As part of your Environmental Management System, use the Entity Aspect form to identify and manage aspects of your organization's activities, products, and services that have or can have significant impacts on the environment. These may include discharges and emissions, raw materials and energy use, waste recycling, noise, dust, and visual pollution. An environmental Impact is the change that takes place from the occurrence of any given aspect. The relationship between the two is causal, an impact is the pollution that would result if an environmental aspect were not properly managed or controlled.
For instruction on environmental aspects and impacts, click the following links or use the scroll bar to scan the page.
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Maintain aspect data to support an environmental policy that is consistent with the ISO 14001 Standard on the Entity Aspect form. The sections on this form help you to organize the key information for evaluating aspects associated with significant environmental impacts, defining objectives and targets for pollution reduction/prevention, and documenting on-going progress. Specify the entity and aspect, along with an effective date to track and maintain historical data about an entity aspect. Associate aspect categories, aspect sources, compliance controls, potential impacts, and applicable requirements. Reference reporting and monitoring requirements, as well as corporate objectives and targets.
In the Assessment section, eight placeholder fields are available for user-defined questions/statements that can be completed with a"Yes", "No", or "N/A" response. Placeholder field labels are displayed as Q1, Q2, Q3, etc. User-defined labels are set up and mapped to the appropriate placeholder field on the Aspect Criteria form. When an entity is selected for an aspect record, any existing criteria mapped to a placeholder field automatically replaces that QX field label. If no criteria has been mapped to a placeholder field, the QX label is displayed.
A Risk Matrix can be established to select a ranking for the aspect. Refer to Risk Matrix for additional information. Otherwise, a risk ranking can be typed directly in the Risk Evaluation Score field in the Assessment section.
Before you begin, ensure your aspects, categories, sources, rule requirements, and aspect criteria have been set up. Refer to Aspect Validation, Potential Environment Impacts, and Aspect Assessment Criteria for additional information.
The Entity Aspect browse view has been set up with filters for significant, normal, and abnormal aspects. One or more filters can be applied at one time. Select a check box to include records for the filter; clear the check box to exclude records for the filter. The ability to quickly Select All or Select None of the aspect filters is also available.
To establish entity aspects
Click Data
Entry > Aspects and Impacts > Entity Aspects in the Navigation Tree.
The Entity Aspects list appears.
Click the New
button.
The Entity Aspect form is displayed.
Select an Enterprise
Entity and Aspect from
the list for each field.
The entity cannot be changed once an entity aspect record is saved.
Enter an Aspect Number and Effective Date. The Calendar button is available to select a date.
Select the Aspect
Type and enter a description of the aspect in the Aspect
Detail field.
The entries in the Entity,
Aspect, and Aspect
Type fields identify a unique entity aspect record. Therefore,
when you need to identify the same aspect as Normal and Abnormal at
a single entity, you can establish two separate records.
Add information in the following sections:
Click the Save button on the form.
Repeat steps 2 through 7 to add another entity aspect.
Assign one or more categories, such as Footprint Management and Recyclable Waste, in the Aspect Categories section on the Entity Aspect form.
To assign aspect categories
Locate the aspect on the Entity Aspect list, click the aspect link to open the Entity Aspect form, and expand the Aspect Categories section if necessary.
Click the Select Aspect Categories link and select one or more categories by clicking the check box adjacent to the category.
Click the Select
Aspect Categories button.
Each category is displayed as a line item in the Aspect
Categories section. Click the Delete
button adjacent to the line item to remove the category from the record.
Click the Save button on the form.
Add one or more aspect sources, such as Waste Production and Maintenance Operations, in the Aspect Sources section on the Entity Aspect form. The sources associated the entity and any sources without an entity association are available for selection. Add details about the source as it relates to the entity aspect; a maximum of 100 characters can be entered.
To add aspect sources
Locate the aspect on the Entity Aspect list, click the aspect link to open the Entity Aspect form, and expand the Aspect Sources section if necessary.
Click the Select Aspect Sources link and select one or more sources by clicking the check box adjacent to the source.
Click the Select
Aspect Source button.
Each source is displayed as a line item in the Aspect
Sources section. Click the Delete
button adjacent to the line item to remove the source from the record.
Enter up to 100 characters in the line item Source Detail field.
Click the Save button on the form.
Specify one or more impact in the Potential environmental Impacts w/o Safeguards section on the Entity Aspect form.
To specify impacts
Locate the aspect on the Entity Aspect list, click the aspect link to open the Entity Aspect form, and expand the Potential environmental Impacts w/o Safeguards section if necessary.
Click the Select Potential environmental Impacts w/o Safeguards link and select one or more impacts by clicking the check box adjacent to the impact.
Click the Select
Aspect Source button.
Each impact is displayed as a line item in the Potential
environmental Impacts w/o Safeguards section. Click the Delete button adjacent to the line
item to remove the impact from the record.
Click the Save button on the form.
Select one or more rules, citations, permit requirement profiles, and corporate policies that apply to the aspect in the Applicable Requirements section on the Entity Aspect form. Organize the requirements into one of the subsections below. A Requirement Type is automatically assigned based on the subsection where the requirement is entered. The requirement type is included with the reference aspect information displayed in the Entity Aspect section on other forms such as the Rules form and the Requirement Citation Information form.
Applicable Requirements Subsection |
Requirement Type |
Reporting Requirements |
Reporting |
Monitoring Methods or Requirements |
Monitoring Method |
Corporate Objectives and Targets |
Corporate Objectives and Targets |
Other Requirements |
Other |
Fields are also provided in each subsection to enter your own text about
pertinent requirements, monitoring/measuring methods, objectives, and
targets.
To associate requirements
Locate the aspect on the Entity Aspect list, click the aspect link to open the Entity Aspect form, and expand the Applicable Requirements section if necessary.
Enter information about the requirements that apply to the aspect in one or more of the Reporting Requirement, Monitoring Method or Requirement, Corporate Objectives and Targets, and Other Requirement fields.
Click the Select Applicable Requirements link in the appropriate subsection to add a requirement. Otherwise, skip to step 6.
Select one or more requirements by clicking the check box adjacent to the requirement.
Click the Select
Applicable Requirements button.
Each requirement is displayed as a line item in the appropriate subsection.
A link is provided to the requirement record. Click the Delete
button adjacent to the line item to remove the requirement from the
entity aspect.
Click the Save button on the form.
Add one or more compliance controls that document how a requirement is enforced in the Controls section on the Entity Aspect form. Select from existing control records or create a new one.
Tip: Save the entity aspect record before adding a new control
to a new entity aspect record. Otherwise, you will need to add the control,
save the entity aspect record, and then select the control from the list
of existing controls.
To add controls
Locate the aspect on the Entity Aspect list, click the aspect link to open the Entity Aspect form, and expand the Controls section if necessary.
Click the Add New Control link to set up a new compliance control. Otherwise, skip to step 5.
Enter a Control Name and other related data. Refer to Compliance Controls for additional information.
Click the Save
button and close the window.
The control is displayed as a line item in the Controls
section. The Control Name
provides a link to the control record. Click the Delete
button adjacent to the line item to remove the control from the entity
aspect.
Click the Select Existing Control link to add one or more existing controls. Otherwise, no further action is required.
Select one or more controls by clicking the check box adjacent to the control.
Click the Select
Existing Control button.
Each control is displayed as a line item in the Controls
section. The Control Name
provides a link to the control record. Click the Delete
button adjacent to the line item to remove the control from the entity
aspect.
Click the Save button on the Entity Aspect form.
Enter assessment details resulting from environmental performance evaluations, process changes, audit findings, and systemic reviews in the Assessment section on the Entity Aspect form. Designate whether the aspect is a significant environmental impact subject to ongoing management or potential improvement. Specify risk evaluation results and improvement opportunity priorities. Update results as circumstances change.
To enter assessments
Locate the aspect on the Entity Aspect list, click the aspect link to open the Entity Aspect form, and expand the Assessment section if necessary.
Use the following guidelines to complete the fields:
Placeholder field labels are QX, e.g., Q1, Q2, etc. A user-specific question/statement can be defined for placeholder fields. Refer to Aspect Assessment Criteria for additional information. Any fields with a QX label, do not apply to aspect assessments for the entity.
Click the Risk Matrix button next to the Risk Evaluation Score field to select a ranking. Or type an entry directly in the field.
In the Other Risk Factor field, enter a risk that has not been specifically evaluated in the Risk Matrix.
Enter a Risk Factor Category when applicable and a risk Description. For example, describe how the risk might impact operations or how the conclusion was derived. Include the scale or specific nature of the impact.
Freeform text fields are available for Improvement Program information and Comments.
Click the Save button on the form.
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