VEGA HSE Management Manual PDF

UM manual
2 VEGA UM manual
UM Manual
1. Environmental Management System
1.1 Organization UMH

1.2 Organization C hart
1.3 Release of the Environmental Management Manual
1.4 Modification List
2. General Requirements
2.1 Introduction
2.2 C ompany Presentation
3. Environmental Policy
4. Planning
4.1 Environmental Aspects

4.2 Legal Obligations and Other Requirements
4.3 Environmental Goals
4.4 Environmental Program
5. Realization and Operation
5.1 Resources, Tasks, Responsibility and Authority

5.2 Training
5.3 C ommunication
5.4 Management Systems
5.5 Management of Documents and Data
5.6 Operational C ontrol
5.7 Emergency Precautions and Hazard Management
6. Verification
6.1 Monitoring and Measurement of Environmentally Relevant Processes

6.2 Evaluation of C ompliance with Legal Provisions
6.3 C orrective and Preventative Measures
6.4 Management of Quality and Environmental Records
6.5 Internal Audits
7. Management’s Evaluation
Objective, C ompetences, Procedure
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
1.2 Organization Chart
Organization chart
1.3 Release of the Environmental Management Manual
4 VEGA UM manual
Comparison matrix
ISO 14001 compared with UMH
ISO 14001 Requirements in UMH chapters

4.1 General Requirements C hapter 2
4.2 Environmental Policy C hapter 3
4.3 Planning C hapter 4
4.3.1 Environmental aspects C hapter 4.1
4.3.2 Legal obligations and other requirements C hapter 4.2
4.3.3 Objectives, individual goals and programs C hapter 4.3
4.4 Realization and Operation C hapter 5
4.4.1 Resources, tasks, responsibility and authority C hapter 5.1
4.4.2 Due date, training and awareness C hapter 5.2
4.4.3 C ommunication C hapter 5.3
4.4.4 Documentation C hapter 5.4
4.4.5 Management of documents C hapter 5.5
4.4.6 Operational control C hapter 5.6
4.4.7 Emergency precautions and averting of danger C hapter 5.7
4.5 Verification C hapter 6
4.5.1 Monitoring and measurement C hapter 6.1
4.5.2 Evaluation and compliance with legal provisions C hapter 6.2
4.5.3 Nonconformity, correction and preventative measures C hapter 6.3
4.5.4 Direction C hapter 6.4
4.5.5 Internal matters C hapter 6.5
4.6 Management Evaluation C hapter 7
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.
Responsibilities of executives, group and department managers at VEGA

Each of the employees mentioned above is urged to make sure his staff have the opportunity to read the UM manual
in the Extranet and explain how the instructions contained therein should be applied.
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 South Germany/Austria Controlling

Human Resources/Apprenticeship/Office Cleaning Certification
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
Marketing/Exhibition Stand Construction

Mr. J. Grieshaber
Technical Services
Central Services
Technical Documentation/Mailroom/Training
Quality and Environmental Representative Ultrasonic/Sonar
IT
Quality Management/Delivery Control Electrodes/Flex
General Maintenance Vibration
Workplace Safety Protection Mechanics
Medical Officer Repair
Environment Pressure Measurement
Mr. Herrmann Electronic Production

(Mr. Schillinger)
Air freight Safety
SMD-Production
Mr. Schillinger Management Officers

(Mr. Faisst)
Packing Department
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 of the Environmental Management Manual

Chapter Topic Status
1 Environmental Management 02
2 General Requirements 02
3 Environmental Policy 00
4 Planning 01
5 Realization and Operation 01
6 Verification 02
7 Management’s Evaluation 00
8 Appendix 00

Release approved:
J. Grieshaber G. Kech

__________________________________________ __________________________________________
(Jürgen Grieshaber, (Günter Kech,
Management Techn. / General Services, Quality Management Marketing, Sales)
Assurance Representative)
Update approved by:
23.09.2015
__________________________________________
Date
B. Storz
__________________________________________
(Bernd Storz, Environmental Management Officer)
VEGA UM manual 7
Modification List
Chapter Status Modification
1 02 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
The history of VEGA

C ompany location
2.2 Company Presentation
C ompany presentation
The company‘s guiding principle
Environmental management
Area of applicability
VEGA UM manual 9
2.1 Introduction
The history of VEGA

VEGA was founded by Bruno Grieshaber in Wolfach in 1959 as a sales company for electronic instruments and
systems. In the beginning, VEGA carried out contract production for the companies Jentsch and Dual (radios and
record players).
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.
"Electronic level measurement"

and
"Electronic process and differential pressure measurement"
The mainstays of our activities are requirement analysis, conception, development,

design engineering, production and intensive application consulting as well as the
marketing of our products.
Managing Director Jürgen
Grieshaber
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
C apacitive and piezoresistive based methods of process pressure and differential

pressure measurement were later added.
Managing Director Günter Kech
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
This chapter describes VEGA’s environmental policy. The area of applicability

extends to all VEGA instruments.
The environmental policy covers all activities of the company and takes effect
both within the company and externally in contacts with the public and
authorities as well as customers, suppliers and subcontractors. It is obligatory
for all employees of the company and is made known to them through the
ERFA meetings and the house magazine "VEGA EXPRESS" and to new
employees during the training phase (Procedure Instruction 18-01 Training).
The environmental policy is drawn up by management with the involvement of

the employees, reviewed once a year within the context of the Management
Review and updated and changed when necessary. It is published in the
environmental report and in that way made accessible to the public.
Documents to UMH C hapter 3. Environmental Policy

Environmental policy of Declaration by Management
VEGA
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
4.2 Legal Obligations and Other Requirements
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
4.3 Environmental Objectives
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
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").
Indirect environmental aspects

C onsequences that result only indirectly from the activities, products or services of an organization are called indirect
environmental aspects. They can be the result of interactions with third parties and can be influenced only very little,
or perhaps to a certain extent, by the company. The environmental officer summarizes the indirect environmental
aspects in the central list "Areas C onnected with Environmental Aspects" ("UWA list") and supplements or changes
them when necessary.
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.
Documents to UMH C hapter 4.1 Environmental Aspects

VA-no.: U21-05 Ascertainment of Environmental Aspects
VA-no.: 06-01 Materials Management
Environmental aspects UWA list
VA-no.: U21-02 Building Projects, Renovation Measures, New C onstruction
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.
Area of responsibility Responsible officer Assistant UM UZ Management Building

Input upon change of legal titles d i
Input upon change of other requirements d
Decision "Is it relevant to the company?" e
Identify requirements d
Update schedule of legal requirements m
Modifications to procedures? d
C hange request (i)d m
Assessment upon change of legal title d (i) (i) (i)
Assessment upon change of other requirements d
Assessment upon release of new legal titles d
Assessment upon release of other new requirements d
Documentation of the assessment results m d+i
Input upon arrival of new building permits i d
Execution of inspections, audits, ... d m m
Decision regarding implementation d i
Update permit register d+i

e --> Decision-making responsibility d --> Implementation responsibility m --> Participation responsibility i --> Must be
informed
Assessment of legal compliance and maintenance of schedule of schedule of legal requirements

The company officer determines the legal framework that applies to his area of responsibility, and whether or not
VEGA complies with it.
The exact responsibilities are regulated within the schedule of legal requirements (column "Responsibility").
The review has to take place immediately after the announcement of a change in legislation or once a year (in the
1st quarter)
The result is documented in the form "Processing of Legislation C hanges" and sent to QM assistant to be documented
in VEGA’s schedule of legal requirements.
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.
Assessment and documentation of changes to other requirements

The "other requirements" relevant to VEGA are the regulations, rules and information of accident prevention &
insurance associations.
Assessment and documentation will be carried out as outlined above in chapter "Assessment of legal compliance and
maintenance of schedule of legal requirements".
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.
Documents to UMH C hapter 4.2 Legal Obligations and Other Requirements

Assessment of law Appraisal of C hanges to Legal and Other Requirements
amendments
Processing of Legislation
Changes
Schedule of Legal
Provisions
Schedule of Approvals
Specialist officers … of VEGA
VA-no.: 05-02 Technical C hange Management
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
The goal setting process

The environmental panel, consisting of UB, UMB, SiFa as well as the fire protection officer and representatives of the
departments Building, Electrical, Manufacturing, Mechanics and Quality Assurance, evaluates and updates the index
of special environmental effects once a year. The appraisal is carried out prior to the revision of the environmental
goals at the beginning of a new fiscal year. In this appraisal step, the environmental officer is responsible for
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.
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.

Emissions into the atmosphere
Normal case Accident/ emergency
C ontrolled emissions Unchecked emissions
System/ area of activity VbF room VbF room
Affected area -- VbF room and adjacent areas
Implemented measures as emergency -- Regular check of storage quantities with
precautions regard to necessity.
Execution of a maximum quantity list.
Quarterly checks of VbF storage.
Installation of a ventilation system.
Planned measures as emergency -- --
precautions

System/ area of activity Fire on company premises Fire on company premises
Affected area -- Entire company
Implemented measures as emergency -- Area-wide equipment with a fire
precautions reporting system.
Education and regular training of first
responders
Planned measures as emergency -- Training for fire protection helper in 3-
precautions year course

System/ area of activity WIG i.e. laser welding, soldering WIG i.e. laser welding, soldering
Affected area Welding systems in the individual --
segments and adjacent workplaces
Implemented measures as emergency Purification of the air through exhaust --
precautions ventilation.
Regular servicing of exhaust
ventilation system or exchange of
filters.
precautions

System/ area of activity Hazardous materials use Hazardous materials use
Affected area/ areas Storage and areas where hazardous Storage and areas where hazardous
materials are used materials are used
Implemented measures as emergency Regular checks to determine where Exhaust ventilation installed where
precautions substitution is possible. necessary.
Reduction of hazardous materials
diversity through standardization.
precautions
Normal case Accident/ emergency

C ontrolled emissions Unchecked emissions
Environmental effect Fire on company premises
Facility Unspecified
Operating state Accident/ emergency
Affected area/s Entire company
Possible measures Area-wide equipment with a fire reporting system.
Training of the fire helpers.

Environmental effect Fire in the "VbF storage"
Facility VbF storeroom
Operating state Accident/ emergency
Affected area/ areas VbF storage and adjoining areas
Remarks Regular check of storage quantities with regard to necessity
Possible measures Execution of a maximum quantity list.
Quarterly checks of VbF storage.

Environmental effect Hazardous materials use
Facility Storage and areas where hazardous materials are used
Operating state Normal
Affected area/ areas Entire company
Possible measures Regular checks to determine where substitution is possible.
Type reduction through standardization.
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.
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
Possible measures No water intensive production processes --> circulation processes
Solid and other waste, particularly dangerous waste

Environmental effect Dangerous waste
Facility Storage and areas where hazardous materials are used
Affected area/ areas Entire enterprise
Possible measures C ontinuous reduction of ÜB waste (in need of monitoring)

Environmental effect Disposal security
Facility Waste disposal from all departments
Possible measures Exclusive commissioning of waste management companies

Environmental effect Waste separation
Facility Waste disposal from all departments
Possible measures Increase utilization quota of waste

Environmental effect Packing
Facility Packing waste from shipping
Affected area/ areas Shipping
Possible measures Increase use of reusable packaging/ paper packaging instead of packaging of plastic
and composite materials
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
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
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
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
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
Possible measures Reduce heating energy requirements. Replace fossil fuels with renewable energy
sources.
Emission of heat, noise, odours, dust, concussions and optical effects

Environmental effect Emission of soldering flux
Facility Odour emissions through released soldering flux at hand soldering benches
Affected area/ areas Manufacturing, repair, laboratory
Possible measures Install filters at hand soldering benches

Environmental effect Heat emission
Facility Soldering machine, reflow oven, compressor, climatic chambers
Affected area/ areas Manufacturing
Possible measures Utilize waste heat via heat exchangers
Effects on certain areas of the environment and on ecosystems

Environmental effect None
Facility None
Operating state --
Affected area/ areas --
Possible measures None
Documents to UMH C hapter 4.3 Environmental Objects

Approved Environmental
Objects
VA-no.: U21-04 Environmental Objectives, Environment Programme, Environmental Report
VEGA UM manual 21
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
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:
- Minutes of the environmental panel

- Program of the previous year
- Lists of the Input-Output Analysis:
- Paper & resources

- Water
- Waste
- Energy
- Exhaust air
- C ompressed air
- Balance sheet account
- Input overview
- List of critical substances
- List UWA
- 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
Documents to UMH C hapter 4.4 Environmental Program

Input Output Analysis Waste
Input Output Analysis Exhaust air
Input Output Analysis Balance sheet account
Input Output Analysis C ompressed air
Input Output Analysis Energy
Input Output Analysis List of critical substances
Input Output Analysis Paper & resources
Input Output Analysis Water
Environmental program Environmental program / environmental panel minutes
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
5.1 Resources, Tasks, Responsibility and Authority
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
5.6 Operational Control
Objective
C ompetences
Environmentally relevant operational control
Related documents
5.7 Emergency Precautions and Hazard Management
Objective
C ompetences
Emergency precautions
Emergency measures
Related documents
24 VEGA UM manual
5.1 Resources, Tasks, Responsibility and
Authority
Objective and scope

This chapter serves to define and describe responsibilities and authorizations
and the relationships between employees in key functions of company
environmental protection.
The area of applicability extends to all VEGA instruments.
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
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.
Documents to UMH C hapter 5.1 Resources, Tasks, Responsibility and Authority

Organization chart with VEGA’s organizational structure
names
Job description Fire protection officer
Job description Environmental officer
Job description Environmental management officer
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.
Training and instruction for new employees

The respective supervisor is responsible for the training and instruction of new employees. For this there is a
guideline, Training and Instructing, issued by the personnel department, that lays out all organizational and some
content-related points. Human resources management assumes the organizational task together with the supervisor,
a godparent and the employee to be trained. The details are regulated by the procedure instruction 18-01 Training as
well as the check list Training and Instructing. The extent of the instruction for the areas of quality management,
environmental management, fire protection and work safety is defined here.
Annual instruction for employees

All employees have to be instructed every year about fire precautions as well as work safety and, if necessary, about
hazardous materials. The specialist for work safety (SiFa) checks the instruction checklist for adequacy and up-to-
dateness at least once a year. In this he is supported by the environmental officer. All sales employees have to be
instructed on export control responsibilities at least once a year. In particular these deal with:
 relevant embargoed countries, relevant products

 acquisition and evaluation of the usage list, if noted in the offer/order by embargo indicators
 deliveries of nuclear materials or equipment outside Germany are subject to the reporting obligation
 dispatching must be informed about relevant deliveries so that it can comply with the reporting obligation
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".
Documents to UMH C hapter 5.2 Training

VA-no.: 18-01 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.
Training and instruction for new employees

The respective supervisor is responsible for the training and instruction of new employees. For this there is a
guideline, Training and Instructing, issued by the personnel department, that lays out all organizational and some
content-related points. Human resources management assumes the organizational task together with the supervisor,
a godparent and the employee to be trained. The details are regulated by the procedure instruction 18-01 Training as
well as the check list Training and Instructing. The extent of the instruction for the areas of quality management,
environmental management, fire protection and work safety is defined here.
Annual instruction for employees

All employees have to be instructed every year about fire precautions as well as work safety and, if necessary, about
hazardous materials. The specialist for work safety (SiFa) checks the instruction checklist for adequacy and up-to-
dateness at least once a year. In this he is supported by the environmental officer. All sales employees have to be
instructed on export control responsibilities at least once a year. In particular these deal with:
 relevant embargoed countries, relevant products

 acquisition and evaluation of the usage list, if noted in the offer/order by embargo indicators
 deliveries of nuclear materials or equipment outside Germany are subject to the reporting obligation
 dispatching must be informed about relevant deliveries so that it can comply with the reporting obligation
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".
Documents to UMH C hapter 5.2 Training

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
Publications initiated by VEGA

To deepen communication with interested parties, the environmental officer prepares an environmental report every
four years in cooperation with the environmental team, in which the environmental policy and the environmentally
relevant activities of the company are briefly described and in which the environmental performance of the company
is discussed. Selected indicators from the annual Input-Output Analysis (Procedure Instruction U21-05 Ascertainment
of Environmental Aspects) are consulted for this. The concluded and planned measures in the area of environmental
protection are also listed (environmental goals, Procedure Instruction U21-04 Environmental Objectives, Environment
Programme, Environmental Report).
This environmental report is delivered on request to interested parties by the PM department or the environmental
officer. Some copies are also made available to the tourism office or the municipal authority. In-house employees
are informed by the environmental officer about environmentally relevant aspects through information in the ERFA
meetings, articles in VEGA Express and memos or through direct inquiries to the environmental officer (e.g.
environment-oriented performance, indicators regarding resource optimization, reduced use of hazardous materials,
environmental protective measures, environmental policy, environmental goals, environmental program, results of
executed audits, appraisal by topmost management, etc.).
Procedure for internal enquiries

When VEGA employees have environment-related questions, they must turn to the environmental officer. The
information provided by him must not leave the company, however. When inquiries come from outside the company,
sub-item 5.3.3 of this chapter applies. The environmental officer is also the contact person for employees who have
suggestions or concerns on environmental topics. He evaluates all contributions of the employees (if necessary in
cooperation with the environmental management officer) and informs the individual submitter about the results of the
assessment. If they receive a positive evaluation, the suggestions of the employees can also be incorporated into the
environmental goals (UMH C hapter 4.3).
Procedure for normal external enquiries

Normal external enquiries by residents or other interested parties are answered by the PM department, who uses for
this purpose the environmental report and/or appropriate product info booklets, operating instructions manuals,
brochures and other information media (e.g. Internet). If the inquiry cannot be satisfactorily answered with these
materials, the environmental officer must be consulted.
Procedure in case of disruptive incident

If, at the occurrence of an environmentally relevant disruptive incident, an employee is in a position to perform
first aid on affected persons or contain the source of danger, then he is obligated to do so immediately! The rescue
services must be informed in case there is further danger for persons. In addition, the employee is obliged to inform
the environmental officer immediately. He in turn informs management about the occurrence.
Management decides on the extent of the measures that need to be taken to inform the competent authorities and, if
necessary, other interested parties (e.g. press, local residents, ...). If it so chooses, management can assign the
environmental officer to carry them out. In case management cannot be reached, the environmental officer decides
on how to inform the competent authorities. The environmental officer is not authorized to issue information about
the disruptive incident to interested parties. This is the job of management alone and is carried out promptly as soon
as management is informed.
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):
Fire department Schiltach 112 Equipment depot: (07836) 2225

Police 110
Ambulance 112
Hospital Wolfach (07834) 970-0
C ompany doctor Mrs. Hahn-Finkenzeller (07681) 17903
Environmental Protection Bureau RW (0741) 244-440
Nature Protection Board / (0741) 244-0
C onstruction/Factory Inspectorate RW
Municipal administration (07836) 58-0
Sewage plant Schiltach (07836) 58-31
Documents to UMH C hapter 5.3 C ommunication

VA-no.: U21-01 Emergency Precautions and Hazard Management
28 VEGA UM manual
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.
Environmental management system

The VEGA environmental management system encompasses all activities that are necessary to guarantee continuous
improvement of VEGA’s environmental performance.
The VEGA environmental management system is obligatory for VEGA Schiltach, including the respective suppliers.
The systematics of the VEGA environmental management system are based on ISO 14001 norm. It encompasses the
systematic investigation of all methods and procedures in the form of instructions as well as the monitoring and
correction of the measures specified for improving environmental performance. These measures and investigations
are constantly updated by the environmental management officer and the environmental officer. These two officers
carry out the required investigations continuously and initiate the appropriate measures. They also function as
competent contact persons for all areas of the company when it comes to environmental issues.
UM Environmental Management Manual

The most important reference document for the development and maintenance of the UM system is called
"Environmental Management Manual", or in short "UM Manual".
The UM manual contains:
 VEGA‘s environmental policy

 UM principles
 UM competences
 UM procedure instructions or comments on them
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.
QM instructions are described in the QM manual

UM instructions are described in the UM manual
The layout of the QM/UM documentation is described in the following diagram:
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.
Environmental management manual

The environmental management manual is a general description of the elements of the ISO 14001 norm, specially
tailored to the company VEGA. These include, for example, training, communication, workflow direction, emergency
UM procedure instructions
precautions and measures. C ompetences and responsibilities are also mentioned in it.
These procedure instructions are detailed descriptions of how the elements and requirements of the environmental
management manual are realized and implemented. To reduce the red tape as much as possible, existing QM
procedure instructions were extended and adapted whenever possible for this and only in a few exceptions were new
procedure instructions created. UM procedure instructions are numbered according to the scheme "U21 xx", in which
xx
UMrepresents
procedure theinstructions
respective number of the procedure instruction.
These procedure instructions are detailed descriptions of how the elements and requirements of the environmental
management manual are realized and implemented. To reduce the red tape as much as possible, existing QM
procedure documents
Resulting instructions were extended and adapted whenever possible for this and only in a few exceptions were new
These are for
procedure example the
instructions different
created. overviews,instructions
UM procedure cadastres, data collectionsaccording
are numbered and evaluations, the input/output
to the scheme "U21 xx", in which
analyses, checkthe
xx represents lists, servicingnumber
respective schedules, etc.
of the procedure instruction.
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".
Documents to UMH C hapter 5.4 Management Systems

VA-no.: 02-01 QM Documentation
30 VEGA UM manual
VEGA UM manual 31
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:
 approved by authorized staff

 released and made available in the areas in which the information is needed
 revised for the purpose of carrying out required checks
 removed if they are out of date
 located so that the current version can always be found in the intranet
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.
Competences, storage duration

The competences and the storage duration are clearly regulated in the procedure instruction 16-01 Storage
of Records and Documents.
Any employee who carries out or stores records is always responsible for the proper handling of the records.
Form of the records

The quality records are created in a form that makes identification and assignment to the product possible at any
time.
The environmental records make assignment to the corresponding environmental aspect possible at any time.
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.
Documents to UMH C hapter 5.5 Management of Documents and Data

VA-no.: 16-01 Storage of Records and Documents
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
Environmentally relevant procedure control

As a rule, the control of environmentally relevant processes is defined in procedure instructions. The following
processes in particular are thus defined:
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
Building Projects, conversions and renovations

Procedure Instruction U21-02 Building Projects, Renovation Measures, New Construction
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.
Transport & logistics

Due to its logistically unfavourable location, VEGA is forced to use truck transports. It has to engage the services of
several different logistics companies. For this reason, this point is not regulated in more detail in a procedure
instruction.
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.: 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
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.
Documents to UMH C hapter 5.7 Emergency Precautions and Hazard Management

Notices Overview of environment and work safety relevant notices
First responders (to fire
and other emergencies)
Ground floor
1.Floor
2.Floor
3.Floor
4.Floor
5.Floor
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
6.1 Monitoring and Measurement of Environmentally Relevant Processes
The reason for monitoring and measuring environmentally relevant processes

Environmentally relevant checks
Test equipment monitoring
Related documents
6.2 Evaluation of Compliance with Legal Provisions
Objective
C ompetences
Appraisal and documentation of modifications to legal titles
Appraisal and documentation of modifications to other requirements
6.3 Corrective Measures
Objective
C ompetences
Meetings called at short notice
Documentation of errors that concern the environmental management system
Environmental management corrective measures
Related documents
6.4 Management of Quality and Environmental Records
Objective
C ompetences and safekeeping period
Form of the records
Archiving
Related documents
6.5 Internal Audits
Objective
C ompetences
Execution
Measures
Documentation
Related documents
VEGA UM manual 37
6.1 Monitoring and Measurement of
Environmentally Relevant Processes
The reason for monitoring and measuring environmentally relevant processes

All necessary checks for monitoring activities and processes with possible environmental effects in the company are
planned, carried out according to defined test procedures and documented. The implemented test instruments are
registered, checked and labelled. This provides complete proof of the fulfilment of all legal and company-set
requirements on the monitoring of actual and possible environmental effects.
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.
Test equipment monitoring

The testing instruments required for the environmentally relevant checks are subject to test equipment monitoring.
The procedure for this is regulated in the Procedure Instruction 11-01 Test Equipment Monitoring.
Documents to UMH C hapter 6.1 Monitoring and Measurement of Environmentally Relevant Processes
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.
Area of responsibility GL UZ QS UB SiFa BB

Appraisal in case of changes to legal titles m d m
Appraisal in case of changes to other requirements m d m
Appraisal in case of new release of legal titles m d m
Appraisal in case of new release of other requirements m d m
Documentation of the appraisal results m m d m
Execution of inspections, audits, ... m (d) d (d) (d)
Appraisal and documentation of modifications to legal titles

The procedure for maintaining the Schedule of Legal Provisions is described in chapter 4.2 of the manual. To be able
to evaluate modifications to legal titles, the Internet, technical literature (Environmental Service of the IHK, the
magazine "Environment", ...) as well as e-mail newsletters are regularly used as aids to keep up to date on the
subject. The appraisals of modifications are documented in the law registry. If legal modifications relevant for VEGA
are mentioned in the sources mentioned above, they are brought up at the next possible environmental panel
meeting or discussed with the environmental management officer, the environmental officer, the fire safety
engineer or the work safety officer.
The Schedule of Legal Provisions is checked for changes at least once every year!
The changes relevant for VEGA are an important component of the management appraisal prepared once a year for
management.
Appraisal and documentation of modifications to other requirements

The "other requirements" relevant for VEGA are the rules and regulations of the Accident Prevention & Insurance
Association as well as the information provided by it.
This appraisal and documentation is combined with the evaluation of compliance with laws described in chapter 6 and
also documented in the Schedule of Legal Provisions.
Documents to UMH C hapter 6.2 Evaluation of C ompliance with Legal Provisions

amendments
Schedule of Legal
Provisions
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
Meeting called on short notice

If the cooperation of several departments is necessary for a corrective action, a quality meeting is called by the QA
department at short notice.
The objective is to discuss the difficulties and initiate appropriate measures.
The resulting decision is supported by all participants.
A representative of the QA department takes the minutes of the meeting.
The chairmanship of the meeting is also assumed by a QA representative.
Beside the regularly scheduled environmental panel meetings, the environmental officer can call additional
environmental panel meetings at short notice.
The environmental panel consists of UB, UMB, SiFa as well as representatives from the departments Building,
Electrical, Manufacturing, Mechanics and Quality Assurance; if necessary, further persons are invited to participate.
In these short-notice meetings, concrete problems that endanger e.g. the company’s environmental performance,
legal certainty and compliance with environmental goals or other environmental processes are addressed.
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.
Environmental management corrective measures

The environmental officer checks at least once a year during the preparation of the environmental report or the
continuation of the Input-Output Analysis whether the legal requirements, the company’s own environmental goals
and the other environmentally relevant agreements (e.g. environmental program) of VEGA were adhered to. If
deviations show up here, the environmental officer is responsible for finding the reasons for non-compliance/failure
to reach the goals and eliminating the error source where possible.
For this purpose he sets new environmental goals in coordination with the other departments and under special
consideration of the goals not reached. However, compliance with the valid laws has topmost priority here. The
environmental officer is responsible for tracking the progress of the initiated measures and guaranteeing, under full
consideration of all environmental-economical aspects, that the environmental goals are fulfilled. Documentation of
the deviation, the resulting corrective measures as well as the proof of the effectiveness of the corrective measures
is carried out by the environmental officer.
Documents to UMH C hapter 6.3 C orrective Measures

QM Order Form
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.
Competences and storage duration

The competences and the storage duration are clearly regulated in the procedure instruction 16-01, Storage of
Records and Documents. Any employee who carries out or stores records is always responsible for the proper
handling of the records.
Form of the records

The quality records are created in a form that makes identification and assignment to the product possible at any
time.
Archiving
The documents are stored so that they do not get damaged or otherwise impaired.
Documents to UMH C hapter 6.4 Management of Quality and Environmental Records

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.
Documents to UMH C hapter 6.5 Internal Audits

VA-no.: 17-01 Internal Audits, External Audits
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:
 particularly striking indicators from the Input-Output Analysis

 particularly striking indicators from the balance sheet account
 changes to existing or new environmental aspects of VEGA
 changes to the Schedule of Legal Provisions
This evaluation serves to guarantee the efficiency of the existing

environmental system.
Competences
Area of responsibility GL VT PM EW EK IM FT UMB UB SiFa ZW
Evaluation UMS e d m (m)
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:
· Status of environmental goals

· Results of the audit
· Results of Input-Output Analysis
· Environmental indicators
· Enterprise relevant changes to laws
· C oncerns of relevant interested circles
· Results of inspection tours/industrial accidents
· Suggestions for improvement
· Annual company medical reportht
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.
Documents to UMH C hapter 7. Management’s Evaluation

VEGA UM manual 43
8. Appendix
8.1 Documents to UMH sorted by name
8.2 Documents to UMH sorted by chapter
8.3 Department abbreviations QMH and UMH
44 VEGA UM manual
8.1 Documents to UMH sorted by name

amendments
1.Floor
2.Floor
3.Floor
4.Floor
5.Floor
Ground floor
Changes
Objects
names
Schedule of Legal
Provisions
VEGA
VA-no.: 05-01 Factory C ertifications / Acceptance Test C ertificates
VA-no.: 05-03 Product Documentation
QM Order Form
VEGA UM manual 45
8.2 Documents to UMH sorted by chapter
Documents to UMH C hapter 1. Environmental Management System

names
Documents to UMH C hapter 3. Environmental Policy
VEGA
Documents to UMH C hapter 4. Planning
amendments
Changes
Objects
Schedule of Legal
Provisions
VA-no.: 05-02 Änderungswesen
Documents to UMH C hapter 5. Realization and Operation
1.Floor
2.Floor
3.Floor
4.Floor
5.Floor
Ground floor
names
VA-no.: 05-03 Product Documentation
46 Documents to UMH C hapter 6. Verification VEGA UM manual
amendments
Schedule of Legal
Provisions
QM Order Form
Documents to UMH C hapter 7. Management’s Evaluation
VEGA UM manual 47
UM-manual-EN-151214
VEGA Grieshaber KG Phone +49 7836 50-0

Am Hohenstein 113 Fax +49 7836 50-201
77761 Schiltach E-mail info.de@vega.com
Germany www.vega.com

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UM manual

1. Environmental Management System

1.1 Organization UMH

4.1 Environmental Aspects

5. Realization and Operation

5.1 Resources, Tasks, Responsibility and Authority

6.1 Monitoring and Measurement of Environmentally Relevant Processes

Objective, C ompetences, Procedure

1.1 Organization UMH

1.2 Organization Chart

1.3 Release of the Environmental Management Manual

1.4 Modification List

ISO 14001 Requirements in UMH chapters

Responsibilities of executives, group and department managers at VEGA

Sales South Germany/Austria Controlling

Marketing/Exhibition Stand Construction

Quality and Environmental Representative Ultrasonic/Sonar

Quality Management/Delivery Control Electrodes/Flex

General Maintenance Vibration

Workplace Safety Protection Mechanics

Medical Officer Repair

Environment Pressure Measurement

Mr. Herrmann Electronic Production

Mr. Schillinger Management Officers

Release of the Environmental Management Manual

J. Grieshaber G. Kech

Update approved by:

The history of VEGA

2.2 Company Presentation

The history of VEGA

"Electronic level measurement"

The mainstays of our activities are requirement analysis, conception, development,

C apacitive and piezoresistive based methods of process pressure and differential

This chapter describes VEGA’s environmental policy. The area of applicability

The environmental policy is drawn up by management with the involvement of

Documents to UMH C hapter 3. Environmental Policy

4.1 Environmental Aspects

4.2 Legal Obligations and Other Requirements

4.3 Environmental Objectives

4.4 Environmental Program

Indirect environmental aspects

Documents to UMH C hapter 4.1 Environmental Aspects

Area of responsibility Responsible officer Assistant UM UZ Management Building

Assessment of legal compliance and maintenance of schedule of schedule of legal requirements

Assessment and documentation of changes to other requirements

Documents to UMH C hapter 4.2 Legal Obligations and Other Requirements

The goal setting process

Index of special environmental effects

Index of special environmental effects

Normal case Accident/ emergency

Solid and other waste, particularly dangerous waste

Emission of heat, noise, odours, dust, concussions and optical effects

Effects on certain areas of the environment and on ecosystems

Documents to UMH C hapter 4.3 Environmental Objects

- Minutes of the environmental panel

- Paper & resources

Documents to UMH C hapter 4.4 Environmental Program

5.1 Resources, Tasks, Responsibility and Authority

5.4 Management Systems

5.5 Management of Documents and Data

5.6 Operational Control

5.7 Emergency Precautions and Hazard Management

Objective and scope