EHS-MS Technology

Update

Harold Burchfield
IS&T EHS Project Manager

June 23, 2004

Motivation – EPA “University Initiative”

 The Environmental Protection Agency’s (EPA) “University Initiative” – EPA

enforcing environmental laws beyond Industry to Higher Education
 Yale, Brown, Stanford, Boston University among others subject to enforcement
 MIT inspection in May 1998 resulted in a Consent Decree w/ the EPA. Lincoln Labs will also
comply to the Consent Decree.

 EPA found common problems in environmental management in higher education

 No organizational infrastructure for compliance w/ environmental laws – locally and centrally
 No clear delineation of roles, responsibilities and accountability for compliance – locally and
centrally
 No systems approach to environmental management
 Inadequate institutional knowledge of materials in use locally for compliance and emergency
response
 Inadequate regulatory training of faculty, principal investigators, staff and students who
manage regulated materials

Page 2
EPA-MIT Consent Decree Components

 Environmental Policy completed – see web.mit.edu/environment

 Committing to compliance, “continuous improvement in environmental performance”, and adequate resources

 Functional Organizational Infrastructure with clear roles, responsibility, and accountability in DLCs and
in EHS Office and MIT to ensure compliance
 Identify positions with EHS responsibilities, EHS duties in position descriptions and Organization charts completed
 PI Space Registration using SAP EHS module underway, Phase 1 of SAP project

 Regulatory RCRA/SPCC Training and Education re: EHS Roles and Responsibilities Employing:
 Uniform Materials + Chemical Hygiene Plans/Flexible Delivery completed
 Training plan: Describing how training will be implemented and records kept and how those needing training will be identified initially and
begin implementing completed
 Central Record Keeping for Institute accountability and reliable identification of those to be trained (through interface with HR Payroll)- 4+
year deadline planned
 Training Needs Assessment using SAP EHS module planned, Phase 3 of SAP project

 Standard, Self and Outside Audits – Other Controls/Preventative Measures

 Uniform Audit Forms completed
 Develop Audit Program and Begin Implementation underway
 Findings (inspections, incidents, corrective actions, consequences) using SAP EHS module planned, Phase 2 of SAP project

 EHS Manual completed - see informit.mit.edu

 Pollution Prevention and Sustainability underway
 Full Implementation of EHS-MS Manual including Automation Features underway
 Outside Consultant Verification of EHS-MS planned
 Identify Consultant - (March 18, 2006, 6 months after planned September 18, 2005 completion)
 Complete Review/Submit to EPA - (March 18 2006-June 18, 2006) key verification of technology system and wide use/ acceptance/
awareness of entire EHS management system

Page 3
EHS-MS Technology Project Plan

Task Timeline

1. Web Portal

2. All Application Design

3. PI Space Registration & Inv. (phase 1)

4. Findings – Inspections … (phase 2)

5. Training Needs Assessment (phase 3)

6. Management Reports

7. Roles & Security

8. Existing Solution Support

9. Project & Change Management

2/2004 5/2004 8/2004 11/2004 2/2005 5/2005 9/2005

Page 4
EHS-MS Technology Solution
Program
Applications
• Radiation Protection
TBD • Bio-safety
• Environmental Mgmt.
• Industrial Hygiene
• Safety
TBD

Management
Digital Reports
• EPO Reports Records
Certificate • EHS Office Reports Retention
• EHS Annual Report
• DLC Reports
EHS Portal • PI Reports TBD
Internet • Environment AUGUST 2005
• Emergency Roles
PI Space Reg.
• EHS-MS DB • PI Registration
• Room Registration
• Emergency Contacts
• Reports
Data
SAP Warehouse
OCTOBER 2004
OCTOBER 2004
Oracle Hazards
• Hazard Registration
• SARA Reporting
• Local Inventory
EHS-MS • Reports
Athena Facilities
Manual SAP
OCTOBER 2004
Offline
Findings
DB JUNE 2004 • Inspections
• Corrective Actions
• Consequences HR SIS
• Emergency Incidents
• Reports
SAP
MARCH 2005
Training
Web Course Requirements Training &
• Cert. Rules Engine
Delivery Internet • Needs Assessment Events
• Course Information. • Training Records • Course Reg.
• Take Course • Reports • Record Completion
SAP
TBD SEPTEMBER 2005 MARCH 2004 SAP

Page 5
EHS-MS Technology Update

 Initial web version of EHS-MS Manual has been developed and submitted to the EPA
(see informit.mit.edu)
 PI Space Registration and SARA (Superfund Amendments and Reauthorization Act)
Reporting requirements have been developed and locked-in with the help of the MIT
EHS Working Committee
 SAP ASAP methodology will be used for SAP components of project
 The Technology Team has finished the ASAP business blueprint of the EHS module
(Industrial Safety and Hygiene component ) for PI Space Registration
 The Technology Team is about to begin the ASAP Realization phase for PI Space
Registration. EHS module that will leverage standard SAP functionality that integrates with
Human Resources and Plant Maintenance data
 The user Interface is being designed as an easy to use web front-end that will simplify
the complexities of the SAP interface
 The Reports Team released a draft version of the training reports with an easy to use
dashboard interface
 Lincoln and Campus are working together to develop a cost effective technology
solution that will meet the needs of both locations

Page 6
 mySAP PLM EH&S Capabilities

Dangerous Goods Management Industrial Hygiene

Hazardous Substance and Safety
Management/
Product Safety

Occupational Health Waste Management

Page 7
 Some mySAP PLM EH&S Customers

 Ashland-Südchemie-  Eastman Chemical  Monsanto

Kernfest  ExxonMobil  Nalco
 BASF  Henkel  Novartis
 Bärlocher  Herberts  RAG
 Ciba Spezialitäten-  Hoechst-Gruppe  RWE
chemie  F. Hoffmann-  Sigma-Aldrich
 Clariant La Roche  SKW Trostberg
 CN Rail  ICI Australia  Stockhausen
 Colgate-Palmolive  Lyondell  VIAG
 Deere  Lockheed  Veitsch-Radex
 Deutsche  Master Builders  Volvo Aero
Telekom  Meteor  Wacker Chemie
 Deutsche Steinkohle AG  MCM  Witco
DSK
 Zeiss
 Dow Corning
mySAP PLM EH&S Is for All Industries

Substances

Work People
Areas

Page 9
Industrial Hygiene and Safety Functions

Work Area Site Inspection

Exposure Health and Safety

Log Briefing

Incident/Accident IHS Information

Management System

Standard Risk
Operating Assessment
Procedure

Page 10
Industrial Hygiene and Safety Work Area: The Key to It All

Plant
Maintenance

Risk
Exposure
Production Assessment Occupational
Log
Planning Health
Work Area
Standard Functional Loc’n Health and
Operating Exposure Group Safety
Procedure Briefing
Work Center
Storage Location
Product Site
Material Human
Safety Inspections Incident/ Resources
Accident
Mgmt
Materials
Management

Page 11
 EHS Module Relationships

DLC Committee
HR Work Area Dept. Head
EHS DLC EHS Lead Contact
EHS Coordinator
Org Units

HR
Principal Work Area
Investigator
EHS Room Set

MM integration apply to the current

implementation for Lincoln Labs MM EHS
Work Area Representatives
Functional Locations (Room Level) PM EHS Room HR
or Subroom Emergency
Other Contacts
Phase 2 Phase 2

Safety Incidents / Substances

Measures Agents Questionnaire
Accidents
- Quantities

Corrective actions & Triggers

Consequences Substance Agent
PM Questions
Type Type
Work Order

Operations Center SARA Title III Hazards Inspections

Page 12
PI Space Registration - Mockup

Page 13
Page 14
Page 15
Training Reports Dashboard

Page 16
Training Reports

Page 17