Environmental Management System Framework
Linking & Integrating Pty Ltd ACN: 630 002 596 (Linking Integrating) – Environmental Management System Framework
1. Purpose
This Environmental Management System (EMS) framework outlines Linking & Integrating’s approach to managing and reducing environmental impacts associated with our operations as a software development and technology integration company. It reflects our commitment to environmental sustainability, aligning with our core values of creativity, integrity, and innovation, and supports compliance with client expectations.
The EMS is designed to be practical, and scalable for Linking Integrating as we consider us as a small-to-mid-sized business, focusing on key impact areas relevant to our digital-first operations.
2. Scope
This EMS applies to all Linking & Integrating employees, contractors, and suppliers involved in our activities, including:
- Software development and digital transformation services.
- Office operations (primarily co-working spaces).
- Digital infrastructure (cloud services, hardware use).
- Procurement of goods and services (e.g., devices, stationery).
3. Policy Statement
Linking & Integrating is committed to minimising our environmental footprint by:
- Reducing energy consumption and greenhouse gas emissions.
- Managing e-waste responsibly.
- Prioritising sustainable procurement practices.
- Engaging staff in environmentally conscious behaviours.
- Continuously improving our environmental performance.
This EMS formalises our existing Environmentally Sustainable Business Practices Policy into a structured framework, ensuring systematic management of environmental impacts.
4. EMS Framework
The EMS follows the Plan-Do-Check-Act (PDCA) cycle, adapted from ISO 14001:2015 principles, to ensure continuous improvement in a way that suits our small-to-mid-sized operations.
4.1 Plan: Identify and Plan
- Environmental Aspects and Impacts:
- Environmental Aspects and Impacts:
- E-waste from hardware (laptops, monitors, peripherals).
- Emissions from travel and commuting.
- Resource use in procurement (stationery, devices).
- Legal and Other Requirements:
- Comply with Australian environmental regulations and expectations.
- Align with Social Procurement Framework acceptable by the Australian Industries.
- Align with Social Procurement Framework acceptable by the Australian Industries.
- Objectives and Targets:
- Move 100% of the workloads to Cloud Native environment with a commitment to carbon neutrality by June 2028
- Achieve 100% e-waste recycling through certified providers by June 2028.
- Ensure 75% of suppliers meet sustainability criteria by June 2028.
- Reduce travel-related emissions by 20% through virtual meetings by June 2027.
- Resources:
- Appoint a Sustainability Lead (e.g., a senior staff member) to oversee EMS implementation.
- Allocate a modest annual budget for training, tools, and recycling services.
4.2 Do: Implement and Operate
- Energy Efficiency:
- Use co-working spaces to share resources and reduce energy use.
- Partner with cloud providers (e.g., AWS, Microsoft Azure) committed to renewable energy or carbon neutrality.
- Encourage staff to power down devices when not in use and use energy-efficient settings (e.g., sleep mode).
- Optimise software code to reduce server load and energy consumption.
- E-Waste Management:
- Partner with certified e-waste recyclers (e.g., TechCollect Australia) to dispose of obsolete devices.
- Maintain an inventory of hardware to track lifecycle and plan for reuse or refurbishment.
- Provide staff with guidelines for proper e-waste disposal.
- Emissions Reduction:
- Default to virtual meetings via Microsoft Teams or similar to minimise travel.
- Encourage remote work and carpooling for essential office visits.
- Track emissions from business travel and office operations using a simple carbon calculator (e.g., Carbon Footprint’s free tool).
- Sustainable Procurement:
- Develop a supplier checklist assessing environmental credentials (e.g., use of recycled materials, carbon reduction policies).
- Prioritise local suppliers to reduce transport emissions.
- Source eco-friendly office supplies (e.g., recycled paper, refillable pens).
- Staff Engagement:
- Conduct annual training on EMS goals and sustainable practices.
- Create a suggestion box for staff to propose green initiatives.
- Recognise eco-friendly actions where applicable.
4.3 Check: Monitor and Evaluate
- Performance Monitoring:
- Track energy consumption (kWh) for office and cloud services quarterly.
- Record e-waste volumes recycled (kg) annually.
- Monitor supplier sustainability compliance (percentage of suppliers meeting criteria).
- Measure emissions (tCO2e) from travel and operations annually.
- Audits:
- Conduct internal EMS audits twice yearly to assess compliance and progress.
- Review supplier contracts annually to ensure sustainability clauses are met.
- Reporting:
- Produce an annual EMS report summarising achievements (e.g., energy saved, e-waste recycled) and areas for improvement.
- Share key metrics with clients or Sustainability Victoria as part of procurement submissions.
4.4 Act: Review and Improve
- Management Review:
- Hold annual reviews led by the Director and Sustainability Lead to evaluate EMS performance.
- Adjust objectives and targets based on audit findings and stakeholder feedback.
- Continuous Improvement:
- Implement staff suggestions for new sustainability initiatives.
- Explore emerging technologies (e.g., AI-driven energy optimisation) to enhance performance.
- Update the EMS to reflect changes in legislation or client requirements.
5. Responsibilities
- Director:
- Approve the EMS and allocate resources.
- Review annual performance and set strategic priorities.
- Sustainability Lead:
- Oversee EMS implementation and coordinate audits.
- Train staff and communicate updates.
- All Staff and Contractors:
- Follow EMS procedures (e.g., recycle e-waste, use virtual meetings).
- Contribute ideas to improve sustainability.
- Suppliers:
- Comply with sustainability criteria outlined in contracts.
- Provide data on environmental performance when requested.
6. Documentation
- EMS Manual: Outlines the framework, objectives, and procedures (this document).
- Environmental Policy: Builds on the Environmentally Sustainable Business Practices Policy, emphasizing EMS commitments.
- Supplier Checklist: Criteria for evaluating supplier sustainability.
- Training Materials: Guides on energy efficiency, e-waste, and emissions reduction.
- Audit Reports: Records of compliance and performance checks.
- Annual EMS Report: Summary of achievements and future plans.
7. Tools and Resources
- Carbon Tracking: Use free tools like Carbon Footprint (www.carbonfootprint.com) to measure emissions.
- E-Waste Recycling: Use local recyclers listed in Sustainability Victoria’s Buy Recycled Directory or other similar organisations.
- Training: Leverage online platforms like LinkedIn Learning for sustainability courses.
- Procurement: Use Sustainability Victoria’s supplier guidance to identify eco-friendly vendors.
8. Review and Reporting
- Review: The EMS will be reviewed annually or following significant changes in operations, legislation, or client requirements (e.g., Sustainability Victoria’s Social Procurement Framework updates).
- Next Review Due: 30 June 2026.
- Reporting: Key performance metrics (e.g., energy reduction, e-waste recycled) will be included in the annual EMS report, available to clients and stakeholders upon request.
9. Alignment with Sustainability Victoria
This EMS aligns with Sustainability Victoria’s Social Procurement Framework by:
- Addressing environmental sustainability through measurable targets (e.g., energy and emissions reduction).
- Incorporating sustainable procurement practices, as required for contracts over $20 million.
- Supporting continuous improvement, a core EMS principle and SPF expectation.
- Providing evidence of sustainable business practices, enhancing Linking & Integrating’s eligibility for government contracts.