Pilot IMS

1 - Q: To what criteria do you manage your business to?

A: When asked this question, many companies explain that they manage their business to their corporate requirements, but cannot explain what the management system structure follows. Does this describe your company's approach? When you manage your business to international standards, customers, clients, financial institutions, government, stakeholders understand the framework which you have implemented for your business model. A management system model implemented to ISO standards is accepted and understood around the world.

2 - Q: What are the main management system models to international standards?

A: Management Systems to International Standards – ISO

Environmental Management System - ISO 14001
Quality Management Systems - ISO 9001
Occupational Health and Safety - OHSAS 18001

ISO, the International Organization for Standardization, is a worldwide federation of national standards bodies from around 170 countries around the world. The Standards development is prepared through ISO technical committees. Members of the committees consist of international, governmental and non-governmental organizations.

ENVIRONMENTAL MANAGEMENT - ISO 14001

ISO 14001 - Environmental Management Systems -
Specification with Guidance for Use, which organizations are audited against;
ISO 14004 -Environmental Management Systems -
General Guidelines on Principles, Systems and Supporting Techniques
ISO 19011
Guidelines on Quality and/or Environmental Management System Auditing

QUALITY MANAGEMENT - ISO 9001

ISO 9001 -Quality Management Systems - Requirements
ISO 9000 -Quality Management Systems - Fundamentals and Vocabulary
ISO 9004 -Quality Management Systems - Guidelines for Performance Improvements
ISO 19011 - Guidelines on Quality and/or Environmental Management System Auditing

OCCUPATIONAL HEALTH & SAFETY - OHSAS 18001

OHSAS 18001 - was developed by the British Standards Institute (BSI) in co-operation with a number of organizations.

OHSAS 18001 enables an organization to establish an occupational health and safety management system to eliminate or minimize risk to personnel and other interested parties who could be exposed to hazards associated with its activities.

3 - Q: What are the benefits of implementing a management system to the recognized international standards of ISO?

A: Implementing your management system structure to international standards provides the following advantages:

1) Global Competitiveness. ISO standards provide a recognized structure for managing your business that is understood around the world. ISO establishes collective technical standards to facilitate international commerce. Two of their standards, ISO 9001 (quality management) and ISO 14001 (environmental management) are accepted and used by over 170 countries.

2) Improving the Bottom Line. Going “Green” to ISO 14001 standard, assists your organization in staying out of the “Red”. By identifying opportunities for improvement for reuse, recycle, energy conservation, you save operational costs and improve your bottom line.

3) Customer Satisfaction. A Quality Management System (QMS) to ISO 9001 is recognized by industry as a model to ensure customer satisfaction and increased credibility. Customers know that when you have a QMS in place, you have identified their requirements, as well as legal requirements and have structures in place to manage and control the quality of the product/service.

4) Environmental Friendly Product/Service. Consumers want the reassurance that your company has identified the environmental risks tied with your products or services, and have reduced or eliminated them. Financial and insurance institutions want your company to ensure management and control of these environmental risks. The ISO 14001 standard is the one you should have in place.

5) Due Diligence, Compliance to Legal Requirements. ISO 9001 for Quality, ISO 14001 for Environmental and OHSAS 18001 for Occupational Health and Safety, all require your organization to identify its legal requirements and evaluate compliance with applicable legal requirements. A management system to ISO (or in the case of OHSAS, a BSI standard) would assist in a defense for due diligence.

4 - Q: What is the difference between a Business Plan and a Management System approach?

A: A "Business Plan" is a formal statement of a set of business goals and plans for reaching these goals. It provides background information about the organization or team attempting to reach those goals. It includes a sales and marketing plan and operating and human resources plan with an action plan. A Business Plan can be completed at the start up of a company.

A "Management System" to ISO provides a process approach to develop, implement and improve the effectiveness of a company’s management system, providing on-going control. It consists of three main parts:

1) IDENTIFY “Planning”:
(quality, environment, occupational health and safety) Includes identifying legal and customer requirements; identifying risks; developing, implementing and maintaining Policy, Objectives and Targets (O&T). It is an important part of any plan or system you create.

2) INSURE “Implementation”:
includes keeping proper documentation and records, establishing methods for operational control, communications and training are key activities to ensure success as you implement your system(s). Insure monitoring and measurement of key business areas-Operations, Objectives and Targets and compliance.

3) IMPROVE:
implementing corrective/preventative actions, internal and third party audits with Management reviews keeps your system(s) effective and efficient and continually improving.

5 - Q: What does a Management System to international standards require us to do?

A: It requires top management's commitment to establish, implement, maintain and improve a management system, and provide the resources for its implementation. It requires that an organization conform to its Policy statement and demonstrate conformity to the international standard and its own requirements, through its self-declaration or registration.

6 - Q: How long will it take to implement a management system structure to ISO?

A: The time period varies. The average time is about twelve to eighteen months, depending on resources and training. Training decreases the time frame required for implementation when the key management team all share the same level of understanding.

7 - Q: Do we need to have our company's management system "registered"? How much does it cost?

A: A company can choose to Self-Declare or Register its management system. The average cost of Registration is around $10,000, get quotes from 3 Registrars. Each Registrar has its own team of auditors and system for auditing your company. Pilot has worked with many of these Registrars and can assist to select one that best fits your management system style.

Self-Declaration requires a one-time audit by third-party auditor(s). Pilot can provide this verification for you. This information may be requested by a customer, financial institution, insurance company, government, or any number of interested stakeholders.

Auditing – ISO 19011

1 - Q: What is the difference between Self-Declaration and Registration?

A: Self-Declaration
The International Standard Organization - ISO, allows a company to self-declare that they have a Management System (Quality, Environment, Occupational Health & Safety) which meets the ISO requirements. The whole management system, including the internal audit process needs to be verified by a third party. Pilot Performance would conduct a third-party audit to confirm that your company’s management system follows the ISO criteria and your corporate requirements. An audit report would be provided to the company as verification that may be used as requested by financial institutions, suppliers, etc.

Registration
Once your company has developed its management system structure, conducted its internal audit and performed its management review ensuring that the system is working (at least 3 months in operation), then a Registrar can perform a third party audit to verify your system meeting the international standard(s).

Pilot Performance has worked with the major Registrars and could assist your company in negotiating to select a company suitable for your needs. We would represent your company when the Registrar’s auditors are on site, ensuring appropriate protocols and information provided.

Stage 1: Pre-Audit	Stage 2: Registration Audit	Stage 3: Surveillance Audits
Pre-audits determine if the Company's management system is ready for an audit to the standard. The registrar reviews your issues, tours your facility and determines if you have conducted an internal audit with management review. This pre-audit helps the registrar to determine information criteria on your site in planning the audit i.e. number of auditors, qualification criteria, number of days for audit, and cost.	A registration audit determines whether or not the company's management system meets the ISO Standard. The registrar will bring a team of auditors to your facility, conduct audit and provide written report of findings. Registration certificate is valid for three years, as long as conformance/surveillance audit results are satisfactory.	Conformance/surveillance audits are conducted every six, nine or twelve months, depending on the registrars accreditation body and on the registrar. Conformance/surveillance audits are usually shorter in duration may be only a few days long. Each conformance/surveillance audits are targeted to specific sections of the standard. The audit will verify that the management system is being maintained and is effective to the ISO Standard.

2 - Q: What qualifications are required to become an Environmental auditor (EMS-A)?

A: The ISO 19011, which is the Guideline for Auditing for quality, environment, health & safety management systems outlines the following requirements to become an auditor.

Qualification for Environmental Auditors

Education:
Completed at least secondary education or equivalent.
Auditors with only secondary education, minimum five (5) years work experience is required.
Auditors with a degree, a minimum of four (4) years is required.

Work Experience which contributes to:
Environmental Science & Technology.
Technical & Environmental Aspects of Facility Operations.
Requirements of Environmental Laws, Regulations & Related Documents.
Environmental Management Systems & Standards.
Audit Procedures, Processes & Techniques.

Formal Training should address:
Environmental Science & Technology.
Technical & Environmental Aspects of Facility Operations.
Relevant Requirements of Environmental Laws, Regulations & Related Documents.
Environmental Management Systems & Standards against which audits may be conducted.

Pilot Performance's 3 Day Core Training - ISO 14001 (applicable standard)
Pre-requisite to Lead or Internal Auditor training. Outlines standard and implementation.

Pilot Performance's 5 Day Lead Auditor - ISO 19011
Pilot Performance 3 Day Internal Auditor - ISO 19011
Audit Procedures, Processes & Techniques.

On The Job Training:
20 Workdays of Environmental Auditing.
Four (4) Environmental Audits, Within a Period of Not More Than Three (3) Consecutive Years.

Personal Attributes and Skills:
Competence in Expressing Concepts & Ideas, Orally & Written.
Interpersonal Skills, Diplomacy, Tact, Ability to Listen.
Independence & Objectivity.
Personal Organization.
Sound Judgments, based on Objective Evidence.
Sensitivity to Conventions & Culture of Country or Region.

Maintenance of Competence:
Relevant Environmental Science & Technology.
Technical & Environmental Aspects of Facility Operations.
Relevant Environmental Laws, Regulations & Related Documents.
Environmental Management Systems & Related Standards.
Auditing Processes, Procedures & Techniques.

Language:
No Auditor sould participate unsupported in an audit when unable to communicate effectively in the language necessary.

ISO Qualification for Lead Environmental Auditors

Auditor should demonstrate personal attributes such as:

Effective and efficient management, leadership skills

Auditors should exercise due professional care

Auditors should be able to communicate effectively in the language necessary

Additional Criteria:

Participation in the entire audit process.
15 additional equivalent workdays of environmental auditing, for a minimum of three (3) additional complete audits. Total audits equals seven(7).
Participate as acting lead auditor under the guidance of a lead auditor for at least one of the above three audits.

OR
Demonstrate skills in audit program by means of interviews, observations, references and assessments of environmental auditing performance made under quality assurance programs.
These additional criteria should be met within a period of not more than three (3) consecutive years.

For further information on:
Auditor Qualification Criteria or "ISO 19011" Guideline for Quality and/or Environmental Management Systems Auditing, take Pilot's Internal or Lead Auditor Training programs. Listed below are auditor certification bodies.

Call your Local Certification Body

Q: To become a certified auditor (EMS-LA), who would I contact for an application form?

A: Once you have completed your core training in your discipline and taken your five day (40 hour) lead auditor course, and performed your seven (7) audits, you can apply to become a certified auditor. The following are auditor certification bodies to contact.

Canadian Environmental Certification Approvals Board (CECAB)
Calgary, Alberta
Tel: 1-403-476-1966 Fax: 1-403-264-6240
Email: audit@cecab.org
Website: www.cecab.org

Auditing Association of Canada (AAC) previously known as CEAA (membership)
Tel: 1-866-582-9595 Fax: 1-519-488-3655
Email: admin@auditingcanada.com
Website: www.auditingcanada.com

Board of Environment, Health & Safety Auditor Certifications (BEAC)
Altamonte Springs, Florida USA
Tel: 1-407-831-7727 Fax: 1-407-830-7495
Email: beac@theiia.org
Website: www.beac.org

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