MITs EHS Program 2000 2005 Bill Van Schalkwyk

MIT’s EHS Program 2000 -2005 Bill Van. Schalkwyk Environmental Programs Office Massachusetts Institute of Technology

Reported New Program to HERUG- 2001: ”EHS Management System Concept” • • • Now 75%+ Complete No Longer a “Concept” Reporting Today on Progress & Outcomes 2004

Today’s Report: • • What is EHS? Intent- Why a Management System? How- The “EHS Development Process” Concept in 2001 and Outcome in 2005 Technology (SAP and other) Support Opportunity and Barriers Expectations as We Complete Build Phases 2004

What EHS is: (Environment, Health, Safety) • Environment- Conserving Air, Water, Soil, Plants, Animals, Wildlife, Our Community (causing no damage) • Health- Preserving Human Health both Chronic and Acute (preventing illness) • Safety- Preserving Human and Community Safety/ Well Being (preventing injury) 2004

Intent: Why an EHS Management System at MIT? • Professional Management: – Manage Cost (2 nd and 3 rd order) – Lower Risk – Avoid/ Mitigate Incidents – Address Local Culture and Issues – Enable- not Impede 2004

Scope of EHS Management System: • 43 Departments Laboratories and Centers • Facilities, Student Life, Athletics • Cogeneration Facility, Research Nuclear Reactor, Linear Accelerator • Campus Community ~ 20, 000 people • • • 3351 Lab Rooms (2481 Campus, 870 MIT LL) 575 Principal Investigators (incl. LL) 49 Departmental EHS Committees 40+/- Local (DLC) EHS Coordinators 18 Central (EHS Office) Lead Contacts 2004

The “EHS Development Process” Sustainability: Involve Faculty, Researchers, Administration and Students in EHS-MS Systems Design to Ensure Client Satisfaction, Utility, Widespread Ownership Institute Direction Leadership and Oversight Senior Officers Provost Chancellor Institute Committee on Environmental, Health, and Safety Executive Vice President Senior Administration Working Committee EHS Management System Design and Implementation Ad Hoc Subcommittee Overseeing the EHS Management System Development Faculty Work Production “Heavy Lifting” Project Team Project Manager Students Researchers Rep. Faculty, Researchers, Administration Projects 2004

Concept: 2001 and Results: 2005 (* = Major Technology Support Indicated) 2001 Design Element 1. EHS Policy 2. Organization* 3. Inventory* 4. Training Program* 5. Auditing Program* 6. Incidents* 7. EHS Manual* 8. Pollution Prevention 9. Measurement* 10. Third Party Audit 2005 Outcome Policy Complete 12/01 Installed 06/2002* Alternative Implemented 12/2002* Interim System 09/2002* Began 04/2003* Developing Now* Went Live 06/2004* Planned 10/2005 Mgmt Reports Planned 4/06* Planned 06/2006 2004

2001 Inventory Proposal MIT-EHS Management System Concept Components 1. Controls/Preventative Measures/Compliance Oversight Linchpin Purchasing Automation and Integration: § Chemical/Biological/Radioactives Inventory Ø Automated tracking of purchase, destination and disposal of chemicals/biologicals/radioactives (Later phase may track internal consumption and transport. ) Ø Facilitated by vendor (bar coding/other electronic transfer of information) Ø Facilitated by e-commerce service Ø Interface with regulatory briefing/training and auditing Ø Interface with internal marketplace Ø Interface with toxic use reduction opportunities 2004

Inventory Alternative • Central and Departmental Objectives of Inventory • Purchasing System Not Optimized for Inventory • Inventory Not Providing EHS Second Order Data Needed • Positioning MIT to be Prepared for a Regulatory Imposed Inventory • Limit to Prospect of Internal Marketplace 2004

Alternative: “PI/Space Registration”, • PI/Space: Modeled on Radiation & Biological Programs • Based Upon – Who is in Charge, – What Areas Under Control, – Hazard Potentials in Area • 3300+ Areas Registered 2004

Inventory Support, Proactive P 2 Program • Local Inventories Popular • Position MIT to Expand Institute-Wide • Central Support to Keep Awareness High • P 2 Encourages Less Hazardous Use – Student Studies – Possible Integration w/ Procurement 2004

Training: Needs Determination • Not Possible to Determine Needs by Job Description • Several Thousand Personnel Not Classified Employees (Students) • Needs Assessment Based Upon Activities • Over 6, 000 Persons (Users) of Program to Date 2004

Training Implementation • • • Needs Based Approach Web Based Modules Live Training Options Central Record Keeping Non SAP Now- But Conversion Planned for Appropriate Components • Subset of Institute-wide Training Initiative 2004

Findings • Results of – Audits, – Incidents • Track Corrective Actions • Notify Affected Parties • Initiates Work Orders (Integration) • Paper System In Conversion Now 2004

SAP Implementation Notes • EHS Business Processes Not Mature - Business Process Development is Concurrent Design-Build Due to Regulatory Requirements – Roll Out New Process Manually and Paper Based (Audit) • • Enforce and Re-Enforce Lock In of Business Processes (Vote on Lock-in) Make Hard Decisions on Enhancements and BP Changes 2004

SAP Implementation Notes • Academic Development Process Different from Tech Development Process • Central EHS Office New to Entire Business Process Development and Modeling – Nature Of Research Culture is One-off, Not Always Systematic, and Change Oriented – Technology Personnel Seek Stable, Mature, Tried. Tested Processes to Model and Support • Need to Collaborate at All Levels for Groups to Learn How Each Other Operates • Need Small Success Early to Ignite Change and Innovation 2004

SAP Implementation Notes • Academic ‘DLCs’ Decentralized- Not a Monolithic Client • No Single Person Can Represent the ‘Client’ – SAP Implementation Methodology Suggests a BP Expert Join Development Team – EHS Office Unable to Satisfy This Need with an Wide-Knowledge Resource • Variation to this Process- IS&T Attend EHS Meetings, EHS Attend IS&T Development 2004

SAP Implementation Notes • PDA Support – Desired by Clients especially for Inspections – Determined Support in EHS Committee – Planned for later Deployment 2004

Future Activity • Future Business Processes – Pollution Prevention – Local Inventory Support – TSCA and other Regulatory Programs • Retirement of Local and EHS Office Systems – Select Agents – Bio and Rad Protocols – Asbestos Sampling and Abatement Data • Balanced Scorecard Approach 2004

Bill Van. Schalkwyk MIT Environmental Programs Office Hal Burchfield MIT Information Services and Technology Billv@mit. edu Hburch@mit. edu 2004