen, etc.

Voluntary initiatives energy conservation initiatives are example occupancy sensors installed to manage HVAC systems, green concepts being discussed for new physical sciences building

Op Control will give an example in a minute

Training you have addressed in your BMP PlanFramework in place to make sure Ive got everything coveredDoesnt have to be painful or get in the way of getting things done actually facilitates getting things done more easilyFramework in place to make sure Ive got everything coveredDoesnt have to be painful or get in the way of getting things done actually facilitates getting things done more easilyFramework in place to make sure Ive got everything coveredDoesnt have to be painful or get in the way of getting things done actually facilitates getting things done more easilyFramework in place to make sure Ive got everything coveredDoesnt have to be painful or get in the way of getting things done actually facilitates getting things done more easilyImprove environmental compliance performanceReduce riskNon-compliance also have better understanding of root causes of non-complianceOperational impactsPublic relationsEnvironmental degradationGeneral liabilityMore confident compliance certifications for grant moneyImproved perception & public relationsProcess improvementsOther schools becoming certifiedRegulatory incentives expidited permit response, reduced penalties, reduced reporting requirements, Stakeholders may require students, community (planning board in Ithaca requiring of new buildings, etc.

Process improvements more efficient, better communicating reduce costs associated with managementOther schools becoming certifiedRegulatory incentivesStakeholders may require StudentsCommunityLocal planning boards

Good news is we have systems in place I ask you to think about this Ill offer up some ideas and thoughts about what this means to you as we go through

Note units are program implementation see next slide for list

Coordinate with other ECPAsIdentify, interpret & communicate requirementsRecommend programs, SOPs, BMPsMonitor for complianceProvide trainingEH&SBiological SafetyEmergency ServicesFire SafetyGeneral SafetyOccupational HealthRadiation SafetyChemical Laboratory SafetyEcoBulk Hazardous Material StorageClean AirClean WaterSolid Waste TreatmentProject Engineering & RemediationsOperations

What does this mean to you? Expect clarification of your role and what you can expect from the Program AdministratorsWhat does this mean to you? Will have a good handle on the significant things your department needs to manage from a SHE perspectiveWhat does this mean to you? For each of those aspects that need to be managed in your department, youll be clear on what the requirements are what it is that you or others in your department need to doWhat does this mean to you? First we identify who, then ensure trained to perform roles & responsibilitiesWell need your help making sure we have identified everyone. then well provide the training, make it easy for people to know what training they need and help hold people accountableWhat does this mean to you? Tools will be available to answer your frequently asked questions. It might be appropriate for you to write some standard procedures or hang a sign above the sink that says x and y can go down the drain, but z cannot. Do this with zWhat does this mean to you? Tools available for you when and where you need them. Consistency. Flexibility to meet your department specific needs.What does this mean to you? Periodic audits by the department or by the program administrators. Help holding people accountable to take corrective and preventive actions.What does this mean to you? Not much difference than what you are doing today. Well look to see where there are opportunities to improve the existing systems. If you have ideas, please let us know!A set of management processes and procedures that integrate compliance and selected other objectives into day-to-day decisions and practices to benefit organizational performance. The system distributes responsibility throughout the organization, monitors performance and initiates corrective and preventative actions.

all models of ems start with the development of the policy to show senior administration commitment to environmental compliance

Policy development process - took over a year because it included extensive stakeholder review andApproval by senior executives

Workplan - created CMS manager position, jointly by EH&S & ECO, established pilots generally laid an understanding of where we were headedNot shown on here is the CMS Intern key to get students involvedEnvironmental StudiesManagementEngineeringPolitical ScienceRole of the PilotsParticipate as part of the gap assessmentUse and input to the development of CMS tools, procedures, guidanceTest the structure of the CMSProvide data and feedback to aid in implementation to the rest of Cornell

In addition, part way through this process we added health & safety into the elements.Your existing systems are important remember, we arent scrapping everything and starting from scratch, were counting on the systems you have and want to coordinate them togetherClarity of roles and responsibilities youll have a better understanding of what you can expect of others and what your role isImproved communication - between DSRs and Program Administrators, with Senior Administration, across CornellEasier to understand what you have to do tools readily available for frequently asked questionsEasier to access the information you need - Continuity well know what the expectations are of students, faculty, staff, program administrators, DSRs across the board; more routines will be established Opportunity for creativity even though were talking about systems and doing things similarly each time, this is about continuous improvement it affords us the opportunity to ask how could I make this easier for people in my department, what could I do differently?

Final take-away relates right back to the CMS Vision. Hopefully, most of the CMS will be transparent to you. Youll notice more organized systems and procedures. Youll understand what you need to know to stay in compliance, and youll know who to contact for help.