Mozambique - Water Services and Institutional Support Project : environmental and social management framework (Vol. 3 of 3) : Environmental management system : manual

El 612 Vol. 3 Fundo de Investimento e Patrim6nio do Abastecimento de Agua (FIPAG) National Water Development Project - ! , -, ENVIRONMENTAL MANAGEMENT SYSTEM Manual Interim Issue 0.1 PROJECT No: J22046A February 2003  FIPAG - National Water Development Project Environmental Management System: Manual CONTENTS Chapter Description Page PART A: MAIN TEXT I INTRODUCTION 1-1 1.1 Background 1-1 1.2 Scope of the MUnual 1-2 1.3 Purpose and Objectives of the Manual 1-2 1.4 Structure of the Manual 1-3 1.5 Use of the Manual 14 2 GLOSSARY OF TERMS, DEFINITIONS AND ABBREVIATIONS 2-1 3 ENVIRONMENTAL MANAGEMENT SYSTEM REQUIREMENTS 3-1 3.1 General Requiremnents for an EMS 3-1 4 ENVIRONMENTAL POLICY 4-1 4.1 Introduction 4-1 4.2 Requirements 4-1 4.3 FIPAG's Environmental Policy (2003) 4-2 5 PLANNING 5-1 5. 1 Introducton 5-1 5.2 Requirements 5-2 5.3 FIPAG's Legal Register 5-3 5.4 FIPAG's Objectves and Targets for the EMS 5-3 5.5 FIPAG's Environmental Integration Programme (EIP) 5.4 6 IMPLEMENTATION 6-1 6.1 Introduction 6-1 FIPAG: Envrorinenlal Management System MAN0. 1 Manual  6.2 Requirements 6-1 6.3 FIPAG's Organisabonal Structure for the EMS 6-2 7 OPERATION 7-1 7.1 Introduction 7-1 7.2 Requirements 7-1 8 CHECKING, CORRECTIVE ACTION AND IMPROVEMENT 8-1 8.1 Introduction 8-1 8.2 Requirements 8-1 9 MANAGEMENT REVIEW OF THE EMS 9-1 9.1 Introducton 9-1 9.2 Requirements 9-1 PART B: SUPPORTING INFORMATION Appendix A: ISO 14001: 1996 - Environmental Management Systems - Specification with Guidance for Use (First Edition). Appendix B: FIPAG EMS Document Reference Index. PART C: LEGAL REGISTER PART D: REGISTER OF SIGNIFICANT ENVIRONMENTAL ASPECTS AND IMPACTS PART E: ENVIRONMENTAL SYSTEM PROCEDURES PART F: ENVIRONMENTAL INTEGRATION PROGRAMME PART G: ENVIRONMENTAL ACTION PROCEDURES FIPAG: Environmental Management System MAN/0. 1 Manual  PART A: MAIN TEXT FIPAG. Environmeental Management System MANIO. 1 Manual  I INTRODUCTION 1.1 Background Fundo de Investimento e Patrim6nio do Abastecimernto de Agua (FIPAG) is a govemment agency tasked to co-ordinate the National Water Development Project (NWDP) for selected cities in Mozambique. Specifically, FIPAG was established to take over the dutLies and obligations of water service delivery in the four water companies of Beira, Quelimane, Nampula and Pemba, and to act as lessor in Maputo. The authorty and responsibilities of FIPAG indude: * Investmrent and financial management for rehabilitation and expansion of water supply assets; * Maximisation of efficiency and return on existing assets; and * Contract management, monitoring and enforcement of the contractual obligations of the Private Operator. The NWDP is funded by the national govemment, intemational govemments and intemational funding agencies and comprises a mixture of sub-projects for each of the selected cities which provide for. * The rehabilitabon of existing and/or provision of new water supply services (e.g. new water intakes, new boreholes, pipework, dosing plant and reservoirs) and support infrastructure (such as building repair, electrics, power supply and road access); and * Short term 'Immediate Action Plans. The planning for, protection and management of the environmtent which may be affected by the NWDP is both a Mozambican legal requiremrent (through, for example, its Environmental Impact Assessment Regulations) and a conditon of the loan agreements wth the donors. Although not a specific requirement attached to the loan agreement. the implementation of an Environmnental Management System (EMS) has been volurnteered by FIPAG in recogniton of: * The need to ensure that the development and implementation of the NWDP is undertaken in accordance with the legal and donor requirements for envirornental protection and management; and * The need to ensure the management of the potential environrmental impacts associated with the construction and operation of its water supply facilities in the selected cnies The EMS described in this Manual has been structured with due reference to the International Standards Organisation (ISO) 14001 specification (see Pasrt, B, Appendix A of this document) Muile it is not intended to produce a ful-scale EMS for FIPAG at this stage, it is expected that the EMS will be gradually upgraded over time and that accreditation will eventually be sought. FIPAG: Envirornnental Management System MAN/0.1 Manual Page 1-1  1.2 Scope of the Manual The current scope of the EMS extends to: * The activities over which FIPAG has direct control or can be expected to have an influence in association with the development of the NWDP sub-projects; * The management of the construction phase; and * The handover of the completed project to the Pnvate Operator. The EMS will be expanded in the near future to provide for the activiies, products and services that are associated with the operation of the water supply faclities in each of the cities. White FIPAG are ultimately responsible for the environmental management of the NVVDP, the responsibility for undertaking some of the required activities (such as undertaking environmental impact assessments) will be assigned to appointed consultants and contractors. FIPAG will need to monitor the actions of these appointed consultants and contractors to ensure compliance wih the requirements of the E MS 1.3 Purpose and Objectives of the Manual As part of an EMS it is necessary to produce a Manual. The Manual provides guldance on all aspects of the EMS, Including providing the frameworks for establishing the key components of the EMS and the management procedures for those areas to be specifically targeted by the EMS. Section 4.4.4 of ISO 14001 provides for the documentation of the EMS, namely: * To descnbe the core componerts of the management system and their rnreracrton, and * To pro wde direcrtion to re/ated documentation. Further to this key requirement, the purpose and objective of the Manual is to: * Provide a user-friendly reference resouroe on the philosophy for the establishment, implementation and maintenance of the EMS for FIPAG * Provide guidance and procedures on the establishment, implementation and maintenance of the EMS - this is to act as both a reference resource for the current EMS and a foundation for the future review and upgrade of the EMS. * Provide specific Instructions and procedures for the integration of the pnnciples and actions associated with effective environmental assessment, protection and management into FIPAG's activities. * To provide a training too for those persons who wiil be responsible for establishing implementing and maintaining the EMS lor FiPAG FIPAG Environmental Management System MAN10 1 Mawal Page 1-2  The EMS and all associated documentation is a 'live' document that will be reviewed and updated throughout the lifespan of FIPAG as and when required to accommodate changes to the NWDP, operational changes, new legslation and other requirements or circumstances that will require changes to the coverage of PIPAG's EMS. 1.4 Structure of the Manual This Manual has been structured as follows: Part A: Main Text Contains chapters on the planning for, implementation, operabonal control, checking and improvement, and management review of the FIPAG EMS. Part A also includes the following: * FIPAG's Environmental Policy; * FIPAG's Objectves and Targets for the EMS; * FIPAG's Organisation Structure for the Implementation of the EMS; and * Figures illustraling the components of the EMS. Part B: Supporting Information Contains appendices with supporting information to Part A, including: * A copy of ISO 14001; and * A reference index of FIPAG EMS documents, Part C: Register of Legal and Contains the current register of legal and Regulatory Requirements regulatory requirements pertinent to FIPAG and the NWDP. Part D: Register of Significant Contains the current register of significant Envitonmental Aspects environmental aspects and impacts associated and Impacts with NWDP projects. Part E: Environmental System Contains all the Environmental Systems Procedures (ESPs) Procedures pertinent to the EMS at this stage. Part F: Environmental Intogration Contains FIPAG's Environmental :ntegration Programme (EIP) Programme for the MNDP. Part G: Environmental Action Contains all the Environmental Action Procedures Procedures (EAPs) pertinent to the EMS at this stage. FIPAG: Environmental Management System MAN/0. 1 Manual Page 1-3  1.5 Use of the Manual This Manual should be used as a reference by those responsible for the mplementation, maintenance or external verification of the EMS, specifically to * Provide a background on the understanding of the structure, purpose and requirement for the EMS; * Provide a reference on the philosophy behind the development of the current content of the EMS; * Provide a reference or 'paper-trail' on the development of the EIP and EAPs; * Provide a reference or route for the future review, revision and expansion of the EMS; and * Provide an information and/or training tool for persons untamiliar wth an EMS. The Procedures for the key components of the EMS, and for meeting the oblective and targets of the EIP have been incorporated into Parts E, F and G of this Manual. A complete list of all procedures and documentation produced in connection with the EMS has been included In Part B, Appendix B of this Manual. FIPAG Environmental Management System MANIO 1 Marual Page 1-4  2 GLOSSARY OF TERMS, DEFNITIONS AND ABBREVIATIONS The followng definitions have been used in the Manual and include both pertinent ISO 14001 definitons and those that are specific to FIPAG. [Listed in alphabetcal rcerl ISO 14001 BASED DEFINMONS Continual Irnprovement Process of enhancing the EMS to achieve improvements in overall environmrental performance in line with the FIPAG's Environmental Policy. Environment The surroundings in which the projects and/or water supply facilitbes will be operated Including air, water, land, natural resources, flora, fauna, humans and their interrelaion. In the context of the water supply facilibes, the 'surroundings' may extend from within the fenced boundary of the site into the areas Immediately abutting the site and beyond. Environmental Aspect Element of the project or water supply faalty activities that can interact with the environment and lead to an environmental impact - namely the 'cause' of a gven impact Environmentl Impact Any change to the environment, whether adverse or benefidal, wholly or partly resuting from the activities associated with a project orwater supply facility. Including, for example, an increase in noise levels, soil contamination, water contarmination and loss of habitat. EMS Environmental Management System Includes organisational structure, planrnig activities, responsibilibes, practices, procedures, processes and resources for developing. implementing, achieving, reviewing and maintaining the Environmental Policy. EMS Audit A systematic and documented vermfication process of objectively obtaining and evaluabing evidence to determine wheter the EMS conforms to the EMS audit criteia set by FIPAG, and for communication of the results of this process to management. Environmental Objective The overall environmental goal. arisirg from the Environmental Poficy, that FIPAG has set Itself to achieve and which is quantified as practica FIPAG: Environrental Management System MANO. 1 Manual Page 2-1  Environmental Performance Measurable results of the EMS, related to the contrdr of its environmental aspeds, based on its Environmental Policy, objecives and targets. Environmental Policy Statemnent by FIPAG of its intentions and principes in relation to its overall environmental performance of the NWDP and its water supply facilibes in the selected cities. The Environmental Poicy provides a framework for action and for the setting of its environmental objectives and targets. Environmental Target Detailed performance requirement, quantffied where pracUcable, applicable to FIPAG andlor the project or water supply facility. that arises from the environmental objectves and that needs to be set and met in order to achieve those objectives PreentIon of pollution Use of processes, practices, materials or products that avoid, reduce or control pollution, which may include recycling. treatment, process changes, control mechanisms, effident use of resouces and material substitution. The potential benefits of pdlution prevention include the reduction of adverse environmental impacts, improved efficiency and reduced costs. FIPAG SPECIFIC DEFINITONS FOR 1HE EMS AfDB Afncan Development Bank Funding agency for NWDP sub-projects in Maputo. The AfDB has a set policy and a series of guidance documents and critena for ensuring that due consideration of the envirormnent is taken into account during the design. construction and operation of AfDB ffirded proects. ARA Regional Water Admirustraton (AdmiristraXo Regonal de Aguas) Activities' An EMS addresses the envirormentai impacts assocated with activities, products and/or services for a given site. Activities wil inciude those associated wth the key development stages of the NWDP development, namely the project conceptualisation, feasibility and design stages, construction, operation and decommissioning phases. Activities associated with contract development are also included. See also entries for 'products' and 'services'. The activities, products and services associated with the NWDP wil need to be reviewed and upgraded as the scope and focus of the FIPAG EMS is expanded between 2003 and 2007. FIPAG: Enviornmental Management System MANIO. 1 Manual Page 2-2  CAP Corrective Action Plan Prepared in connection with any non-conformances or incidents that occur (see ESP 010: 'Non-Conformance, Corrective and Preventabve Actions'). Details actions to rectify a problem, to prevent its recurrence and to address any associated sipads that have occurred. CDH Controlled Document Holder Designated FIPAG staff member who wRi be responsible for holding key 'controlled' EMS documentation on behalf of their department See ESP 007 'Document Control' for fuLther detail. Consultant Consultancy or group of consultancies appointed by FIPAG to typically undertake the Investigation and design of the NWDP projects. Also normally required to prepare the bid docuxmntation for construction & evaluate bids received from contractors. A consultant may also be appointed to undertake construction supervision. Contractor A private organisation which wil be appointed by FIPAG to construct a given project as per the design and specificabon prepared by an appointed consultant. Controlling AuthoriUes Refers to all or any one of the following MICOA, WB, AfDB and/or other funding agencies DNA National Directorate of Water (Direc,cao Nacional de Aguas) Environmental Auditor Individual appointed internally or exernally to audit the level of compliance wIth environmental management irnstructions, and to assess the environmental performance achieved. Environmental Control The ECO monitors compliance with Environmental Offcer (ECO) Specificatons Incorporated into a Contractors contract for the construction phase. The ECO advises the Resident Engineer on environmental matters relating to construction Environffental Impact The process by which the environmental impacts Assessment (EA or EIA) (negative and positive) are Identified and considered for any given development is called 'Environmental Assessment' or 'Environmental Impact Assessment'. The scope and content of the EA will be determined by the nature of the project, the alternative devopments FIPAG: Envirormnental Management System MAN/0.1 Manual Page 2-3  under consideration and the physical, biological and human charactenstics of the environment to be affected by the project. Environmental Assessment The aim of the EA Report is to provide an objectve and Report (LEA Report) comprehensive account of the potential environmental impacts associated with a project in a non-technical, straight-forward manner. Environmental Management The EMP sets out instrucbons or Environmental Plan (EMP) for Construction Specifications that will be Included in a contract document for the construction phase of a project. The EMP will ensure the construction acbvibes are conducted and managed in an envirornmentally sound ard responsible manner. The EMP also details the organisational authonty and structuire required to ensure the effective implementation of the EMP and measres to monitor and improve the applicabon of the EMP. EAPs Environmental Action PFocedures Procedures which provide step by step instructions for undertaking day to day activities within FIPAG to ensure that the protection and management of the environment is integrated into the NWDP development process. The focus of the EAPs is defined by the objectrves and targets outlined in the Environmental Integration Programme (EIP). EE Environmental Engineer The FIPAG person who will be directy responsible for co- ordinaling and directng the effective and successful implementation of the EMS in accordance with the guidance and instructions presented in the Manual. The EE will also be responsible for ensuring the review, update and improvement of the EMS on a continual basis NOTE: ISO 14001 and EMS guidance usually refers to an Environmental Manager being responsible for implementng an EMS. It has been necessary to amend the definition to Environmental Engineer' for the FIPAG EMS to best suit the office sructure. The duties and responsibilities of the EE remain the sane as those typically descnbed for an Environmental Manager. EIA Regulations Environmental Impact Assessment Regulations, Artide 33 of Law no 20/97 1 October - approved and decreed through Decree no 76/98 of 29 December. These set out the Mozambican requinrets for undertaking the systematic assessment of specified 'activities' on the environment in order to allow MICOA to make an informed decision on the approvaVrejection of FIPAG. Envirorvoental Management System MAN/O. 1 Manual Page 2-4  the activity and to involve the surrounding communities in the decision making process. EIP Environmental integrabon Programme The EIP sets out the framework for achieving ddried objectives and targets for addressing specific sigrmficant environmental aspecs and activbes. It indudes a desgnation for responsbildty for achieving the objecives and targets, the methodology and timetrame for completion ISO 14001 and EMS guidance usually refers to Environmental Management Programmes' (with the acronym EMP). However due to potential confusion with terminology used by Wortd Bank, AfDB and MICOA regarding the preparabon of Environmental Management Plans (e.g. for construction). it has been necessary to define a new acronym and title for the FIPAG EMS - 'Environmental Irtegration Programme'. No changes have been made to the format and content of the document as descnbed in ISO 14001 and EMS guidance. EMP Environmental Management Plan The EMP sets out instuctons that will be induded in a contract documrent for the construction phase of a sub- project. The EMP will ensure the construction actives are conduced and managed In an environmentally sound and responsible manner. EMS Manual Environmental Management System Manual Document describing the requirements, components and associated documents needed to implemnent, maintain and improve the FIPAG EMS. ESMP Environmental and Social Management Plan Terminology used by AfDB for an EMP (see glossary entry above.) ESPa Environmental System Procedures Procedures which provide instructons on planning. implemenbng and operating, checidng, correcting and reviewing the key components of the EMS These are specifcally based on the requirements of ISO 14001 (Clause 4). FIPAG Fundo de InvesUmento e Patnm6nio do Abastecimento de Agua Goverrwnent agency tasked to co-ordinate the National FIPAG: Env rorrnental Management Sstem MAN/O 1 Manual Page 2-5  Water Development Project for the five ates (Beira, Maputo, NampiJa, Pemba and Quelimane) Specifically FIPAG was established to take over the management duties and obligations of water service delivery in the four water companies of Beira, Quelimane, Nampula and Pemba, and to act as lessor in Maputo. The authonty and responsibilites of FIPAG include (i) Investment and finandal management for rehabilation and expansion of water supply assets, (ii) manimisation of etfiaency and return on exsting assets, and (iii) contract management, monitoring and enforcement of the contractual obligations of the Private Operator. FIPAG Facilites All staff, structures, equipment and materials used in the procurement, treatment, storage and supply of water to the cities of Beira, Maputo, Nampula. Pemba and Quelimane. Mgr Manager FIPAG Mgt FIPAG Management, compnsing FIPAG's senior management. Fundirg Agency(les) Refers to the World Bank, the Afncan Development Bank, Government of the Netherlands and Agence Francaise de Developpement. HRD Human resource development I&AP Interested and Affected Party Individual or group concerned with or affected by the environmental perfofnance of the NWDP projects and/or by the activites, products and services associated with the water supply facilities IDA International Development Assoaation Part of the World Bank Group. ISO Internaional Standards Organisation KPI Key performance indicators MICOA Ministeno Para a Coordenaao da Acpo Arnbiental (Ministry for the Coordination of Environmental Affars) MICOA is the natkoa governmet department responsible for the protection of the environment and for FIPAG: Envirorwnertal Management System MAN/O. 1 Manual Page 2-6  authoxising proposed development projects. Authorisabon is provided only after appropriate studies have been undertaken to assess the environmental and social Implicabons of proposed development projects in accordance with the EtA Regulations NGO Non-govemmenal organisation NWDP National Water Development Project Title name for a strategic initiative to improve the water supply system of five cties in Mozambique, incorporating a mixture of the rehabiltatlon and upgrade of exsting systems and the provision of new facilities. PAD Project Appraisal Document Produced by the Worid Bank. This dJocument sets out the project development objectives, the strategic context, project descnption summary, project raionale, summary project analysis, sustainabibty and uisks, main loan condifions, readiness for implementabon and compliance with Bank policies. PCR Project Completion Report A requirement of World Bank, this report sets out the actual environmental impacts that occurred and the effectveness of the mibgation measures. PIC Public Information Centre Servce provided by the World Bank and AfDS through which the public may access information about projects and submit comments. PIM Project Implemenatwon Manual A Wold Bank document which provides a reference guide on the NWDP. It provides a sunmary of the project a descnption of the institutons Invlved in its implementation and an outline of the procedures to be fdlowed in the implementabon of the project. Products' An EMS addresses the environmental impacts associated with the activities, products andlor services for an organisation At this stage, and with the current focus of the EMS, the main product associated wih the NWDP will be design reports, bid documents. contracts, construction waste and sludge. See also entries for activAt,es' and 'services'. FIPAG: Envirormental Management System MAN/O. 1 Manual Page 2-7  RAP Resettlement Action Plan The aim of the RAP is to descnbe eligibility for compensation and other forms of assistance. review the extent and scope of resettlement, set out an implementation plan for delivery of assistance. evaluate the organisational capacity of involved agencies, set out a schedule for implementatbon and descnbe how affected persons may be invdved in the development of the RAP. Slvces' An EMS addresses te environrnental impacts associated with activities, products and/or servi for a given site. At this stage, and with the current focus of the EMS, the main sevices associated with the NWDP will be planning, design. constructon and water supply. See also entries for actvities' and 'products'. TOR Terms of Reference. World Bank Funding agency for the NWDP sub projects for the four citfes (Beira, Nampula, Pemba and Quelimane) The World Bank has a set policy and a series of gLidance criteria for ensuring that due consideraton of the environment is taken into aocount during the design, construction and operation of World Bank funded projects. FIPAG: Envirornmental Managemert System MAN/O. 1 Manual Page 2-8  4 ENVIRONMENTAL POLICY 4.1 Introduction The Environmental Policy represents a public statement on FIPAGs commitment to ensure that its activities are managed in an environmentally sound manner either through its own actions or through those to be delegated to other parties ISO 14001 R a. l Refer to Clause 4.2 for further detail on the Environmertal Pdicy (see Part B, AppendIx A of this Manual). 4.2 Requirements Specific to FIPAG, the foliomng -mll apply: Basic Requirements FIPAG will define its commitment to undertake its activities in connection with the NWDP in an environmentally responsible manner. FIPAG will define the execution of its commitment to establish implement and maintain the EMS through its Environmental Engineer, appointed Contractors and/or Consultants and its Private Operator. Key Components of the 1 The Environmental Policy will be appropriate to the nature Environmental Policy I of activities undertaken in connection with the NWDP and to the level of Management commitment to implementing the EMS. Key components of the Environmental Policy should include: * Reference to the physical coverage of the EMS. * A commitment to continual improvement and prevention of pollution. * A commitment to comply with relevant environmental legislabon and regulatons and co-operate with the Controlling Autrhorrties * A commitment to ensure that those parties appointed to execute described activities on behalf of FIPAG will do so in accordance with the principles of the EMS. * The provision for the regular review and updating of the objectives and targets of the EMS. FIPAG: Environmental Management System MAN/O. 1 Manual Page 4-1  * Reference to the implementaton of an EMS in compliance with the principles and requirements of ISO 14001. Key Management and These indude ensuring that: Maintenance Mleasures * The Environmental Policy is approved by FIPAG Management. * The Environmental Policy for FIPAG is documented, implemented, reviewed and revised at regular intervals. * The Environmental Policy is concise, dearly formatted and written in plain language. * The statemrents in the Environmental Policy are realistic and appropriate to FIPAG and the NWDP. ! * The statements of the Environmental Policy feature in the EIP. l The Environmental Policy is communicated to all pertinent people associated with the NWDP. Key Documentation and; Part A: Procedures * FIPAGs Obectves and Targets for the EMS [Cnmpies documents and procedures tha wvi dr influence Part C: the Envionmental Poky or be directly inleced by the rren contents or * FIPAG's Legal Register any changes to the Eonment Part E: * ESP 001: 'Updating the Environmental Policy' Part F: * FIPAGsEIP. Part G: * EAPs. 4.3 FIPAG's Environmental Policy (2003)3 FiPAG's environmental goal is to manage its activities to ensure that the design, construction, operation and decommissioning of its projects is undertaken in a controlled manner to prevent, minimise and correct tor any adverse environmental impacts and enhance positive environmental impacts. [Environmental Departmt Goan FIPAG will promote the effective environmental management of its activities in accordance mth legislative and social requiremernts through the operation of an Environmental Management System. [Policy] FIPAG will introduce, maintain and enhance an EMS to ensure the timely management and control of the environmental aspects associated with its activities The EMS will provide a structured and orderly procedure, which will be regularly updated and improved to address all 3 As described in the FIPAG Business and Acton Plan. 2003/2004. FIPAG: Envirormental Managerment Systern MAN/0. t Manual Page 4-2  Figure 1: Key Components of EMS -. ...... .. . .- ............. . --....- * c 1 NorW.aoarto1Wie. c Aud & k: Intificatin of Legal & PrevrWtatfer - OttwrReqments RerdK O * Continual DdtnndOqte ~. > Improvement & Tags mOna - - j- ielopmwt of Wm l - s mpemenwion Plan Deftiron of Suture, Roles Ernergency Res onee & Responstriit Documentation Cortwl Tra*inn & Raisig Awaereess EMS iDocLnenta2n CommunMaten FIPAG: Envirownmental Management System MAN/O. 1 Manual Page 3-3  relevant environmental issues related to FIPAG projects. The EMS will be based on international standards. [Strategy] FIPAG: Environmental Management System MAN/O. 1 Manual Page 4-3  This page is intentionally blank. FIPAG Environmental Management System MAO 1 Manual >Page 4-4  S PLANNING 6.1 Introduction The overall purpose of the 'Planning' component of an EMS is to develop a reaiisic and organisation-specific strategy for managing and minimising the adverse environmental risks and impacts, as well as for enhancing the environmental benefts. It is based on the following * An understanding of the likely environmental implicalons of activites, products and services; and * An understanding of the legal requirements for environmental assessment, protection and management for the NWDP. The Planning component of the EMS culminates in the production of an Environmental Integration Programme (EIP) (see Part F of the Manual) which will describe * The environmental aspects and impacts to be controlled ana the associated objectives and targets to facilitate this control; and * The actions required and ownership of these actions and a programme for completing the actions. ISO 14001 R : Refer to ISO 14001 docunent (see PBt B, Appendix A of this Manual). Clause 4.31 fbr futher detai on the idenfitcatton and determwnation of signrdcant envronmental aspeos and inpacts. Clause 4 3 2 for hrwther detaHi on deveIoptng a regiter of legal and other regulatory requirements Clause 4 3.3 for further detaD on determning obednces and targets for the EMS. Clause 4 34 khr further detail on dveloping Enrironmental ntegration Programmes 4 4 Note: ISO 14001 and typial EMS guidance will refer to Envuronmental Management Pians - see Gloessy for explanation FIPAG: Environmental Management System MANIO 1 Manual Page 5-1  5.2 Requirements The following requirements wIll apply to FIPAG Basic Requirfements FIPAG will establshi and maintain procedures to: i ldentity and update a register of the sigruficarW environmental aspects and impacts that may be associated with the !N'MP. * Identify and update a pertinent database of the legislation, regulabons. environmental caitena and other requirements. X Identify, document and regularly review the key objectives and targets of EMS. - Update the EMS documentation where fudure EMS planning dictates | * Prepare an EIP. Key M.nagmrint and These indude, Mait,enance,Measures * ldentifyng and maintaining a 'register' of the internatonal, national. regional and local legal, regulatory and other requiremenets perirnent to FIPAG. i Ensuring that, where pertinent. the legal, regulatory and i other requirements feature as part of the objectives and targets for the EIP and associated procedures. * The systematic identfficaton of activities associated with the NWDP and the prioritisaton of the associated l environmental aspects and impacts. :* The development and documentation of realistic objectives, targets responsibilites and target dates for the management of 'significarnt' environmental aspects and impacts in the EIP. * Ensure that the objectives and targets are used as performance ctittena for the EMS and are regularly reviewed and updated. * Ensure that the EIP is reglarly reviewed and updated to take into account any changes to circumstances. * Ensure appropriate resources (manpower training. finances and equpment) are identified and provided for the effective implementabon of the EIP. * Ensure appropriate authonty is provided to those responsible for implementng the EIP and associated _ procedures. FIPAG: Environmental Managemeent System MANiO. 1 Manual Page 5-2  Key Documentation and Part A Procedures * FIPAGs Objecbves and Targets for the EMS. Part C: ,. FIPAG's Legal Register. Part D: * FIPAG's Register of Sgnificant Environmental Aspects and Impacts. Part E: . ESP 002: 'Updating of Legal Register'. * ESP 003: Register of Significant Environmental Aspects and Impacts'. * ESP 004: 'Preparation of Environmental Integrabon Programmes'. Part F: * EIP. Part G: * EAPs. 5.3 FIPAG's Legal Register See Part C of the Manual for the current version of the register for legal and other regulatory requirements relevant to FIPAG's activibes 5.4 FIPAG's Register of Significant Environmental Aspects and Impacts See Part D of the Manual for the currert version of the register for significant environmental aspects and impacts associated wth the NWDP. 5.5 FIPAG's Objectives and Targets for the EMS The 'strategic' objecd,ves and targets of FIPAG's EMS wil be the means of implementing thfe statemients made in the Environmental Policy, and will in turn be reflected in all the prowdures produced. FIPAG- Environrmental Managemere System MAN/0.1 MNnual Page 5-3  The following table demonstrates the links made between the Environmental Policy, the strategic objectves, targets and associated procedures'. STATEMENT_i OBJECTIVE TARGETS PROCEDURE Integration of To ensure consideration of Suite of Environmental EAP 001 environmenta potenfial enironmental assessment and management management into impacts associated with the reports and documents EAP 004 acbvities. NWDP. pertinent to each sub-project To ensure integration of Contract clauses for Private ESP 003 environmental protection and Operator. management controls into the NWDP. Regitr of Significnt E nvronmental Aspects and To understand the range of Impacts. potential environmental impacts associated with the NWDP. To ensure the coverage of environmertal isues (protechon and management) in all new and amended Pnvate Operator Contracts. To ensure timeous provision for resetement and compensation. Compiance with To malnain a register of legal Legal register. ESP 002 legal and requirements. Permit and written approvals ESP 003 reqarements. To demonstrate compliance. from all perinent auhorities. ESP 010 Records Implement an j To implement an EMS using a Basic Manual and associated ESP 001 EMS phased approach - stafng systems procedures. ttrough to ESP with a basic franework 012 To use ISO 14001 as Environmertal Integration EAP 001 to guidance for the EMS. Programme and associated EAP 004 acton procedures. To enable the expanson of the Programme for EMS EMS to full ISO 14001 development. ESP 012 complance at a future dabt. 5.6 FIPAG's Environmental Integration Programme (EIP) and Environmental Action Procedures (EAPs) See Part F of the Manual for the EIP. See Part G of the Manual for the EAPs which will 'implemrent' the EIP. 5 Note: these represent strategic objectives and targets for the implemenron of the EMS as a whole. Addibonal objectives and targets will be aeveloped in assocAation wvth the EiP to enable the physical implementation of the environmental controls for the specific environmental aspects and impacts identifed FIPAG: Environmental Managemernt System MANO. 1 Maual Page 54  FIPAGI Envmro,ental Management System MANIO.1  6 IMPLEMENTATION 6.1 Introduction The overall purpose of the 'Implementatfon' component of an EMS is to ensure that the strategies developed to manage and control the environmental impications of the NWDP are put into action, that responsibilities are identified, authority allocated and associated tasks are administered accordngly ISO 14 ce: Refer to Clause 4.4.1 flr futher detal on defining the arganlsetional structure for an EMS (see Part 1, Appendix A of this Manual) 6.2 Requirements The followvng requirements will apply to FIPAG: Basic Requirement | FIPAG shall * Identify an organisational structure, roles and responsibilities for the effective implernentation and maintenance of the EMS. * Ensure that the management structure is communicated to FIPAG stall at all levels. * Provide appropriate resources for the effective implementation and maintenance of the EMS. Key Management and These include: Maintenance Measures * Ensuring that the defined structure, roles and responsibilrties for the implementation and maintenance of the EMS are established and maintained between all FIPAG staff. * Ensurng that the appropriate environmental awareness and EMS training is provided to outine all roles and responsibilities * Ensuring appropriate resources are provided to ensure that defined roles and responsibilites can be carried out. FIPAG: Environmental Management System MAN1O 1 Manual Page 6-1  Key Documentation and Part A: Prooedures * Figure 2. FIPAG Organisational Structure for EMS. [These documents and procedwes will set th cornext for definwg and Part E: commun*ating ft orgnisational struture, roles and reosponsibiUeios for * ESP 005: Training'. the EMS.] * ESP 006: 'CommuniCcafons'. 6.3 FIPAG's Organisational Structure for fte EMS An organogram for the organisational structure of the implementation and maintenance of the FIPAG EMS is :llustrated in Figure 2. [For further details on the structural organisation of FIPAG, refer to the company intranet] The roles and responsibilities for each of the positions described in the organogram are listed blow. 6.3.1 Environmental Engineer (EE) The EE is the EMS Management Representative of FIPAG and vil primanly demonstrate the commitment of the FIPAG Management towards environmental management through the development, implementation and maintenance of the EMS. ROLE RESPONSIBIUTIES To plan and develop the FIPAG EMS. Including * Determining the legal requirements. * Semng the strategic objectives and targets for the EMS. * Developing an EIP and associated EAPs. To ensure the day to day mplementation lncluding maintenance and improvement of the FIPAG * Implement directly or indirectly the ESP EMS, and EAPs within FIPAG and in connection with the NWDP. * Conduct internal environmental audits and other monitoring activities of effectiveness of ESPs and EAPs * Record and *nvestigate any incidents' and/or 'non-conformances'. * Identify and communicate legal requirements within F IPAG * Conduct awareness training within FIPAG. Co-ordinate document control and record keeping, and handle communication and generate reports FiPAG: Environrnentl Management System MANI0. 1 Manual Page 6-2  6.3.2 FIPAG Management Within the context of the EMS, the F IPAG Management comprises the Chairman and CEO. ROLE RESPONSIBLITIES To commit to the planning, .mplementabon. Including checidng and improvement of the basic EMS. * To take part in the required annual management review of the EMS. * The endorsement of the Ernironmental Policy. * To provide necessary, reasonable resources for the development, implementation and maintenance of the EMS. To ensure support and authorfty for the EE to * Assist in encouraging and obtaining undertake his duties in connection with the support from the Private Operator for the Implementation, maintenance and operation of the EMS, improvement of the EMS. * Encouraging FIPAG staff to become involved in the development and operation of the EMS. To support the iniegration of the EE into all Including: aspects of FIPAG. * Parlicipatbon in the Annual Business Plan development process. 6.3.3 Investments Manager ROLE RESPONSIBIUTIES To ensure that the EE is involved in the To advise and/or involve the EE in the NWDP project development process from following: project identification through to the handover * Forthcoming 'dentification of new projects of the project to the FIPAG Construction Within the current suite of ciies or for new Manager cities. * The preparation of Bid Documents for Consultants for the feasibility and design of the project and the review of trie Tenders subsequently received. * The review of all reports produced by the Consultants and the opportunity to comment and request amendments. * The review of Bid Documents for Contractors and the review of the Tenders subsequently received. * The preparation of Bid Documents for the Construction Supervision Consultants and the review of the Tenders subsequently received. FIPAG: Environmental Managemernt System MANJ0 1 Manual Page 6-3  6.3.4 Construction Supervision Manager ROLE RESPONSIBIUTIES To support the EE in implementing and To advise andlor involve the EE on the monitonng environmental management following: practices during the construction phase for the projects through to the handover of the The review of Progress Reports received project to the FIPAG Operations Manager. from the RE during Construction and the opportunity to comment and request actions * Site visns by Construction Supervision Manager. 6.3.5 Operations Manager ROLE RESPONSIBIUTIES To support the EE in implementing and To advise and/or involve the EE on the monitoring environmental management following: practices during the operatons phase of the * The review of Progress/Monthly Reports Pre received from the Private Operator and the opportunity to comment and request actions. * Site visits by Operations Manager. 6.3.6 Legal Manager ROLE RESPONSIBIUTIES To ensure that development of all new or To advise and/or involve the EE on the amended contracts between FIPAG and its following Private Operator include reference to 0Peaaino e otat ewe environmental protectionand managemerenc FIPAG and the Pivate Operator. X Amendment of existing contracts between FIPAG and the Private Operator To provide support where significant To keep the EE up to date on all legal breaches with contracts on environmental elements relating to environmental aspects of issues or legal environmental requirements the projects. have been made by appointed organisations, as identified by the EE. FIPAG: Environmental Management System MAN/0, I Manual Page 6-4  FIGURE 2: FIPAG ENVIRONMENTAL MANAGEMENT SYSTEM Organisational Structure for Implementatton FIPAu J.'.tim5e t t 1 F(55G C;PAG DETAILS t1SUE CDATE 1n11l (draft) lue C %rch 200