Conducting a Waste Reduction Assessment

A waste reduction assessment (sometimes called an "audit") is the process used to identify opportunities for waste reduction. It is the foundation of a waste minimization program, from which all efforts progress.

NOTE: If you are required to conduct a waste minimization assessment under SB14 (see Ch2: Cal/EPA, Dept. of Toxic Substances Control) or by a local agency, be sure to follow the procedures and reporting requirements specified by that program. Use the following information only as supplemental guidance.

The following steps are part of the waste reduction assessment process:

1. Perform a preliminary review of current waste generation patterns and management practices
2. Conduct a facility walkthrough
3. Identify waste reduction opportunities
4. Evaluate and prioritize waste reduction alternatives

An assessment can be as simple or as extensive as resources, time, and commitment allow. (A survey and visual walkthrough may be all that is needed for some facilities, while others may require technical, chemical, and/or engineering analysis.) The point is to use a systematic approach to ensure that all sources of waste generation and opportunities for their reduction are identified and evaluated.

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Very Small Business Option

If you can not conduct a thorough assessment because of very limited time and resources, you can still accomplish much by:

1. reviewing the waste minimization suggestions outlined in Chapter 4, and
2. conducting a facility walk-through (modify the procedures outlined on page 3-6 and the Walkthrough Report to fit your needs).

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STEPS

(1) Perform a Preliminary Review (Form A, Worksheet 1)

The purpose of the preliminary review is to identify and characterize the sources, types, and amounts of hazardous waste generated; current waste management practices; and associated expenses using available records and information. The background information collected will help identify priorities and opportunities for waste reduction. It also provides essential baseline data for later evaluation of program effectiveness. The facility walkthrough will then supplement this information and spot problems or opportunities.

Waste minimization personnel should compile information on all wastestreams generated at the facility. (But if time or money is very tight, focusing on just the major wastestreams is still a good start. See page 3-8 and Worksheet 2 for guidance on prioritizing wastestreams.)

The review should include:

• major solid/liquid hazardous wastes
• air emissions
• wastewater discharges
• and less obvious sources: obsolete/out-dated stock, overspray, evaporative waste, maintenance and cleanup waste, spoiled production runs, spills/container leaks, system leaks (pipes, joints, etc.).

For each wastestream, use the Waste Profile Form (Form A) and identify to the extent practicable the waste's:

1. Physical and chemical characteristics,
2. Sources and quantity of generation, and
3. Current waste management practices

(Potential sources of this information are listed in Information Sources)

Then use the Waste Management Cost Worksheet (WS-1) to determine the current costs of managing each wastestream.

By using these forms, or your own system if you prefer, the information will already be compiled in an organized and consistent manner. Setting priorities and making comparisons will then be easier.

In addition to wastestream details, try to include process descriptions with diagrams showing pertinent aspects of production and waste generation. The more familiarity with these aspects, the better prepared waste minimization personnel will be for the facility walkthrough.

(2) Conduct a Facility Walkthrough (Form B, Form A)

The facility walkthrough should supplement the preliminary review by verifying, correcting, and completing the compiled information. Additionally, observation of the actual waste generating processes should help identify problems areas and potential waste reduction opportunities.

Follow the "life-cycle" of your operations, from delivery of raw materials to shipping of final products or waste. Because of their familiarity with facility operations, it is essential that waste minimization personnel try to look objectively during the walkthrough in order to be able to spot potential problems and opportunities.

Before the walkthrough, become familiar with the general types of waste minimization methods available (discussed in Chapter One) and specific waste reduction practices (outlined in Chapter Four). This preparation may help in identifying opportunities to incorporate some of these ideas.

In addition, it's a good idea to prepare an agenda to follow, and to observe operations at different times if shift changes or other changes in production occur during the course of a day.

During the walkthrough:

1. use the Walkthrough Report (Form B) provided to guide observations;
2. complete information missing from the preliminary review (Waste Profile: Form A);
3. record observations, sketch simple diagrams, and/or photograph operations;
4. talk with employees to clarify actual operational procedures/responsibilities;
5. look for and note:
   • current use/neglect of good housekeeping and operating practices
   • indications of good/poor departmental coordination/communication
   • potential waste reduction opportunities.

After the walkthrough, compare notes to resolve any inconsistencies and complete information gaps from the Waste Profile and Walkthrough Report.

(3) Identify Waste Reduction Opportunities (Form C)

The walkthrough should have highlighted various waste reduction opportunities. A brainstorming session can be an effective means to identify those opportunities and generate other ideas. List all possible opportunities regardless of technical or economic feasibility, and encourage innovative ideas. Try not to prejudge ideas - they will be evaluated later.

Additional sources of ideas include:

• Chapter 4 (Specific Waste Reduction Practices) and the resources listed in Appendix A
• Equipment vendors, trade associations, and members of your industry
• Articles in technical magazines, trade journals, and government reports
• Consultants experienced in waste minimization for your industry

Emphasize good operating and "housekeeping" practices and other source reduction measures that prevent waste from being generated in the first place. These measures generally do the most to reduce costs and regulatory burdens.

Make a complete list of the waste reduction opportunities identified and, for each alternative, fill in Part I of the Waste Reduction Option Summary (Form C).

(4) Evaluate and Prioritize Waste Reduction Alternatives (Form C, Worksheets 2, 3, 4, 5)

The final and most challenging phase of assessment involves evaluating and prioritizing waste reduction alternatives for immediate, short-term, and long-term attention.

The number of alternatives selected and their order of priority will depend on the resources available and other priorities of your firm. A clear understanding of the time and money that management has allocated for implementation of alternatives is needed in order to make appropriate recommendations.

Initial Screening

Screen your list of options to determine which should be evaluated. It may become obvious that some options should be deleted from further consideration right now. (e.g. You absolutely cannot afford large capital expenses or disruption of service/production right now; you know certain options would meet extreme resistance; etc.) Don’t be too hasty. Often initially expensive options will save money and other obstacles may be overcome with a little thought and effort. Note why you chose not to consider any option in Part II of its Summary (Form C) and save this information for future reference. (Appendix B lists sources of financial assistance).

You also can set some initial priorities. Some waste minimization options are obviously easier and less expensive to implement than others. For example, planning to eliminate waste before it enters your business and other good housekeeping measures that require little, if any, capital expenditure, technical resources, or disruption of operations should be readily approved and implemented as soon as practical. Consider these options initial priorities and check the "Immediate" Priority Rating in Part II of its Summary (Form C).

Evaluate Remaining Alternatives

After this initial screening, prioritize the remaining alternatives using the following evaluation suggestions and forms. Some evaluation criteria may be more important than others to your firm. Take into account the unique concerns of your firm by giving more weight to the criteria which reflect those concerns.

Wastestream Evaluation:

One criterion which can be used in prioritizing alternatives is whether a waste reduction option addresses a high, medium, or low priority wastestream. Prioritizing wastestreams can also focus efforts (during walkthrough and subsequent evaluation) if limited resources prevent addressing all wastes at once. Use Worksheet 2 as a guide to help you determine which wastestream(s) should be assigned high, medium, or low priority:

1. Copy Wastestream Priority Worksheet (WS-2) and answer the questions for each wastestream you generate.
2. Refer to the Waste Profile (Form A) and Waste Management Cost Worksheet (WS-1) completed previously to help you answer the questions.
3. Follow the instructions at the bottom of the worksheet to weight criteria and determine a final "score." (Be sure to weight the same criteria for each wastestream evaluated.)

Compare the "scores" of each wastestream evaluated. In general, the more 4s in the shaded area (the higher the "score"), the more benefit can be gained by reducing the wastestream. Based on this evaluation, group wastestreams into categories of (1) high, (2) medium, and (3) low priority.

Evaluating Waste Reduction Alternatives:

Although cost-effectiveness and technical feasibility are often the major factors affecting waste reduction decisions, many other issues can impact your decisions as well. Evaluation Worksheet 3 lists questions which will heighten your awareness of these issues and help you determine the initial suitability of an alternative.

1. Copy Worksheet 3 and answer the questions for each waste reduction option being evaluated.
2. Based on your answers, does the option appear to be a potential candidate for implementation?
3. If yes, proceed with the technical and economic evaluations as necessary. If no, record why in Part II of the Summary (Form C).

Depending on your resources and the particular option under consideration, economic and technical evaluations can be fairly brief or in-depth. Be thorough when considering alternatives requiring significant expenditures and technical modifications.

Technical Feasibility:

Use the questions on the Technical Feasibility Worksheet (WS-4) to help you identify serious issues which could prevent you from implementing a particular option. Based on your answers, give each option a technical feasibility rating of "good," "average," or "poor."

Economic Feasibility:

Reducing or avoiding present and future costs associated with waste treatment, storage, transportation, and disposal is a major goal of any waste minimization program. Sometimes ignored in the past, these costs continue to rise and are critical elements of the economic evaluation.

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Waste reduction projects often pay for themselves through direct and indirect long-term cost savings. In cases where the option itself introduces new waste management costs, more extensive analysis may be required to determine whether there is a net savings or expense.

Use the Economic Feasibility Worksheet (WS-5) and Waste Management Cost Worksheets (WS-1) to determine the cost-effectiveness of each waste reduction option being evaluated.

Even if an option is not cost effective, you may still consider implementation if it will help you meet regulatory requirements.

Record your technical and economic feasibility ratings in Part II of the Summary (Form C). Based on the results of all three parts (general potential, economic feasibility, technical feasibility), group alternatives for (1) immediate, (2) short-term and (3) long-term action, and prioritize within each category. Make a listing of all options in their final order of priority.

Complete Part II of the Waste Reduction Option Summary (Form C) to record your findings. If applicable, note why any alternative was considered not feasible.

Look over the evaluations and make any necessary corrections. Provide all affected employees (or departments in larger firms) with the final priority listing and Summary forms for review and comment. Make appropriate changes to ensure the practicality and acceptance of selected options, and share the results with all employees.