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2 VEGA UM manual
UM Manual
2. General Requirements
2.1 Introduction
2.2 C ompany Presentation
3. Environmental Policy
4. Planning
6. Verification
7. Management’s Evaluation
8. Appendix
VEGA UM manual 3
1. Environmental Management System Prepared by: G. Mulvey August 2009 Revision status
Modified by: G. Mulvey June 2014 02
C hecked by: B. Storz June 2014
C omparison matrix
Layout
Issuance of the UM (Environmental Management) Manual
C hange management
Obligations of executives, group and department managers at VEGA
Organization chart
4 VEGA UM manual
1.1 Organization UMH
Comparison matrix
ISO 14001 compared with UMH
Configuration
The environmental management manual has been published as an online document in the intranet.
The manual is subject to the revision service and is updated whenever changes are made, at least once a year in
any case.
The online document is always up to date.
The manual has been approved by the Executive Board.
C hanges made during the year are approved once a year by the environmental management officer.
If there are significant changes, the environmental management officer decides whether or not the manual needs to
be submitted to management for approval.
After the annual update, the change description list is cleaned up and a timely documentation of the changes in the
new year is begun.
A printable version is available in PDF format and can be printed when required.
The printable version is updated once every year.
Revision service
The current revision status of the individual manual chapter is indicated in the respective chapter header.
Modifications are documented in the "modification list" .
The revision status of the whole manual is indicated on the last page.
VEGA UM manual 5
6
Organizational chart including Air freight security zones
Mr. J. Grieshaber
General Manager
Mr. G. Kech Customs and Foreign economics law Mr. J. Grieshaber Responsible for Construction Mr. J. Grieshaber CEO - Finance and Accounting/Controlling
CEO - Marketing/Sales/IT CEO - Administration and Technical Services CEO - Production Level and Pressure Measurement
Sales North Germany Mr. J. Grieshaber Development Level and Pressure Measurement Finance
Administration
Sales Export
Materials Management Construction of Inspection Equipment and Devices
Service/Application-technological Laboratory
Patents Production Level and Pressure Measurement
Mrs. Haberer
(Mrs. Helwich)
Information Management
Dispatch Office
Production Certec
Technical Documentation/Mailroom/Training
IT
SMD-Production
Legend
Air freight security zones
Legend
Employees with special
environmental responsibilities
VEGA UM manual
Schiltach, 29th August 2014
G. De Dominicis
1.3 Release of the Environmental
Management Manual
Release approved:
23.09.2015
__________________________________________
Date
B. Storz
__________________________________________
(Bernd Storz, Environmental Management Officer)
VEGA UM manual 7
1.4 Modification List
Modification List
Chapter Status Modification
1 02 No modification
2 02 No modification
3 00 No modification
4 01 No modification
5 01 No modification
6 02 No modification
7 00 No modification
8 00 No modification
8 VEGA UM manual
2. General Requirements Prepared by: G. Mulvey August 2009 Revision status
Modified by: G. Mulvey December 2012 02
C hecked by: B. Storz December 2012
2.1 Introduction
C ompany presentation
The company‘s guiding principle
Environmental management
Area of applicability
VEGA UM manual 9
2.1 Introduction
The first level transmitters in tube technology using the capacitive measuring principle were built and sold by VEGA in
Wolfach starting in 1960. By 1975 the available production space had become too small, so the company moved into
a more suitable new location, viz., the building of the former Karlin spinning mill in Schiltach. Due to VEGA’s strong
growth, the first building extension became necessary already in 1986. It was soon realised in the form of a new
building to the west, immediately next to the existing building.
In 1992, the top floor of the Karlin building was upgraded and equipped and in 1993 the annex "Training
workshop/washing facility" was built on the Kinzig side. Between 1995 and 1996 the offices of the former spinning
mill on the east side were rebuilt and used as a canteen. In 1997 the hydroelectric plant, which was destroyed by a
flood, was rebuilt and the associated water rights were extended. From summer 1997 to spring 1998 the building was
erected on the Kinzig side. In 1998, construction on another new building (to the east, directly next to the Karlin
building) was begun; in 2000 the building was completed and put into operation. Due to the shortage of parking
space, a parking deck was built on the south side of the company complex in 2005, and extended in 2008 and 2012.
In 2009, construction on another building wing (connected directly to the east factory building) was begun. Various
departments began to move in one by one in the spring of 2011.
Company location
The company's premises are located in a commercial district in the local
subdistrict Lehengericht of the town of Schiltach. The next neighbor (~ 10 m) is
the company Grieshaber Präzision, the next residential building is a farm (~
300 m).
The company building extends along the river Kinzig, which is used to generate
energy in the company’s own hydroelectric power station. Despite its proximity
to the river, the premises is not classified as a water conservation area. The
other long side is bounded by the street "Am Hohenstein", also known as the
"old B 294", which was the old federal highway in the direction of Wolfach
before the bypass tunnel (Kirchberg tunnel) was built.
The company building itself consists of 6 parts: building "B": old building,
eastern half (Karlin building, 1925), old building, west half (Karlin building,
1953); annexed on the west side is building "A" (moved into in 1986); east of
this stands building "C " (moved into in 12/1999) as well as the new annex,
building "D" (moved into in 2011) with the adjoining company restaurant. The
separate building "Villa Karlin", which is now the Grieshaber Health C are
C entre and used as a consulting office by the natural health practitioner Ms
Hartwig-Walther, is in the easternmost corner.
10 VEGA UM manual
2.2 Company Presentation
Area of applicability
The area of applicability of this environmental management system is limited to the location in Schiltach.
VEGA Grieshaber KG is a worldwide leading company specializing in level, switching and pressure instrumentation.
On its way to this strong position, the company always had a clear objective: the development of innovative and
trend-setting products.
Founded in the Black Forest in 1959, VEGA now employs 1100 employees worldwide, 600 of whom are at the
headquarters in Schiltach. VEGA is active with subsidiaries and sales partners in over 70 countries: 34 in Europe and
10 in North and South America. VEGA is present in 34 countries in Africa, Asia and Australia.
VEGA is the reliable partner for all industries, in technical as well as economic respect. Sensors from VEGA reliably
and robustly handle the most different and most demanding measurement tasks: in chemical and pharmaceutical
plants, in the food industry and in drinking water supply systems, in sewage plants and at disposal sites, in mining
and energy generation, on drilling rigs, ships and even in airplanes.
VEGA introduced the world’s first two-wire radar sensor in 1997. Two years later, the company climbed to the
position of international market leader in the area of radar level measurement. Since 2003 VEGA has demonstrated
with its product concept plics® how time and costs can be effectively saved through the use of state-of-the-art
measurement technology. The savings apply to the entire life cycle of the instrument: from selecting and ordering to
mounting and setup, right through to operating and servicing.
In November 2004 VEGA produced its 100,000th radar sensor. In the same year, VEGA introduced the first radar
sensor developed especially for measuring bulk solids. The instrument proved that it could continuously deliver
reliable measuring results even under the most difficult process conditions like dust, heat and filling noise, and thus
set a new standard within a very short time.
Company principles
Quality as a continuous precept – from the first customer contact to after sales
service – is an indispensable component of our company principles.
Our products and accompanying services encompass in the broadest sense very high
quality solutions for many industrial sectors.
Since VEGA was founded in 1959, successively selected level measuring techniques
based on the following physical principles were cultivated and perfected:
- capacitive
- conductive
- hydrostatic
- sonic and ultrasonic
- mechanical vibration
- guided microwave
- radar
- radiometric
VEGA UM manual 11
Environmental Management
All measures that serve to improve environmental performance are to be conceptionally worked out, planned,
introduced and monitored by the environmental management officer in cooperation with the environmental officer
and the department "Quality Assurance" (QA) and interdepartmentally in coordination with Marketing, Development
and Production.
Besides recording and evaluating environmental indicators, guaranteeing compliance with environment-relevant
legislation, training employees and increasing their awareness, the tasks of the environmental management officer
expressly include also making sure new products and materials are in tune with the environment as well as regularly
advising the Design and Development department. He is supported in all these activities by the environmental officer.
The environmental management officer makes sure that regular audits are carried out. Management is informed
about the result of the audit reports. The environmental management officer suggests countermeasures, which are
supported and, if necessary, augmented by management.
Environmental management requires the circumspect cooperation of all corporate divisions - taught, supported and
evaluated by the environmental management officer or the environmental officer.
12 VEGA UM manual
3. Environmental Policy Prepared by: G. Mulvey August 2009 Revision status
C hecked by: B. Storz August 2009 00
VEGA UM manual 13
4. Planning Prepared by: G. Mulvey August 2009 Revision status
Modified by: G. Mulvey August 2015 02
C hecked by: B. Storz August 2015
Objective
C ompetence
Environmental aspects
Eco Audit
Related documents
Objective
C ompetences
Maintenance of the Schedule of Legal Provisions
Evaluation and documentation of changes in connection with legal titles
Evaluation and documentation of changes in connection with other requirements
Maintenance of the schedule of approvals
Related documents
Objective
C ompetences
The objective setting process
Index of special environmental effects
Related documents
Objective
C ompetences
Environmental program
Example environmental program
Related documents
14 VEGA UM manual
4.1 Environmental Aspects
Objective
Every activity in the company is characterized by interactions with the
environment. The goal of the management system is to observe, analyse and
control these environmental effects. This chapter serves to systematically
record the direct and indirect environmental aspects in connection with the
company.
Competences
Area of responsibility GL VT PM EW EK IM FT QS UB UMB SiFa other
Record environmental aspects e m m m m m m m d m m m
Update environmental aspects i m d
Prepare eco audit i i i i i m i m d m m i
Responsibility: e-->Decision d--Execution m-->Paticiption i-->Information
Department abbreviations QMH and UMH see Appendix 8.3
Environmental aspects
Direct environmental aspects
New products/ activities/ procedures are checked for environmental relevance under consideration of the legal
requirements. The appraisal is documented and updated when necessary.
In the case of the products, this is guaranteed by integrating the environmental officer in the development process
and maintaining the "List of Authorized Substances". With the activities and procedures, this is guaranteed by using
the form "C hecklist for Evaluation of a New Machine/System to Be Procured", which is presented to the
environmental officer for approval. The environmental officer records all these points in the central list "Areas
C onnected with Environmental Aspects" ("UWA list").
Eco Audit
process, a comprehensive status evaluation and site identification are carried out. The Input-Output Analysis
summarizes the environmentally relevant corporate data as well as the inbound and outbound material and energy
fluxes. It provides the groundwork for judging the environmental effect of the company. The company eco audit
makes control of the material and energy fluxes possible. The maintenance of the Input-Output Analysis is described
in more detail in the Procedure Instruction U21-05 Ascertainment of Environmental Aspects. The preparation of
environmental balance sheets is also regulated there.
VEGA UM manual 15
4.2 Legal and other requirements
Assessment of compliance with legal
provisions
Goal
C ompliance with applicable legal requirements is the basic prerequisite for the
environmental management system. It is therefore necessary to know the
latest regulations that affect the company so that they are included in the
assessment of environmental aspects.
In accordance with our obligation to comply with these regulations, we have
introduced a process for regular assessment of the relevant legal as well as
other obligations.
This chapter ensures the availability of knowledge on all the legal and other
requirements that the company is subject to. Furthermore, this chapter
ensures that the results of the assessments are documented.
Responsibilites
The responsibilities are defined in the following responsibility matrix.
If changes in legislation require adjustments to existing procedures/processes within VEGA, the responsible officer
will initiate the appropriate actions independently. The adaptation of existing processes is carried out via the change
management department of VEGA. The necessary measures must be described and the workflow defined in the
"C hange Form."
The progress of the change implementation is monitored by the change management department.
To be able to evaluate changes in legal titles, the Internet (umwelt-online), technical literature (C C I Environmental
Services, Environment Magazine, ...) as well as e-mail newsletters are consulted for help.
For legal research, the online legislation portal "umwelt-online" is available.
Here, all laws, regulations, policies, etc. can be viewed.
The schedule of legal requirements must be checked for changes at least once every year!
C hanges relevant to VEGA are part of the management assessment, which is prepared annually for management.
16 VEGA UM manual
Maintenance of the Schedule of Approvals
The "building" department, in cooperation with the responsible architects, makes sure that all requirements are met.
All correspondence, building permits, etc. are archived by the "building" department.
In addition, the QA department maintains an approval catalog in which the sensitive areas are documented with the
corresponding legal requirements. The QA department checks that these requirements are properly implemented.
VEGA UM manual 17
4.3 Environmental Objectives
Objective
The environmental effects caused by the company can be derived from the eco
audit and the Schedule of Legal Provisions. The environmental effect depends on
the quantity and environmental relevance of the implemented or produced
substances, under consideration of all related environmental regulations. These
environmental effects are summarized in this chapter in the index of special
environmental effects.
In addition to the environmental effects resulting from normal operation, the
possible consequences of accidents and disturbances are included in this list.
Operational systems and environmental effects connected with them are listed in
this chapter. From this list, possible environmental goals can be derived that, as
far as practicable, should be measurable.
The individual steps for setting environmental goals are regulated in Procedure
Instruction U21-04 Environmental Objectives, Environment Programme,
Environmental Report.
Competences
The environmental management officer is responsible for maintaining the index of special environmental effects as
well as for setting environmental goals. The environmental goals must be approved by management. The details are
regulated by Procedure Instruction U21-04 Environmental Objectives, Environment Programme, Environmental
Report.
Area of responsibility GL VT PM EW EK IM FT QS UMB UB UZ SiFa other
Drawing up environmental objectives e i m m m m m m m d m m m
Responsibility: e » Decision, d » Execution, m » Participation, i » Information
Department abbreviations QMH and UMH see Appendix 8.3
18 VEGA UM manual
ascertaining the need for action arising from environmental regulations. For this he can also call on external help.
The possible environmental goals form the basis for the annual investment planning and the formulation of the
environmental policies by management.
Potential training requirements are determined parallel to the updating of environmental objectives.
VEGA UM manual 19
Controlled and uncontrolled effluence into open water or into the sewage system
Environmental effect Hazardous materials use and dangerous waste
Facility VbF stores, mechanical processing, storage and places where the hazardous materials
are used and dangerous waste.
Operating state Normal
Affected area/ areas VbF store, mechanics
Possible measures Regular checks to determine where substitution is possible.
Type reduction through standardization.
Environmental effect Fresh water use
Facility Water consumption in the company
Operating state Normal
Affected area/ areas Entire company
Possible measures No water intensive production processes --> circulation processes
20 VEGA UM manual
Use of the ground, water, fuels and energy as well as other natural resources
Environmental effect Paper consumption
Facility Entire company
Operating state Normal
Affected area/ areas All
Possible measures Paperless office
Minimize waste by printing on demand
Environmental effect Environmental effects of the supplier’s component production
Facility Entire company
Operating state Normal, suppliers with a known or better environmental performance should get
preference.
Affected area/ areas Purchasing
Possible measures Increase supplier awareness through questionnaires
Environmental effect Energy consumption for EDP
Facility C omputers in the company
Operating state Normal
Affected area/ areas Entire company
Possible measures None, since the efficiency of EDP is linearly coupled with its energy consumption!
Environmental effect Energy consumption for air conditioning
Facility Air conditioners/climatic chambers in the company
Operating state Normal
Affected area/ areas Entire company
Possible measures Optimize usage of the climatic chambers.
Improve thermal insulation through building measures.
Environmental effect Energy consumption for lighting
Facility Lighting in the company buildings
Operating state Normal
Affected area/ areas Entire company
Possible measures Use energy saving bulbs/ movement detectors as well as reflectors and brightness-
controlled light bands (rows of windows).
Environmental effect Heating energy consumption
Facility Room heating in company
Operating state Normal
Affected area/ areas Entire company
Possible measures Reduce heating energy requirements. Replace fossil fuels with renewable energy
sources.
VEGA UM manual 21
4.4 Environmental Program
Objective
The environmental program specifies the concrete goals and activities of the
company that should guarantee better protection of the environment and
describes the measures planned or considered for reaching the goals and
meeting the deadlines set for the implementation of these measures.
Competences
Area of responsibility GL VT PM EW EK IM FT QS UB UMB UZ SiFa
Provision of data for creation m m d m m
Development of environmental program m m m m m m d m m
Decision-making/ approval e d i i i i i i i m i i i
Provision of the means for execution e d i i i
Responsibility: e » Decision, d » Execution, m » Participation, i » Information
Department Abbreviations QMH and UMH see Appendix 8.3
Environmental program
The environmental program is revised, or as the case may be newly worked out, whenever necessary (e.g. changed
circumstances, new systems and the like), but at least once a year. The basis for this are:
- Audit results
- Employee suggestions
- "C hecklist for the Procurement of New Machines/ Systems"
- Integration in new construction planning as per Procedure Instruction U21-02 Building Projects, Renovation
Measures, New Construction
- New laws/ requirements
Details are regulated in Procedure Instruction U21-04 Environmental Objectives, Environment Programme,
Environmental Report.
22 VEGA UM manual
Example of an environmental program
VEGA UM manual 23
5. Realization and Operation Prepared by: G. Mulvey August 2009 Revision status
Modified by: G. Mulvey November 2014 01
C hecked by: B. Storz November 2014
Objective
C ompetences
Organization chart
Related documents
5.2 Schulung
Objective
C ompetences
Planned training events
Training and instruction of new employees
Vocational training
Guidelines
Documentation
Related documents
5.3 Communication
Objective
C ompetences
Publications initiated by VEGA
Procedure for internal enquiries
Procedure for normal external enquiries
Procedure in case of disruptive incident
Important contacts
Related documents
Objective
Organizational structure
Environmental management system
UM manual
UM instructions
Environmental policy
Environmental management manual
Environmental management - procedure instructions
Resulting documents
C ompetence of UM manual
VEGA organizational structure
Related documents
Objective
C reation procedure
Modification procedure
External documents
Related documents
Objective
C ompetences
Environmentally relevant operational control
Related documents
Objective
C ompetences
Emergency precautions
Emergency measures
Related documents
24 VEGA UM manual
5.1 Resources, Tasks, Responsibility and
Authority
Competences
The responsibilities of the listed system elements are defined more precisely in the corresponding chapters of the
environmental management manual, this is just a short, clearly arranged summary of the system elements.
Area of responsibility GL VT PM EW EK IM FT QS UMB UB SiFa BB IH
Environmental policy e i i i i i i i d m i i i
Environmental aspects e m
Schedule of Legal Provisions m m d
Environmental objectives e m m m m m m m d m m m m
Environmental program e m m m m m m m d m m m m
Organizational structure e d i i i i i i i i i i i i
Training i d d d d d d d m d d d
C ommunication e (d) m (d) m m m m m m m (d) m m m m
Environmental management manual e d m
Waste e m m m m m m m m m m m d
Emissions e m m d m m m
Water and sewage e m m m m m m m m d m m m
Storage and handling e i i i m i m i i d m m i
Transportation and logistics e d i i m i i i m i i i
Procurement i i i d (e) i i i i e i i i
Development e i m d i i i m m m m i i
Emergency precautions e i i i i i i m (e) d m d i
C hecks i m m m m m m d m m m
C orrective actions (e) m m m m m m m d/e d m m m
Environmental management system - audits i m m m m m m d e m m m
Management appraisal e d m m
Preparation of an environmental report e m d m m
Responsibility: e » Decision, d » Execution, m » Participation, i » Information
Department abbreviations QMH and UMH see Appendix 8.3
Organization chart
The organization chart is created and changed by management. You can find the currently valid organization chart
with the designations of employees with special environmental responsibility in the related documents.
VEGA UM manual 25
5.2 Training
5.2 Training
Objective
All employees at VEGA Grieshaber KG receive further qualification at an
opportune time according to their existing or future qualification profile.
This applies particularly to employees who carry out quality and environment
relevant activities. As regards content, the human resources development
program extends to qualification in the areas of professional competence,
social competence, personal competence and methodical competence.
Business/personnel management urges continuous improvement of
qualification at the various workplaces at VEGA Grieshaber KG and expects a
high degree of willingness on the part of the employees to do this on their own
initiative.
Competences
The department managers are responsible for the development of their staff. They plan suitable measures in
coordination with the personnel department and carry them out. The need for such measures is regularly examined
throughout the year, discussed with the employee and determined. In special areas of work security, data privacy,
environmental issues, etc., the appropriate specialized employees, the work security professional, the data protection
officer, the environmental officer, etc., are consulted. The environmental officer also informs the department
managers about new legal requirements regarding the qualification of the employees. The department manager
passes this information on to his employees, particularly the information about the measures that must be carried out
to implement the quality/environment policy, the demands of the respective management system and the possible
consequences of deviating from the predefined work sequences.
The respective department manager is responsible for carrying out this instruction for the sales department, the
instruction is carried out in the context of the "Annual Instruction for Employees".
Objective
All employees at VEGA Grieshaber KG receive further qualification at an
opportune time according to their existing or future qualification profile.
This applies particularly to employees who carry out quality and environment
relevant activities. As regards content, the human resources development
program extends to qualification in the areas of professional competence,
social competence, personal competence and methodical competence.
Business/personnel management urges continuous improvement of
qualification at the various workplaces at VEGA Grieshaber KG and expects a
high degree of willingness on the part of the employees to do this on their own
initiative.
Competences
The department managers are responsible for the development of their staff. They plan suitable measures in
coordination with the personnel department and carry them out. The need for such measures is regularly examined
throughout the year, discussed with the employee and determined. In special areas of work security, data privacy,
environmental issues, etc., the appropriate specialized employees, the work security professional, the data protection
officer, the environmental officer, etc., are consulted. The environmental officer also informs the department
managers about new legal requirements regarding the qualification of the employees. The department manager
passes this information on to his employees, particularly the information about the measures that must be carried out
to implement the quality/environment policy, the demands of the respective management system and the possible
consequences of deviating from the predefined work sequences.
The respective department manager is responsible for carrying out this instruction for the sales department, the
instruction is carried out in the context of the "Annual Instruction for Employees".
26 VEGA UM manual
5.3 Communication
Objective
This chapter describes communication dealing with environmental issues.
Competences
Area of responsibility GL VT PM EW EK IM FT QS UB BB SiFa other RD
Publication on initiative of VEGA e d m
Internal enquiries d/e
External enquiries, normal case d/e m
External enquiries, disruptive incident
Environmental disruptive incident, GL can be reached e d m m m m m m m m (d) m m m i
Environmental disruptive incident, GL cannot be reached m m m m m m m e d m m m i
Responsibility: e » Decision, d » Execution, m » Participation, i » Information
Department abbreviations QMH and UMH see Appendix 8.3
VEGA UM manual 27
Important contacts
Here is a list of the most important contacts (with phone numbers) that may have to be informed in case of a
disruptive incident (phone numbers as of 6-3-2009):
28 VEGA UM manual
5.4 Management Systems
Objective
Quality management or QM basically denotes all organized measures that
have the objective of steadily improving the products, processes or services of
the entire company. This is achieved in particular through optimization of
communication structures, development of professional solution strategies,
maintenance or increase of customer or client satisfaction as well as
motivation of the workforce, standardization of actions and work processes,
norms for products or services, documentations, advanced vocational training
and outfitting and design of workspaces.
Quality refers both to the marketed products and services and to the internal
processes of the organization and is defined as the measure in which the
considered product or considered process meets the requirements. QM is
therefore a central task of management.
C onsequently, in this manual the organizational structures and sequence of
operations are described and the responsibilities connected with the above
core statements regulated.
Since 2001 the company site in Schiltach has also been certified according to
the environmental standard ISO 14001. For the sake of clarity, the additional
necessary organizational structures are specified in a separate
environmental management manual or UMH. The quality and
environmental management manuals were implemented with the content
management system RedDot. The text modules exist at only one place and are
added to the quality or environmental management manual or both as needed.
Organizational structure
VEGA’s organizational structure is clearly arranged in the organization chart. Among other things it represents the
integration of the quality assurance department within the organization.
The leadership responsibilities for the individual areas are determined by management.
To provide a steering function, management uses the steering committee, which is convened every 14 days. Area
managers from development, materials management, production, sales, human resources management and quality
assurance are represented, apart from the management, in this steering committee. Here, strategic goals are
worked out and the measures necessary to achieve them are coordinated. The quarter steering committee, which
consists of the managers as per the organization chart, meets quarterly. In this context the strategic goals are
introduced and adjusted if necessary.
The M-LG (Staff Steering C ommittee) consists of elected members from different areas of the company.
Nine members from among workers and management form the M-LG.
This committee meets once a month to discuss company-relevant topics and the general concerns and interests of
the employees.
Erfa (Experience Exchange Forum), in which managers and employees from all areas take part, meets on a quarterly
basis. All employees of VEGA are free to participate in Erfa, where they can bring forward and discuss work-related
problems if need be. Here, employees are informed of all relevant company issues, which are discussed if necessary,
and strategic objectives and the measures taken to achieve them are presented.
QM/UM instructions
This deals with the internal, written implementation rules of the operational elements of the QM/UM system described
in the QM/UM manuals, including the competences and their interfaces.
VEGA UM manual 29
Environmental policy
The environmental policy is the central document that provides the long-term "direction" in environmental issues. It
comprises only broadly defined goals (e.g. energy savings). These goals are substantiated in the environmental
program (e.g. reduction of the energy requirement for lighting by 10%) and defined still more precisely and provided
with realization measures in the environmental goals (e.g. installation of movement detectors and brightness
control). The environmental
Environmental policy policy can be found in the Extranet and on the bulletin boards.
The environmental policy is the central document that provides the long-term "direction" in environmental issues. It
comprises only broadly defined goals (e.g. energy savings). These goals are substantiated in the environmental
program (e.g. reduction
Environmental of the energy
management manual requirement for lighting by 10%) and defined still more precisely and provided
The
withenvironmental management
realization measures in the manual is a general
environmental goals description of the of
(e.g. installation elements of the
movement ISO 14001
detectors and norm, specially
brightness
tailored
control).toThe
the environmental
company VEGA. These
policy caninclude,
be foundfor in
example, training,
the Extranet and communication, workflow direction, emergency
on the bulletin boards.
precautions and measures. C ompetences and responsibilities are also mentioned in it.
With a view to the fusion of the two management systems (UMS and QMS), as many UM documents as possible were
integrated
Resultinginto the already existing QM documents and only those documents that did not fit into the existing
documents
documentation as regards
These are for example thecontent were
different newly created.
overviews, cadastres, data collections and evaluations, the input/output
analyses, check lists, servicing schedules, etc.
With a view to the fusion of the two management systems (UMS and QMS), as many UM documents as possible were
Competences
integrated into the already existing QM documents and only those documents that did not fit into the existing
UM manual
documentation as regards content were newly created.
The environmental management officer is responsible for preparing and updating the UM manual and is supported in
this by the environmental officer.
Procedure
Competences instructions
The
UM project
manual manager is responsible for creating procedure instructions for project-specific procedures. The
department Quality Assurance
The environmental management creates the
officer is procedure
responsibleinstructions for and
for preparing general procedures
updating the UMthat cannot
manual andbeis assigned
supportedtoin
an individual
this project. The environmental
by the environmental officer. officer integrates the environmental aspects into the corresponding
procedure
instructions and highlights them in green or creates them anew in the numbering scheme "U21 xx".
Procedure instructions
Documents
The project to UMH C hapter
manager 5.4 Management
is responsible Systems
for creating procedure instructions for project-specific procedures. The
department
VA-no.: 02-01Quality Assurance creates the procedure instructions for general procedures that cannot be assigned to
QM Documentation
an individual project. The environmental officer integrates the environmental aspects into the corresponding
procedure instructions and highlights them in green or creates them anew in the numbering scheme "U21 xx".
30 VEGA UM manual
VEGA UM manual 31
5.5 Management of Documents and Data
Objectives
The management of documents and data should guarantee that they are created,
approved and distributed in a uniform and comprehensible way, and gathered and
disposed of, i.e. destroyed, once they are no longer valid.
This includes
C hecking the documents for their appropriateness before they are handed
out
Approving, evaluating and updating the documents
Ensuring the identification of modifications
Ensuring the availability of the valid version of the respective type
Ensuring the readability and identifiability of the documents.
Method of preparation
When creating a document or data, the author is in principle responsible for the correctness and completeness of the
contents. This is confirmed by the signature on the document. All documents are readable, dated, clear and easily
identifiable. The methods for managing the issuance, distribution and examination of the documents are clearly laid
out. These methods guarantee that the documents are:
Invalid document sections that have been distributed in paper form (manual chapter, procedure instructions) are
always exchanged as a complete package, older versions are destroyed.
Modifications
Modifications to quality relevant documents and records are carried out via the official update information service.
The responsible persons and the approval bodies are determined there.
The exact procedure for carrying out and managing the modifications is described in the procedure instruction 05-02
Change and Configuration Management.
Archiving
Storage of the documents and records is carried out in the QA department, where there is a file server reserved
exclusively for data storage.
Documents that are no longer current are marked with the last modification status or, if they exist only in paper
form, with a stamp e.g. "invalid" or "original old" and archived for the specified time as per procedure instruction 16-
01 Storage of Records and Documents.
The documents in paper form are stored in a way that prevents them from getting damaged or otherwise impaired.
External documents
The recipients of these documents decide whether these are of any importance to other departments. If yes, they
then specify the distributor and the type of archiving required.
32 VEGA UM manual
5.6 Operational Control
Goal
This chapter describes the specification and control of processes with special
environmental relevance
Competences
The environmental officer defines, together with the department managers, the processes that have significant environmental
consequences. After that the environmental officer prepares, in consultation with the areas concerned, a corresponding
document that regulates and specifies in writing the environmentally relevant aspects of the processes.
Area of responsibility GL VT PM EW EK IM FT QS UB Sifa other
Specification of processes with significant environmental consequences e m m m m m m m (e) m m
C reation of procedure regulation i i i i i i i d i i
Responsibility: e » Decision, d » Execution, m » Participation, i » Information
Department abbreviations QMH and UMH see Appendix 8.3
Waste
Procedure Instruction U21-03 Waste Collection, Separation and Disposal
Storage
Procedure Instruction U21-06 Access Regulation for VbF Storage
Procedure Instruction U21-10 Diesel Refuelling Station
Procedure Instruction U21-09 Monitoring and Handling of Water Soluble Coolants
Development
Procedure Instruction 04-04 Development Process
Procurement
Procedure Instruction 06-01 Materials Management
Emissions
Since VEGA hasn’t run any processes or procedures that cause serious emissions until now, this point is not regulated
in a procedure instruction. C onsideration of emission aspects with regard to new buildings/conversions is ensured
through Procedure Instruction U21-02 Building Projects, Renovation Measures, New Construction and with regard to
the procurement of new systems and machines through Procedure Instruction 06-01 Materials Management.
Water/wastewater
Since VEGA hasn’t run any processes or procedures that generate production wastewater until now, this point is not
regulated in a procedure instruction. C onsideration of the wastewater problem with regard to new
buildings/conversions is ensured through Procedure Instruction U21-02 Building Projects, Renovation Measures, New
Construction and with regard to the procurement of new systems and machines through Procedure Instruction 06-01
Materials Management.
The general goal of saving water is an integral part of VEGA’s environmental policy and therefore obligatory for all
employees. When it comes to new procurements, Procedure Instruction 06-01 Materials Management, together with
various appendices, ensures that, wherever possible, only systems that have a closed circulation system for the
process water are purchased.
Resources
The general goal of conserving resources is part and parcel of VEGA’s environmental policy and therefore obligatory
for all employees. In the Design and Development department, compliance with this demand is ensured by the
"Environmental C heck List Project Folder" and Procedure Instruction 04-04 Development Process. All other
employees are regularly trained in environmental matters by the responsible department managers. For this, the
individual department manager can request support from the environmental officer. The trend in resource
consumption can be determined using the weight specifications in the "New System Article Master Data" and the
consumption figures for the year under review.
Emergency precautions
Emergency
VEGA precautions and measures are described in the UMH C hapter 5.7.
UM manual 33
Documents to UMH C hapter 5.6 Operational C ontrol
Authorized persons ... at VEGA
VA-no.: 04-04 Development Process
VA-no.: 06-01 Materials Management
VA-no.: U21-02 Building Projects, Renovation Measures, New C onstruction
VA-no.: U21-03 Waste Separation, Identification and Disposal
VA-no.: U21-06 Access Regulation for VbF Storage
VA-no.: U21-07 Maintenance, Repair and Adjustment of Ventilation, Heating, Lighting,
Hot Water
VA-no.: U21-09 Monitoring and Handling of Water Soluble C oolants
34 VEGA UM manual
5.7 Emergency Precautions and Hazard
Management
Objective
This chapter describes the organization of emergency precautions and
emergency measures.
Competences
The work safety officer is responsible for accident/emergency precautions.
The fire protection officer is responsible for the fire emergency precautions, he is supported in this by the
environmental officer and the SiFa.
The department C entral Services is alerted automatically in case of a break-in. It is also responsible for the
appropriate precautions and maintenance measures.
In case of an emergency (fire or accident), every employee is responsible for informing the appropriate contact
persons (see below).
Area of responsibility GL VT PM EW EK IM FT QS UB SiFa BB other
Emergency precautions d d d d d d d d d d d d
Fire i m m m m m m m m m d m
Accident i m m m m m m m m (d) m (d) m (d) m
Break-in i m m m m m m m m m m m
Responsibility: e » Decision, d » Execution, m » Participation, i » Information
Department abbreviations QMH and UMH see Appendix 8.3
Emergency precautions
Together with the environmental and the fire protection officers, the work safety officer draws up an emergency plan
for all conceivable emergencies. This plan is made known to all employees by the department managers. In
production areas, these emergency plans are posted in sight of the telephones; in the large open-plan offices where
there is a PC and telephone at almost every workplace, the emergency plans are posted in the Extranet. When
required, emergency exercises are initiated and carried out by the work safety officer.
Emergency measures
The conceivable emergencies can be divided up into 4 categories:
- fire
- flooding
- accident
- break-in
Environmentally relevant disruptive incidents are covered in UMH C hapter 5.3 and in Procedure Instruction U21-01
Regulation of Communication and Regarding Environmental Issues as well as Emergency Precautions and Hazard
Management.
VEGA UM manual 35
Fire
In case of fire the following procedure must be followed:
Flooding
Behaviour and activities in case of flooding are outlined in Procedure Instruction U21-01 Regulation of Communication
and Regarding Environmental Issues as well as Emergency Precautions and Hazard Management.
Accident
Generally there is in every department at least one trained first aider ready to
respond in case of an accident. If this person is not available, the telephone
number 373 can be called. Work accidents must be reported to the personnel
office!
Break-in
In case of a burglary, the guard service or the C entral Services department is usually alerted automatically. No
unauthorized attempts at "investigation" should be carried out.
36 VEGA UM manual
6. Verification Prepared by: G. Mulvey August 2009 Revision status
Modified by: G. Mulvey February 2013 02
C hecked by: B. Storz February 2013
Objective
C ompetences
Appraisal and documentation of modifications to legal titles
Appraisal and documentation of modifications to other requirements
Objective
C ompetences
Meetings called at short notice
Documentation of errors that concern the environmental management system
Environmental management corrective measures
Related documents
Objective
C ompetences and safekeeping period
Form of the records
Archiving
Related documents
Objective
C ompetences
Execution
Measures
Documentation
Related documents
VEGA UM manual 37
6.1 Monitoring and Measurement of
Environmentally Relevant Processes
Environmental audits
Environmental audits are defined in the inspection and maintenance schedules. The list contains information on
responsibilities, dates and the documentation that has to be carried out.
New environmental audits are presented by the Environmental Officer in the Environment C ircle. There, the
environmental impact is assessed and documented in the Environment C ircle protocol, and the responsibility for
carrying out these audits is defined.
The Environmental Officer is responsible for incorporating the new audits in the inspection and maintenance schedule
for machinery and equipment.
Involving the Environmental Officer in the introduction of new processes and machines/equipment (Process
Instruction 06-01 Materials Management) ensures that environmental audits made necessary by this new procedure
are included and taken into account.
Documents to UMH C hapter 6.1 Monitoring and Measurement of Environmentally Relevant Processes
VA-no.: U21-05 Ascertainment of Environmental Aspects
VA-no.: 06-01 Materials Management
VA-no.: 16-01 Storage of Records and Documents
VA-no.: 11-01 Test Equipment Monitoring
38 VEGA UM manual
6.2 Evaluation of Compliance with Legal
Regulations
Objective
Environmentally relevant errors that occur are made known to the
environmental officer or the environmental management officer by the
departments concerned. The environmental management officer coordinates
suitable measures which were previously defined in the environmental panel
meetings.
In such cases, the errors, investigative findings and initiated measures are
documented in the meeting minutes or in the form UM Order. Archiving is
carried out in the QA department.
Competences
The regular appraisal of all legal and other requirements as well as the documentation of the appraisal is the job of
the environmental officer, who is assisted by the environmental panel team and the work safety officer.
VEGA UM manual 39
6.3 Corrective and Preventative Measures
Objective
C orrective measures should eliminate recognized errors and deficiencies and
prevent them from happening again. The goal is future avoidance of an error
once recognized, with a view to steadily improving quality and enhancing
environmental performance.
Competences
Area of responsibility GL VT PM EW EK IM FT QS UB UZ SiFa WEK REP other
Supplier/sub-supplier errors (i) i i i m d
(m)
Manufacturing errors m d m m
Repairs (m) m d
Initiation of corrective measures (e) m m m m m m e d m m m m m
C orrective measures environmental (e) m m m m d e m
management
Management system related errors i d m
Responsibility: e » Decision, d » Execution, m » Participation, i » Information
Department abbreviations QMH and UMH see Appendix 8.3
Documentation
Environmentally relevant errors are reported to the UB or UMB by the departments involved. The UMB coordinates
the suitable countermeasures previously defined in the environmental panel meetings.
In such cases, the errors, investigative findings and initiated measures are documented in the meeting minutes or in
the form UM Order. Archiving is carried out in the QA department.
40 VEGA UM manual
6.4 Management of Quality and
Environmental Records
Objective
This regulation ensures that quality and environment relevant records are
handled according to the following attributes:
Identification
Association
Registration
Archiving
Storage
These quality records are kept as proof that the quality policy and the quality
requirements are fulfilled, that the quality goals were reached and that the
integrated QM/UM system works effectively.
In addition, quality and inspection records serve as an important means of
proof in cases involving product liability.
Archiving
The documents are stored so that they do not get damaged or otherwise impaired.
VEGA UM manual 41
6.5 Internal Audits
Objective
The internal quality and environmental audits should ensure that the
requirements of the quality and environmental management system and the
respective norms are fulfilled and that the corresponding quality or
environmental management system is properly implemented and maintained.
The result of the auditing is presented to management for evaluation.
Audits are carried out in all the organizational units referred to in this QM/UM
manual.
Competences
The head of quality assurance or the UMB (environmental management officer) compiles the topics and areas that
are to be audited in an audit plan.
Execution
Before every audit, the documents concerning the areas in question, such as the QM/UM manual and procedure
instructions, are assembled. QM management, the UMB or the QM employees engaged by them then check the
execution of the required measures according to the audit plan and the documents provided. Internal audits are
carried out regularly. The summarized results of the audits are presented to management in a report.
Measures
In the individual departments are revealed. In addition, suggestions for improving compliance or organization
(corrective actions) are called attention to.
If deviations exist, they are presented to the head of the department concerned. He in turn has to make
improvement suggestions and state the time period needed for carrying out the corrective measures.
Documentation
The written procedures that accumulate during the course of the internal audit are documented by the auditor and
kept for a specified period of time.
42 VEGA UM manual
7. Management’s Evaluation Prepared by: G. Mulvey August 2009 Revision status
C hecked by: B. Storz August 2009 00
Objective
Management evaluates the suitability, efficiency and appropriateness of the
environmental management system once a year on the basis of the
"Environmental Report for Management Evaluation" prepared by the
environmental management officer. This report contains at least the following
points:
Competences
Area of responsibility GL VT PM EW EK IM FT UMB UB SiFa ZW
Evaluation UMS e d m (m)
Responsibility: e » Decision, d » Execution, m » Participation, i » Information
Department abbreviations QMH and UMH see Appendix 8.3
Procedure
The environmental officer gathers information and arranges it clearly in the "Environmental Report for Management
Evaluation" for Management. The "Environmental Report for Management Evaluation" must contain at least the
following information:
Management evaluates the information from its environmental report and decides on possible necessary changes to
the environmental policy, environmental goals as well as other elements of the environmental management system.
Management also addresses the results of the audit, the changing circumstances and the changes necessary due to
the commitment to continuous improvement. This evaluation is documented in "Management Evaluation" and
archived as per Procedure Instruction 16-01 Storage of Quality and Environment Relevant Records and Documents.
VEGA UM manual 43
8. Appendix
44 VEGA UM manual
8.1 Documents to UMH sorted by name
VEGA UM manual 45
8.2 Documents to UMH sorted by chapter
VEGA UM manual 47
UM-manual-EN-151214