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Selecting Software for Environmental1 Compliance2

Today, hundreds of software-based data-management3 packages exist to help engineers manage environmental data, meet ever-changing regulations and corporate information-technology (IT) initiatives4, and operate then-processes in a cleaner, more-efficient5 manner. Choosing the best one, and planning for successful implementation, are formidable6 challenges. This article provides 7 questions that environmental and IT professionals should consider when selecting an environmental-management information system (EMIS).

The definition7 of EMIS varies8 from company to company and among industries. For most, an EMIS represents9 automated data-management tools that are used to streamline10 the recordkeeping and reporting needed for environmental compliance. An ideal EMIS will manage realtime data collection11, help the operator to reconcile overlapping environmental requirements12 and certify13 compliance, prepare for inspections and audits14, and track15 environmental performance metrics needed for pollution-prevention16. Today, the tools used for these purposes17 range18 from simple spreadsheets19 and standalone20 databases, to integrated, enterprise-wide21, data-management systems.

Hundreds of EH&S-related software applications are available to automate and centralize data-intensive22 environmental operations. The EMIS selected for a given site must meet the industry's overall regulatory requirements23, and must be suited24 to the company's individual chemical-process and manufacturing operations25, information needs26, and site characteristics. Many commercial packages focus on a single issue27, such as emissions modeling28, or management of material safety data sheets29 or lab information; relatively few meet the needs of more-complex30, multimedia applications. However, product offerings continue to evolve in response to user demand31.

Key drivers for EMIS

In a recent survey, U.S. chemical process industries professionals cited32 the following reasons for implementing an EMIS:

  • To comply with regulations33 related to air, water and soil emissions, emergency planning.

  • To better manage information

  • To save money

  • To facilitate34 company growth

IT drivers35 include the implementation of enterprise-resource-planning36, systems, replacement of legacy37, Y2K issues, and ISO 14000 compliance38.

Over the years39, most new environmental laws have been imposed40 in a standalone - rather than integrated - fashion. For facility41 operators, this means that the same data must be captured in different ways for different - and often overlapping12 or contradictory – reporting42 purposes17. To bridge the resulting "islands of information" that result from disparate data-management approaches43, many vendors offer automated systems. Such systems allow operators to use the collected data more efficiently, and give users seamless44 access to common45 data elements, so that EH&S data can be integrated into other business-management processes. Data-management systems also enable companies to track operating improvements48 and cost savings.

Meanwhile49, technologies for better and faster information flow50, such as the Internet and inhouse intranets51, also make it possible to more effectively share52 EH&S data. The Internet also makes it easier to make data available to the public, and to provide compliance data to regulators in an electronic format.

With improvements48 in hardware53 and networks and a broader array54 of commercial software products, many organizations are moving from a multi-tiered55 or mainframe56 model, to a two-tiered, client-server architecture, which allows geographically diverse57 users to access a single, centralized database. Such applications allow multiple58 users to share52 EH&S, process-control and business-transactional data in real time.

7 questions for EMIS selection

In a 1998 survey, more than 60% of chemical and petrochemical companies were in the process of implementing an EMIS. Petroleum refiners have moved toward computer-based systems more rapidly, with more than 55% of the survey respondents already having a computer-based EMIS in place. If your organization is considering59 implementing such a system, you should consider these questions:

1) What are the overall objectives of your organization? Define7 the driving factors for EMIS, and articulate60 what you hope to achieve61 by implementing such a system. Will the proposed62 EMIS replace63 an existing system, or will it be designed to dove tail with the existing control system64? Both approaches43 require23 extensive design and integration planning65.

2) How ready is your organization? Vision, strategy, an IT plan, and an EH&S plan are key to successful system selection and integration. The organization should assess66 its level of understanding of automated environmental systems, and should determine67 if it has the combined environmental and IT expertise - or needs to line up consultants - to successfully manage the selection and implementation process.

3) What type of high-level functionality is desired? EMIS can automate a variety68 of business functions:

Data repository69. Early systems were used solely70 to store data, with little ability to get data out in a meaningful fashion71, and little integration with other systems. However, with today's relational-database capabilities72, such systems now allow different organizations use and retrieve73 the stored data

Managing requirements. All EMIS are designed to help organizations manage regulatory compliance. Some automate the process by documenting and tracking74 requirements and deadlines, and by providing data-submission templates or forms

Calculations. Many of today's systems can perform complex calculations75, such as those needed to track air-emissions and water discharges, monitor how long a waste container has remained76 at a site, and estimate the average quantity of a raw material stored in a process area77

Metrics. Automated systems can enable organizations to measure performance against78 standards or objectives.

Reporting. Most EMISs produce both standardized and customizable79 management and regulatory80 reports. Some can also export data in various formats to spreadsheets, databases or electronic reporting forms required by agencies. However, even the most comprehensive81 EMIS still requires some customized database queries or reports to meet the needs of the users

Document management. Some EMISs have document-management capabilities of their own, while others can be configured to provide an interface with document-management sys­tems, thereby82 making permits83, records and reports instantly accessible84. In either case, the user can access electronic text files or scanned images of key documents

Communication. Sophisticated85 EMISs may have an internal86 messaging system. Some can also be configured to interface87 with an organi­zation's e-mail system, intranet, and the Internet

4) Will the EMIS be integrated or interface87 with other systems? Many EMIS implementations today are part of larger ERP projects, which are designed to improve48 business performance. In these instances88, EMISs may need to be integrated with financial, accounting89, manufacturing90, or other business systems. Proper91 EH&S data management will likely92 require12 interfaces with engineering, regulatory and scientific software packages, such as air-dispersion modeling systems or geographic information systems93 or regulatory references.

5) What is the user community like, and what are its specific needs? If the EMIS will be used for multiple sites, the differences and similarities among the sites should be determined. The number of users who will access the EMIS, and the expected94 number of concurrent users (system “traffic”), may encourage or discourage the selection of a particular vendor95.

Different users have different functional needs and priorities. For example one site may benefit most by96 automating air emissions calculations, while another may benefit most by au­tomating its hazardous-waste-management processes97. A thorough assessment of technical and business requirements at each site served by a single EMIS should identify these priorities98.

6) What are the organization's technical requirements? Most organizations have defined IT standards for hardware and software, though some amount of flexibility is allowed for various business units99. For example, a company may specify100 that all new applications must be client-server applications (i.e.101, no standalone PC applications) that run on a specific database (such as Oracle, Microsoft SQL Server and so on). The company may also have established102 networking software and protocols. When evaluating EMIS103, the project team should determine the requirements for hardware and system performance (speed, number of transactions105, database size), security and control.

In general, staged implementation has advantages106. Rolling out one module107, or implementing it at one site first, allows the team to adjust108 the process and shake out any "bugs" before implementing it at all sites109. Staged implementation also lets the organization demonstrate early suc­cesses by implementing the modules that provide the greatest business benefits first.

7) What resources are needed?

EMIS implementations require cross-functional learns with domain (i.e., subject matter) and technical (i.e., IT) expertise. Resources with software-specific expertise can help to ensure110 the success of the implementation. Staff with industry, company and site-specific knowledge can also add value to the project team. The project will require input from financial and legal resources, as well.

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