Q1: Do I have to write all the PERS documents in English or can I do it in my own language?

A1: Only in English please, otherwise we cannot review them at this stage.

Q2: The Forms included in PERS are created for a port that is responsible for the activities in the port area, but our port authority only manages the port area. Can I modify the forms to adapt them to our reality?

A2: The forms are for all types of ports. In the case of a port which has mainly only ‘landlord’ or port authority responsibilities, in the aspect register, for example, there will be fewer significant aspects included in the section referring to the port. Other significant aspects will be listed in the ‘tenants and organisations’ section.

Q3: Can I use the Solutions that I have supplied for Affiliation in my PERS application?

A3: Yes you can, as long as they are not more than 2 years old.

Q4: Do I send the PERS documentation directly to the Independent Reviewer?

A4: No, the information is sent only to the EcoPorts Foundation Secretariat. The Secretariat forwards the information to the independent reviewer and keeps a copy of the application until the review process is finished.

Q5: When I have completed the documents required in PERS and I have sent them to the Foundation, is there a minimum time to wait before the review and the (possible) certification.

A5: The waiting period depends on the work-load. The general set-up is that the Review is conducted within maximum 4 weeks after the documentation is received by the Foundation. There is an additional week involved for the preparation and mailing of the Certificate. So, a successful application will provide you with a PERS Certificate within 3 to 5 weeks.

Q6: How much does the review and certification cost?

A6: The prices are adjusted annually on the 1st of January. Currently, the review costs are 800 Euros.

Q7: What happens if I cancel/postpone a PERS review?

A7: If the review is cancelled or postponed with the initiative of the port within 2 weeks of the scheduled date, the Foundation reserves the right to levy a charge equal to the cost of the review.

Q8: Regarding the list of 5-10 Indicators (PERS Section 1.2), is it necessary that we are already working with indicators and we have results? We have recently developed some indicators but we have not worked with them yet.

A8: Section 1.2.c of PERS requires the identification of 5-10 indicators, but section 1.6 requires reporting on these indicators. If data has not yet been collected for the indicators that you have identified, then please report on other environmental performance information that you have available. These will be reviewed and if necessary some additional information will be asked.

Q9: We are checking our environmental aspects and our main concern is that the tenants and industries inside the port are private companies, so we have identified all the significant aspects associated with them but there are no different port departments responsible for these aspects. Is it possible to include all the significant aspects under the responsibility our ‘Safety & Environment’ department?

A9: No it is not possible. Environmental management is a system where the environment is managed as part of the general management practices of the organization. Environmental impacts are the results of the activities and services of the organization (port, company) and should be managed as part of these activities, products and services. So, it is expected that managers of other departments that are responsible for these activities, products and services, are also mentioned in the PERS system.

Q10: Our port has a big number of tenants; how many of these do you expect to see in our PERS?

A10: Those that contribute to the significant environmental issue in the port.

Q11: Why is it so important to provide the Handbook as we have already sent a lot of information about the Port through SDM and PERS report?

A11: The Port Handbook is actually one of the requirements of PERS (see Appendix 4 – page 39 – point 6). It was put as a requirement to off-set the fact that the Reviewer does not visit the ports, so official publications like the Annual Report and the Port Handbook can give him helpful information. The Port Handbook is an official publication so the reviewer can confirm some of the information supplied.

Q12: What is the relation with ISO 14001 standard?

A12: PERS is based on requirements similar to ISO 14001 and ESPO requirements. However, PERS is specifically designed for port activities which is not the case for ISO 14001. Many ports which applied to PERS used this as a step up towards ISO 14001. Ecoports encourages PERS ports to continue to improve their environmental performance and use the experience and lessons learned by obtaining PERS for further improvement and striving for ISO 14001. For some ports PERS is only a first step towards obtaining ISO 14001, for others it is already a big change of organisational thinking and the early beginning of a process to further incorporate environment into daily operations.

Ecoports also invites ISO 14001 certified ports to actively participate in the Ecoports network and to share their experiences with port authorities which are trying to obtain PERS and/or ISO 14001.

The table below links the PERS paragraphs to the clauses of the 14001 and shows that implemenation of PERS is a step towards ISO 14001 implementation.

PERS requirement	ISO 14001 Clause	Specific part of the clause
1.0 Port profile	N.a.	-
1.1 Policy statement	4.2 Policy	All elements (and more)
1.2 Environmental Aspects and legal requirement	4.3.1 Environmental Aspects 4.3.2 legal and other requirements 4.5.1 Monitoring and measurement	4.3.1/2 Procedures are not compulsory only the output (registers) 4.5.1 part 1
1.3 Responsibilities and resources	4.4.1 Structure and responsibility	part 1 and 2
1.4 Conformity review	4.5.1 Monitoring and measurement 4.6    Management review	4.5.1Last part 4.6 Partly
1.5 Environmental report	4.4.3 Communication (voluntary)	4.4.3 last part
1.6 Best practises	N.a.	-

European ports with ISO 14001 certification include, among others, the port of Stockholm, port of Göteborg, Copenhagen-Malmo port, port of London Authority (in addition to PERS), port of Santander, etc. 

Q 13: When was the methodology last updated?

A 13: The methodology has been reviewed since 2003 but only minor changes were made.

Q 14: What is the lifecycle of PERS : updating, validity, etc...?

A 14: PERS needs to be reviewed after two years.

Q 15: Will Lloyds Register carry out an on-site-visit?

A 15: For the time being a on-site visit is not foreseen (mainly to keep costs of obtaining the certificate as low as possible).

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