MIT’s EHS Program 2000-2005

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

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

3. 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

4. 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)

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

6. 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 Scope of EHS Management System:

7. Institute Committee on Environmental, Health, and Safety Ad Hoc Subcommittee Overseeing the EHS Management System Development 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 Senior Officers Provost Chancellor Executive Vice President Leadership and Oversight Work Production “Heavy Lifting” Working Committee EHS Management System Design and Implementation Project Team Project Manager Students Faculty SeniorAdministration Researchers Rep. Faculty, Researchers, Administration Projects

8. 2001 Design Element EHS Policy Organization* Inventory* Training Program* Auditing Program* Incidents* EHS Manual* Pollution Prevention Measurement* 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 Concept: 2001and Results: 2005(* = Major Technology Support Indicated)

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

10. 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

11. 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

12. Inventory Support, Proactive P2 Program • Local Inventories Popular • Position MIT to Expand Institute-Wide • Central Support to Keep Awareness High • P2 Encourages Less Hazardous Use • Student Studies • Possible Integration w/ Procurement

13. 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

14. 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

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

16. 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 SAP Implementation Notes

17. 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

18. 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

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

20. 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

21. Bill VanSchalkwyk MIT Environmental Programs Office Billv@mit.edu Hal Burchfield MIT Information Services and Technology Hburch@mit.edu