Implementation of environmental management system into quality ...

Proceedings of 4th International Ergonomics Conference, Ergonomics 2010. June 30 – July 3, Stubičke Toplice, Zagreb, Croatia

IMPLEMENTATION OF ENVIRONMENTAL MANAGEMENT SYSTEM INTO QUALITY MANAGEMENT SYSTEM Esad Bajramović1, Fadil Islamović2 University in Bihać – Faculty of Technical Engineering, Bihać, BOSNIA AND 1 2 HERZEGOVINA, [email protected] ; [email protected]

Abstract: There are more than 400 000 companies in the world certified for Standard ISO 9000. Analysis confirmed that this type of model is a useful managing tool. An increasing number of companies integrate their management systems with other standards. Special benefit can be achieved by integrating environmental management system into quality management system, i.e. ISO 9001 and ISO 14000. The paper presents the implementation of such system in the company in Una-Sana Canton. Keywords: system, implementation, ISO 9000 and ISO 14000, managements, Bosnia and Herzegovina.

1. INTRODUCTION Permanent education of staff in public companies and institutions, especially in terms of implementation of integrated quality system according to the series of Standards ISO 9000 and ISO 14000, is the most important fact for successful operation of the company, environment protection and protection of people. The role of education in permanent environmental management system (EMS) for all industries and infrastructure is the ultimate objective and mission of managements. In the last few years, especially in the Western countries, increasing number of companies are introducing integrated systems, so as to satisfy user demands, and in accordance with Standards ISO 9001 and ISO 14001. So far, in the world, more than 400000 companies have been certified for different standards, whereas the most common case is two or more standards integrated with Standard ISO 9001. This process is spreading in the world, so we present the experience that could be of assistance to our companies, especially in regard to environment protection and protection of people. This approach is the precondition for entering the family of European countries.

2. BASICS OF THE QUALITY AND ENVIRONMENTAL MANAGEMENT SYSTEMS Series of Standards ISO 9000 and ISO 14000 can be used by the following subjects: - Organizations that wish to reach certain advantages by adopting an approach based on quality control, - Organizations that are developing related standards,

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Those who request their suppliers to certify that their requirements in regard to the product will be satisfied, - Users of the products, - Those who are in the internal or external relation to the organization and provide advice in regard to the management system, appropriate for needs of the specific organization, and - Those who need to be familiar with the terminology used in the areas of quality. Approach to the application of the quality management system, as defined by the Standards ISO 9000 and ISO 14000, contains several steps, including the following: - Defining users’ needs and expectations, - Determining quality policy and objectives of an organization, - Defining processes and responsibilities necessary for achieving quality objectives, - Determining and enabling resources necessary for achieving quality objectives, - Determining methods of measuring effectiveness and efficiency for each process, - Determining the ways to prevent inconsistencies and elimination of their possible causes, and - Discovering opportunities for improvement of effectiveness and efficiency of the system processes. The similar approach is acceptable for the purpose of maintenance and improvement of the existing quality control system. 2.1. The role of the top management The role of the top management is reflected in the following: - Defines organization’s quality policy and objectives, - Promotes quality policy and objective in the entire organization, - Enables focus on users’ demands in the entire organization, - Enables application of adequate processes, with the purpose of fulfilling users’ demands and set objectives, - Enables establishment and maintenance of management quality system, so as to reach the objectives, - Enables availability of all necessary resources, - Compares achieved results in regard to set objectives, - Makes decisions in regard to quality policy and objectives, and - Makes decisions about improvement activities. Through leadership and professional attitude, management demonstrates its commitment for the above stated, and creates the surrounding in which the need to satisfy other parties’ demands is visible.

3. ASSESSMENT OF THE QUALITY AND ENVIRONMENTAL MANAGEMENT SYSTEMS 3.1. Quality management system analysis When quality management system analysis is conducted, there are four basic questions that need to be asked, in regard to each individual process that is subject to analysis:

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Are the processes identified and described accordingly? Are the responsibilities determined? Are the processes applied and maintained? Are the processes efficient in achieving expected results?

4. IMPLEMENTATION OF STANDARDS ISO 9001 AND ISO 14001 IN THE ORGANIZATION Integrated quality management system requires fulfilling and implementation of ISO 9001 and ISO 14001 requirements. Regardless of how general these requirements are, they offer modification for each specific case in the company. In order to implement integrated quality and environmental management system, it is necessary to perform many steps, such as: staff education, preparing documentation, and implementation of integrated system. Implementation of such procedure requires 18 to 24 months. 4.1. Defining objectives It is important to develop a formulation as an individual purpose or objective (e.g. Formulation of a mission for a company so that it could develop knowledge and skills and motivation of all employees.), so that all employees become responsible and give positive results in the company. In this way, all employees will perform their work in technically competent, responsible and ethical manner. Once the mission is developed, all employees should be aware of ways to contribute to it, in accordance with the guidelines of ISO 9004. Analysis suggested here should assess the value enabled by the process. Education of the employees, especially management, should provide them with the knowledge in certain needed areas, and the sense of belonging and working for the company. Point 4.4.2 of the Standard ISO 14001:2004 deals with competence, training and awareness: Organization should make sure that each person, who performs tasks for the organization, has the ability to potentially have a significant environmental impact, that it is competent in terms of education, trained or has experience. Organization should identify training needs in regard to environmental aspects and its environmental management system. It should enable training or take actions so as to fulfill these requirements, and keep supporting records. Organization needs to establish, implement and maintain procedures; to make its employees, or others employed by the organizations, aware of: 1. The importance of compatibility with environmental policy and procedures, as well as requirements of environmental management system, 2. The importance of environmental aspects and corresponding real and potential influences, connected to the work and environmental benefits from staff performance, 3. Their role and responsibilities in achieving compliance with the environmental policies, procedures and environmental management system requirements, and 4. Potential consequences of failure to comply with specific operational procedures. This kind of philosophy presents a new paradigm for permanent education of company staff. In order to achieve this quality an atmosphere of cooperation should be established, as opposed to competition. The management should ensure that the process that came

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into force should encourage cooperation at all levels – worker with worker, company with worker, and all should be loyal to the company and exchange experience.

5. CONTINUOUS IMPROVEMENTS OF THE PROCESS In order to continuously improve the process, it is necessary to: - Continuously meet the requirements and expectations of customers, - To have aware and motivated staff for achieving short-term and long-term objectives, - To reliably achieve planned economic – financial business indicators, - To ensure continuous growth of company in accordance with the development of technologies and customer needs, - To maintain and continuously improve earned reputation of reliable and socially responsible company, - To maintain and continuously improve quality of products, processes and integrated management system in whole. These are just some of the quality policy objectives that should be achieved through continuous improvements.

6. APPLICATION OF ISO 9001 AND ISO 14001 Elements of these two standards are presented here in correlation with economic processes, and their application presents preconditions for quality and environmental management, as well as application of TQM principles and philosophy in companies. In preparing the points, all terminology from quality assurance in Standard ISO 9000 should be used, since it can be seen in standard series ISO 9000 that these are the foundations of integrated system. The purpose of comparison is to indicate that both systems can be used jointly in those organizations in which one is already operating (international standard in organizations that wish both to operate). Direct connection between sub-points of these two international standards can be established, only if these two articles are largely in compliance with the requirements. Besides this, there exist many more detailed cross-connections of less importance that could not be presented here. For example, Standard ISO 14001:2004, point 4.2 presents environmental policy. If we compare it to the Standard 9001:2008 that would be point 5.1 Management commitment, point 5.3 Quality policy and point 8.5.1 Continuous improvement, etc.

7. FRAMEWORK AND OPERATIONAL ENVIRONMENTAL OBJECTIVES Environmental objectives reflect environmental policy of the organization in specific action. Framework objectives present general strategic directions of the organization and stem out of environmental policy. Operational environmental objectives are specific, time dependant and measurable operations. Determination of environmental objectives: - Environmental objectives can be established at level of entire organization or separate departments,

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They need to be real, but ambitious and motivating as well, Both, framework and operational objectives, need to be evaluated at all times, with the respect of all interested parties, During definition of operational environmental objectives, if possible, use suitable measurable indicators.

7.1. Plan and program of environmental aspect management The realization of environmental policy and objectives requires concrete activities within the company or organization. Plans and programs of environmental aspect management define activities, responsibilities and necessary tools for the realization of the policy and objectives. Global plan provided long-term strategic framework for environmental practice improvements within the company. Plan can be independent document or included in the unique strategic plan of the organization. Unlike the plan, environmental aspects management program contains concrete activities, tools and responsibilities for achieving the objectives.

8. TYPES OF ECO-SYSTEM AND ENVIRONMENT PROTECTION According to many authors, eco-system and environment protection can be classified into six basic categories: 1. Individual protection of nature and environment, 2. Heritage, culture and customs, 3. Volunteer organizations on national and international levels, 4. Political institutions, decisions and agreements, 5. National and internationals norms, and 6. National and internationals law regulations. In order to implement Standards ISO 9001 and ISO 14001 it is necessary to conduct the following activities: make decision on implementation of integrated quality and environmental management system; define functional organizational schema; create positive climate in the organization; conduct analysis of the existing state; ensure tools for implementations of integrated system; appoint quality board; appoint project teams; choose consultants; choose certifying company; educate project teams; create document control procedures; create quality and environmental regulations of conduct, make systematic and general procedures; create instructions; and educate internal auditors. Following these activities, quality and environmental system implementation is conducted, that would last for, at least, 90 days. During the implementation, it is necessary to conduct internal audit, to evaluate system efficiently, conduct precertification audit by the external auditor, implement all corrections, and finally reevaluate the system one more time. If positive feedback of the system and environmental functioning is received, certification audit application is submitted, after which official certificate receipt is provided.

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9. CONCLUSION With the implementation of assurance system and environmental management improvements, an organization in European Union can have a series of benefits: - Increases responsibilities, especially in regard to public relations and media, - Supports requirements of Standard ISO 14000ff and ISO 9000ff in terms of creating integrated organization management system, - Gains advantages in conquering new markets and maintaining the old ones, - Ensures easier implementation of risk management, especially in terms of ecosystem endangerment, - Supports process approach to organization management improvement, - Establishes better relation with the neighbors and wider community, - More rational management of resources, - Increases awareness of all employees, organizations culture and attitude towards nature and environment in general, - Establishes better relations with all partners, - Gains special benefits in the European Union, - Prevents the possibility of bad influences for the environment, - Decreases the amounts for organization insurance in case of incidents, accidents and catastrophe, especially in regard to environment,, - Decides for ecologically positive approach in work, development, production and service provision. Optimum quality can be expected only in optimum integration of all requirements of series of standards ISO 9000ff and ISO 14000ff, whereas personnel present the main pillar of production and usage of products and all natural goods. Only they can, with their intellect and will, join and direct their wants, needs and possibilities of quality of living. People create quality, and it is predominantly aimed for them. Concerns about the quality of life products and environment cannot be placed only in hands of few laws and standards; we have to include it in all human activities and their processes.

REFERENCES [1] Bošković D, Vučković M.: ″Connectivity and Infrastructure″, Academy of Technical Science of Croatia, Croatian Society Zagreb, 1998. [2] Omanović M.: ″Sustainable Development Strategy for Future″, Bulletin 7, Zenica, 2000. [3] Klarić S.: ″Quality Management″, University Džemal Bijedić in Mostar – Faculty of Mechanical Engineering, University Books, 2006. [4] Klarić S.: ″Methods and Techniques″, University Džemal Bijedić in Mostar – Faculty of Mechanical Engineering, University Book, 2009. [5] Standards BAS EN ISO series 9000ff and 14000ff. [6] Vulanović V.: ″Quality System ISO 9001:2000i″, Novi Sad, 2003.

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