EMS Framework Example

Attached below is a simplification of the EMS template used by Greenware. I'm not saying we use Greenware, but I think a quick summary of their theoretic structure (i.e., I'm ignoring IT techno lingo for now and simply focusing on how information is organized). Greenware sells you an "EMS Wizard" that they refer to as web-server technology. Within the "EMS Wizard" there is (1) an EMS manual and (2) options for viewing/printing reports/status. The EMS Manual (i.e., Guide) within the Wizard serves as a roadmap for linking all EMS documents for each of the 17 elements, including dates and signatures. Each ISO element has:

(1) a "Procedures document" (general methods/procedures that the facility (forest unit) will use to satisfy the ISO requirements for each respective element), and (2) "spreadsheet document" where all facility specific information is entered for that element.

An example is the aspect sheet that will have aspects, impacts, significance criteria scores etc, as well as relevant review/approval dates and signatures (I believe). At a minimum, a worksheet for an element will likely have a signature box and a signature date for review, revision, etc.

Important links across spreadsheets include Aspects to Legal requirements to objectives/targets to operational controls to training. Overall, this is not too different from our current EMS guide template, minus the spreadsheet links and references to dates and signatures.

Also included within the EMS manual is the records registry (see last line of ems manual in attached figure) which, from what I could understand, is the worksheet portal/link to all monitoring reports, review reports, etc that support decisions within the EMS (e.g., name, link, signatures, and date of monitoring report that support decisions about compliance/noncompliance in 4.5.2 would be in the registry).

Given all the worksheet links established in the EMS manual, the EMS wizard can then generate reports, calendars, etc that allow facility staff (or interested members of public) to see whats going on, who's responsible for what and when etc. etc. I'm not aware that we've even begun to think about this communication aspect within any given forest unit.

I'm not trying to propose that we develop this same type of system, but it serves as an example of a roadmap to build upon. After we get an idea of what information links and flows we want, then we begin describing the IT technology that would be best. For example, I dont think anyone is worrying about generating user friendly reports at this point, in which case we simplify the diagram by removing part B altogether?? The links between the worksheets would likely need to be flushed out in more detail as well.

Download examplesoftware.xls