In this article I’m going to cover the requirements of clause 4.3 Determining the scope of the environmental management system. I’m going to break it down and turn it into something you can understand. You’ll then be able to apply this to your own organization's system and understand what the requirements will look like for you. No more guessing!
Ok, let’s get started! Clause 4.3 is called Determining the scope of the environmental management system. There are several points in this clause, so I am going to break them down and explain them individually.
The first point in the leading sentence is,
The organization shall determine the boundaries and applicability of the environmental management system...
The words that stand out to me here are ‘boundaries and applicability’. This is like putting a fence around the system so we know what activities, products, services, and even locations are included in the management system.
Now there’s some more information that we are asked to consider when determining these boundaries and applicabilities.
Point a) states that When determining this scope, the organization shall consider ... the external and internal issues referred to in 4.1
and b) consider ... the compliance obligations referred to in 4.2
The reference back to these previous clauses is great – I love it – it shows how everything that we do within this standard is all related and nothing that we do is just a standalone step created just to keep auditors happy and cause frustrations to businesses implementing the system. What you discover about your business in the steps followed for clauses 4.1 and 4.2 will influence the boundaries you determine for your management system. For example, if it was identified that Contractors have an influence on the environmental management system as a large part of work is completed by contractors and the work performed is vital to meet contract requirements, then it would be necessary to ensure that those activities are included in the scope, which essentially goes back to the boundaries and applicability. It would have an adverse effect on the system if these activities were NOT included within the scope as the management system would not be implemented or reviewed to include this vital scope of work.
And then finally point c) states that when determining this scope, the organization shall consider ... its organizational units, functions and physical boundaries.
This is quite unique as the other ISO standards do NOT go as low down in defining the scope as ISO 14001 does. This means that you should consider whether your environmental management system is applicable to certain locations, units or departments of the business only or is it across all of these areas.
Point d) then goes on to state that you are required to consider the business's activities, products and services.
This requirement is just about asking yourself what is it that we do – what activities do we conduct? – What products do we manufacture, build or deliver? And what services do we provide? And when considering this can they impact the business's environmental management system and obligations?
And then point e) states that the organization is to consider ... its authority and ability to exercise control and influence.
Within any business, you will have either control or influence over the activities that you conduct. Normally you can control activities that you are directly responsible for, like the types of vehicles or plant and equipment that you are purchasing. Then normally the influence comes in with your Suppliers. You can influence your suppliers to manage or control their waste by implementing a requirement when they are entering your premises. Or you could also influence them by requiring them to have an environmental management system in place! Sometimes the lines between control and influence can become a bit blurred and may even differ from one business to another, depending on what your activities and products are and what your level of influence can be.
It is then important to note that this clause also states that Once the scope is defined, all activities, products and services of the organization within that scope need to be included in the environmental management system and that the scope shall be maintained as documented information and be available to interested parties.
That’s great for us as auditors, as we are expecting to see a scope written down somewhere, so it is clear what we are using to select our sampling from. As Implementers this is important for you because now you know where your system is to be built and what activities, products, services, locations, departments and even functions it is to cover. And be sure that you have this documented!
Now that we are speaking of documented scopes, you still might be wondering what on earth this looks like. Lucky for you, I’ve found a few examples to share.
The first one is:
Research and Development, project management, sales, delivery, support, service and maintenance of communication services delivered from all state offices in Australia.
The second one is:
Electrical and mechanical consulting engineers providing engineering design and documentation for mechanical and electrical installations associated with all types of building of residential, commercial or industrial nature in Australia and overseas.
And finally, the third example is:
The importation, distribution, supply, service and repair of industrial products and other products as deemed necessary to satisfy our customers’ needs and requirements.
Learn even more by completing a qualification in one of our ISO 14001 courses.