EHQMS Procedure

Aspect Identification & Assessment

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APPROVAL

The signatures below certify that this procedure has been reviewed and accepted and
demonstrates that the signatories are aware of all the requirements contained herein and are
committed to ensuring their provision.

Name Signature Position Date

Prepared by

Reviewed by

Approved by

AMENDMENT RECORD
This procedure is reviewed to ensure its continuing relevance to the systems and process that
it describes. A record of contextual additions or omissions is given below:

Page No. Context Revision Date

COMPANY PROPRIETARY INFORMATION

The electronic version of this procedure is the latest revision. It is the responsibility of the
individual to ensure that any paper material is the current revision. The printed version of this
manual is uncontrolled, except when provided with a document reference number and revision
in the field below:

Document Ref. Rev

Uncontrolled Copy  Controlled Copy Date

Table of Content

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s
1 ASPECT IDENTIFICATION & ASSESSMENT...........................................................3
1.1 INTRODUCTION & PURPOSE................................................................................3
1.1.1 Process Turtle Map................................................................................................... 3
1.1.2 References................................................................................................................ 3
1.1.3 Terms & Definitions.................................................................................................. 3
1.2 APPLICATION & SCOPE.....................................................................................4
1.3 ENVIRONMENTAL ASPECTS.................................................................................4
1.3.1 Identifying Aspects................................................................................................... 4
1.3.2 Impact Assessment................................................................................................... 5
1.3.3 Significance Rating................................................................................................... 6
1.3.4 Mitigating Impacts.................................................................................................... 7
1.3.5 Review...................................................................................................................... 7
1.3.6 Reporting.................................................................................................................. 7
1.3.7 Monitoring................................................................................................................ 8
1.4 TRAINING...................................................................................................... 8
1.5 COMMUNICATION & PARTICIPATION......................................................................8
1.6 FORMS & RECORDS.........................................................................................8
1.7 ENVIRONMENTAL ASPECTS PROCESS MAP............................................................10

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1 Aspect Identification & Assessment

1.1 Introduction & Purpose
The purpose of this procedure is to outline your organization’s ongoing and proactive
methodology for identifying environmental aspects relating to our operations and product life
cycle, and for the subsequent determination of the significance of related impacts that may
have actual or potential significant impacts on the environment.

1.1.1 Process Turtle Map

With what With who

 Interested parties  Environmental

 Operational activities Coordinators
 QEHS Manager
 Top management

Input Activity Output

 Customer requirements Identification of aspects  Process improvement

 Compliance obligations and determination of the  EHQMS improvement
 Areas of concern significance of aspects  Conforming processes
 Organizational context that have actual or  Impact controls
 Needs and expectations potential significant  Enhanced desirable
of interested parties impacts on the effects
 Risk and opportunities environment  Integrated actions
 Significant impacts  Evaluation of aspects
 New practices

How With what measure

 Aspect identification  Levels of compliance

register  Objectives met
 Scoring matrix  Risk analysis
 SWOT/PESTLE analysis  Risk mitigation scores
 This procedure

1.1.2 References
Standard Title ISO Clauses Manual Sections
BS EN ISO 9001:2015 Quality management systems N/a N/a
BS EN ISO Environmental management
6.1.2 6.1.2
14001:2015 systems
BS EN ISO
OH&S management systems N/a N/a
45001:2018

1.1.3 Terms & Definitions

Term Definition
Documented
Information (3.8.2) required to be controlled and maintained
information
Environmental aspect An element of our operations and activities that interact with the environment
Environmental impact The degree to which an aspect may affect our operations and the environment
Environmental A characteristic of the environment, determined at a certain point in time
condition

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1.2 Application & Scope

This procedure describes the steps that your organization takes to ensure so far as is
reasonably practicable that environmental impacts and health and safety hazards are
identified, assessed and controls implemented to eliminate or mitigate the risk as far as is
reasonably practicable. Consideration of past activities, current activities and new customer
requirements are taken into account.
The QEHS Manager and Process Owners actively identify aspects and mitigate impacts
associated with their activities with the goal of achieving sustained benefit within that activity.
All managers and Process Owners are responsible for:
1. Identifying associated environmental impacts of products, activities and services;
2. Considering the lifecycle perspective with respect to:
a. Environmental impacts within the supply chain;
b. Environmental impacts associated with product use;
c. Environmental impacts of end-of-life treatment and/or disposal;
d. Consideration of the lifecycle perspective of procured goods and services.
3. Maintaining documented information regarding environmental aspects and significant
impacts;
4. Prioritizing issues that could affect intended outcomes:
a. Enhancement of environmental performance;
b. Fulfilment of compliance obligations;
c. Achievement of environmental objectives;
d. Plus any additional issues that we set for ourselves.
1.3 Environmental Aspects
All business activities are assessed to ensure that any changes to processes and operations do
not result in adverse environmental impacts. On occasions where your organization does not
have a degree of control or influence over the environmental aspect, details are recorded in
the Aspect Identification Register for management review.

1.3.1 Identifying Aspects

Environmental aspects are identified by taking into account all business activities to ensure
that all resulting impacts that result from our processes, activities and operations are identified
and assessed. Where reasonable, both direct and indirect significant impacts are considered for
mitigation and are recorded in the Aspect Identification Register.
Using the Aspect Identification Register the QEHS Manager and relevant Process Owners
identify all raw materials, chemicals and utilities that are used as process inputs and all outputs
such as products, services and by-products. Outputs are considered as products, the waste
produced, levels of recycled materials, quantities of water discharge and air emissions for each
process or activity.
Following the identification of environmental aspects, their impacts on the environment are
calculated and a significance rating is assigned. All of the organization’s activities are
considered when identifying actual and potential environmental aspects and impacts whilst
taking account of:
1. Past environmental incidents;
2. Air emissions to atmosphere;
3. Water usage and discharges to surface water groundwater and sewers;

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4. Land contamination caused by spillages, etc.;

5. The production, re-use, recycling and disposal of controlled and special wastes;
6. The storage and management of materials;
7. Activities upon local ecology of operations, sites and premises;
8. Environmental noise;
9. Energy use and management;
10. Use of transport and vehicles;
11. Legal issues and other requirements;
12. Raw materials and packaging;
13. Office activities;
14. Landscaping and infrastructure;
15. Other relevant issues such as odors, particulates, lighting & pests.
When identifying inputs and outputs, the QEHS Manager considers all modes of operation since
start-up, shutdown, or emergency operations might introduce additional environmental aspects
and impacts into our processes.

1.3.2 Impact Assessment

Once the impacts have been identified they are prioritised in terms of their environmental
impact to assist in using them for setting objectives and targets and for identifying operational
control procedures. Each aspect identified is assigned a significance rating to indicate the
relative importance of its related environmental impact. The significance rating is used to
define those impacts which are to be controlled through environmental objectives and targets,
or by the implementation of operational control procedures.
The assessment of the severity of an environmental impact drives management attention and
supports planning for mitigation. A qualitative risk assessment scheme consisting of qualitative
probability and impact scales is undertaken to ensure detailed understanding of the effects of
each impact. The QEHS Manager will engage with Process Owners to:
1. Identify the control measures already applied to each significant impact i.e. existing
control measures. These may be pro-active (reducing the probability) or reactive
(reducing the impact);
2. Rank the probability of each impact occurring, after taking into account the actual
effectiveness of the existing control measures;
3. Enter the existing control measures and the associated current impact scores;
4. Undertake a risk assessment to provide more detailed understanding of the impact’s
consequences;
5. Set objectives and targets for achieving impact mitigation.
Using the ‘significance determination’ section of the portion of the Aspect Identification
Register the QEHS Manager will evaluate each identified aspect to determine whether it is
significant. The environmental aspects will be considered to be significant if the aspect has an
impact on the environment and meets the impact significance scoring criteria for implementing
mitigation, See table S1 below.
Forecast probability, cost and time data is assessed for each impact based on the causes and
effects described, taking into account the existing controls and active responses.
1. All aspects which elicit concerns of stakeholders, interested parties and our organization
are regarded as significant, if necessary controls have not been implemented;

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2. All aspects which are subject to environmental legislation are regarded as significant,
and therefore noted as having a high impact/risk, if there is a breach or potential breach
of legislation;
3. All aspects where insufficient information is available to make a reasoned judgement
are regarded as significant until further information is available.
1.3.3 Significance Rating
An inherent impact significance rating represents the level of risk in the absence of a controlled
environment and is arrived at after entering the scores into the Aspect Identification Register.
For each impact that is identified, an evaluation is undertaken to assign a specific score in
order to determine the correct level of action.
Impact significance (Table S1) is calculated by adding the impact, legal and quantity criteria,
multiplied by the frequency. The resulting significance score (Table S2) is then used to
prioritise the appropriate level of action. Any significance criteria scoring 4 are automatically
highlighted red and should themselves be considered significant and subject to treatment.
Impact Significance (S1)
Significance of Significance Criteria
Impact (S) 1 2 3 4
A. Impact Very low Low Average Great
B. Legal Guidelines & Laws &
No regulations Standards
requirement ACoPs Regulations
C. Quantity Low Average Large Significant
D. Frequency Almost never Rare Often Always

Significance Score (S2)

Impact Exposure
Scor
Exposure Timeframe for
e Management Control Action (MCA)
MCA
Activities in this category present minor levels of impact
and/or risk. The application of mitigation strategies to
1 to reduce the impact is advised. Consider ways of modifying 1 year +
Low
7 the process or implementing controls to reduce the
impacts and risks to as low as reasonably practicable
(ALARP).
Activities in this category present serious and
unacceptable levels of impact and/or risk. Consider ways
8 to of modifying the process and implementing controls to
Medium Within 6 months
13 reduce the impacts and risks to as low as reasonably
practicable (ALARP). Additional control measures and
monitoring may be required.
Activities in this category present high levels of impact or
risk and should not be allowed to proceed without very
14 to careful planning. Consider consulting specialists. The
High Within 3 months
19 company should evaluate whether the activity is actually
necessary in the first place or whether alternative
processes are available.
Activities in this category present extreme levels of
20 to Immediate
Very High impact and/or risk, such as loss of life or breach of
24
legislation and must not be undertaken.

1.3.4 Mitigating Impacts

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The objective of this step is to identify how the identified impacts will be mitigated. Impact
treatment involves identifying the options for treating each impact, evaluating those options,
assigning accountability (for Very High, High and Moderate impacts) and taking relevant action.
The following options are available for treating impacts and may be applied individually or in
combination.

Risk Option Risk Treatment

Accept the Controls are deemed appropriate. These must be monitored and contingency plans
Impact developed where appropriate.
Transfer the Shifting responsibility for an impact to another party by contract or insurance. Can
Impact be transferred as a whole or shared.
Mitigate the Reduce the likelihood by improving management controls and procedures. Reduce
Impact the consequences by putting in place strategies to minimise adverse impacts.
Not to proceed with the activity or choosing an alternative approach to achieve the
Avoid the Impact
same outcome.

For each impact, the Process Owner must establish an appropriate level of treatment. Control
measures in addition to those already existing may be needed to achieve this level of
mitigation. The QEHS Manager will engage with Process Owners to develop a satisfactory
response to each impact in order to:
1. Identify a response strategy to treat, terminate, tolerate or transfer the impact;
2. Identify response actions to improve control measures as required. These will be
SMART;
3. Identify a response action owner for each action and confirm with them that they accept
accountability for implementing the action within the time allowed.
The Process Owner is responsible for the development of the response. When a response action
is completed, the impact should be reassessed (i.e. repeat Step 1.3.2) to reflect any newly
introduced control measures.

1.3.5 Review
Regular reviews are essential to ensure that aspects and impacts are being appropriately
managed, and that the relevant data about those aspects and impacts remains accurate and
reliable. The QEHS Manager will on a regular basis:
1. Engage with Process Owners to ensure that the current and forecast impacts severities
reflect the actual effectiveness of the existing controls and the anticipated effectiveness
of the response plans, and that response plans and existing controls are up-to-date)
2. Challenge the continued relevance of aspects and impacts and the adequacy of the
control measures and response actions;
3. Review and formally issue approval of the current Aspect Identification Register
enabling it to be used for reporting;
4. In the event that they will not approve (part of) the completed Aspect Identification
Register, e.g. due to the inadequacy of control measures and response actions, they will
agree with the relevant risk owner those additional response actions necessary, prior to
approval.
1.3.6 Reporting
Regular reports are necessary to inform and provide assurance to Top management and other
key stakeholders, that impacts are being appropriately managed. Reporting must be based on
current data captured in the Aspect Identification Register, which must be updated and
reviewed in good time for the next reporting cycle.

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On occasion, it may be appropriate to escalate an aspect or impact to ensure it is assessed

and/or managed by the person or party best placed to do so (able and with appropriate
authority). For example where a more substantial or coordinated response is required than the
current Process Owner can authorise or implement will justify higher level assessment and/or
management. The QEHS Manager will:
1. Escalate through established lines of management accountability all aspects and
impacts that may require mitigation. This may take place during formal reviews, or
through other simple mechanisms at management meetings;
2. Issue reports in accordance with requirements;
3. Provides key information such as statistical data on numbers of active impacts,
unassessed aspects, overdue actions, and others as appropriate.
1.3.7 Monitoring
Continuous systematic and formal monitoring of implementation of the environmental aspect
and impact process and outputs will take place against appropriate performance indicators to
ensure process compliance and effectiveness. Monitoring may take a variety of forms and
range from self-assessment and internal audits to detailed reviews by independent external
experts.

1.4 Training
To ensure that adequate impact management competency levels are achieved and maintained,
your organization’s provides regular training courses in the impact management process and
its application in our organization.
1. Specific aspect management training sessions are held on an annual basis, aimed at
providing an overview of the management framework.
2. The training will be facilitated by the QEHS Manager. Additional ad-hoc training is
provided as required;
3. Instruments providing training on appropriate controls include job descriptions,
inductions, policies, procedures, terms of reference, charters, performance planning and
review programs, contracts and delegations.
1.5 Communication & Participation
Communication and consultation are important elements in each step of your organization’s
environmental aspect and impact management process. Effective communication is essential
to ensure that those responsible for implementing control, and those with a vested interest,
understand the basis on which decisions are made and why particular actions are required. Our
communication approach recognises the need to promote environmental aspect and impact
management concepts across all management teams and staff.

1.6 Forms & Records

All documentation and records generated by the environmental aspect and impact
management framework are retained and managed in accordance with the Documented
Information Procedure.

Title & Description

Aspect Identification Register
Legal & Compliance Register
Context & Interested Parties

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1.7 Environmental Aspects Process Map

Identify Criteria for significance: Identify compliance

environmental 1. Impact on the environment obligations
aspects using the
2. Probability of occurrence
register
3. Legal/regulatory
requirements

Significant Determine
Determine
consequences of
significanc these requirements
e of on our
impacts environmental
aspects and
Update the
impacts
environmental aspects
and impacts register
Not
Significan
t

Undertake standard Not

operational control. Formulate Determine
compliant
Update register of objectives complianc
aspects and e
targets

Complian
t

Determine new
objectives and
targets. Develop
operational control
requirements

Implement and
Record within the
monitor impact
Legal & Compliance
mitigation. Report
Register
and review

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