Introduction

This is a practical guide designed to guide your company through each phase of EPD (Environmental Product Declarations) implementation, from preparation to full integration and maintenance. By following this guide, you will learn how to engage your team, collect and analyze the necessary data, choose the right EPD solution for your business, and ensure that all systems and processes are optimally aligned for maximum efficiency and value.

Whether you are a decision maker in a large organization or run a smaller business, this article will give you the knowledge and tools you need to make EPD an integral part of your company’s sustainability strategy. Through clear explanations and step-by-step guidance, we will help you translate theory into practice, ensuring that your business not only complies with today’s standards, but is also equipped for tomorrow’s challenges.

EPD and its Relevance

Environmental Product Declarations (EPDs) represent a cross-border approach to environmental documentation, which enables companies to measure, document and communicate the environmental impact of their products or services throughout their entire life cycle. Based on a life cycle analysis (LCA), which assesses impacts from cradle to grave, the EPD offers a transparent, quantifiable and comparable presentation of environmental performance.

The purpose of the EPD is not only to deliver environmental documentation, but also to strengthen the company’s commitment to sustainability through reliable and verifiable information. This process begins with the collection of detailed data on raw materials, energy consumption, direct and indirect emissions, and ends with waste treatment (recovery, recycling, landfill). The information is then compiled into an EPD, which describes the product’s environmental profile in a standardized way.

In a world where environmental regulations are becoming increasingly strict, EPD can help companies ensure compliance with national and international environmental standards and laws. This can be particularly important for companies that operate internationally or in highly regulated sectors. In Norway, climate and the environment will be weighted by at least 30% from 1 January 2024 in public procurement. We think other countries will follow Norway in the following years.

Something that must be decided early in the project is whether your company needs one or more EPDs. If you have several products that need EPD, or a product that is in continuous improvement, it may be that an EPD generator is the right solution for you. An EPD generator is both time- and cost-saving.

If you only have one product and it is also static, it may be that having a single EPD prepared is the right thing for you.

We have created a guide for the implementation and use of EPD described as a process over six steps. This guide is written for businesses that need an EPD generator. Below we describe each step.

First Step: Preparation and Planning

The preparation phase depends on how far your company has come with its environmental work and the insight you have internally. If you start with blank sheets, you should start by getting an overview and basic knowledge. Most change processes go easier with many small steps in the right direction.

If you have deep insight into EPD, you can start directly with the goal-setting and planning work.

Internal Commitment:

The first step is to ensure internal commitment, especially from management and key personnel. Getting top management on board is essential, as their support not only ensures necessary resources, but also signals to the entire organization that the EPD initiative is a prioritized strategic effort. Internal ambassadors for the project should be identified – individuals who can influence and motivate others, and who can help drive the change through the organisation.

Resource Allocation:

Careful assessment of the necessary resources must follow. Time, finances and human resources must be mapped. Establishing a realistic timetable that reflects the organisation’s capacity is critical. The budget must also adequately reflect the costs of the implementation, including expenditure on software, training and possible consultancy support. It is important to identify which team members will be directly involved in the implementation process, and to ensure that they have the necessary time and expertise.

Define goals:

The objectives of the EPD implementation must be clear and measurable. This usually involves more than just “implementing an EPD”; it may include specific objectives such as improving the environmental performance of certain products, meeting regulatory requirements, or improving the company’s sustainable image/reputation. These goals must be SMART (Specific, Measurable, Attainable, Relevant, Time-bound), and they must be communicated clearly throughout the organization.
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Second Step: Choosing the Right EPD Solution

When the preparations are in place, and the goals for environmental documentation are clearly defined, the next step is to choose the EPD solution that best meets the company’s needs. This step is crucial, as it will affect how efficiently and smoothly the implementation process will proceed.

Consider options:

A thorough assessment of available EPD tools and services is recommended. The market offers a wide range of solutions, from advanced software packages to specialized services offering tailored data collection and reporting. It is important to explore several options to understand their features, ease of use, cost effectiveness and how they integrate with existing systems. Assessments from other users and case studies can provide insight into how different solutions have worked in practice.

Adaptation to the company’s needs:

The essential thing is to match the company’s unique requirements with the functionality of the EPD tool. Businesses must consider several factors, including:

Scalability: The ability to handle growth in product volume or expansions in product lines.

Compatibility: Integration with existing IT infrastructure and databases.

Customer Support: Access to customer support, training resources and maintenance services.

Custom Reports: The flexibility to generate reports that satisfy specific internal or external requirements.

Updates and maintenance: Regular updates to ensure that the solution keeps pace with changes in environmental standards and legislation.

The choice of EPD solution must be an informed choice, based on a thorough understanding of the company’s current and future needs. A well-chosen solution will be one that not only meets the company’s requirements today, but can also grow and adapt as the company’s sustainability goals develop.
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Third Step: Data Collection and Analysis

Designing an EPD requires the collection of extensive data.

What data will you collect?

At an overall level, there is data that includes information on raw materials, energy and water consumption, emissions to air and water, waste generation, as well as transport and logistics. Detailed data from every stage of the product’s life, from raw material extraction to production, distribution, use and finally disposal, is essential. For services, this may involve data on delivery processes, operational consumption and indirect environmental impacts.

The data collection is critical, as it must reflect the real environmental impact of the products or services throughout their life cycle. If you are unsure about which data to collect, you can get help from the software supplier’s consultants. If you use the API as a data collection method, you are using IT consultants. If you have your own IT department, it is natural to use these. If you do not have your own IT department, you can connect to your existing supplier of IT services. Many companies have their own system owners for the various systems that hold relevant data for the EPD work. A tip is to involve them as early as possible to get an overview of what kind of data is available and not least the quality of data.

How to collect data?

Effective data collection requires a structured plan and the use of the right tools. Companies can use specialized software to collect and organize data automatically. This can include integration with the company’s financial and production systems, using IoT devices to monitor resource usage, and working with suppliers to ensure accuracy in raw material data. It is important to establish a continuous and consistent data collection process, which ensures that the data is up-to-date and representative of the company’s operations.

Market-leading suppliers of EPD software create their own APIs that make it easy to connect the EPD software with other systems, whether they are the company’s internal systems or external systems such as e.g. public databases.

Here you can read more about LCA.no’s investment in API.

Analysis and interpretation

The analysis of the data should transform raw data into insights that are meaningful in an EPD context. This step may involve the use of life cycle analysis (LCA) tools to evaluate the potential environmental impacts associated with each stage of the product’s life cycle. Emphasis should be placed on identifying “hot spots” – areas where improvements can have the greatest possible effect on reducing the environmental footprint. The interpretation of the data must be done with an understanding of the environmental context and in accordance with relevant standards and guidelines.

By collecting, analyzing and interpreting data in a thoughtful and systematic way, companies can ensure that their EPD is not only one for compliance, but also an instrument for continuous improvement and strategic decision-making.
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Fourth Step: Implementation and Integration

This step requires an approach and attention to detail to ensure that the transition is smooth and that the new solution is well integrated with the company’s existing systems.

Implementation strategy:

A step-by-step plan for rolling out the EPD solution should be established. This includes setting up a timeline for implementation, assigning responsibilities to team members, and establishing milestones to measure progress. It can be useful to start with a pilot phase where the solution is tested on a small segment of the company’s operations before full implementation. This provides an opportunity to detect any problems and make the necessary adjustments before the solution is rolled out on a larger scale.

Integration with existing systems:

To achieve a seamless integration, the EPD solution must work in harmony with the existing systems. This may require technical adaptation, so that data can flow freely between the EPD system and other business applications, such as ERP, CRM and SCM systems. A success factor is to involve the IT department early in the process to ensure that technical requirements and infrastructure are in place.

It may also be necessary to review and adapt internal processes and procedures to support the new EPD solution. This often involves cross-functional training and communication to ensure that all relevant departments are aware of how their daily work will be affected and what is expected of them.

The implementation is not an end point, but the start of a new way of operating that supports the company’s sustainability goals. Ensuring that employees understand and accept the new tools and processes is critical to successful EPD integration and long-term sustainable operations.
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Fifth Step: Training and Competence Development

Once the EPD solution is in place, the key to success is making sure all employees understand how to use the system effectively. Training and competence development are therefore critical components in the implementation process.

Training programs:

A successful EPD implementation requires tailored training programs that are adapted to the different user groups within the organization. It is important to identify specific learning needs for each team and develop training materials that are relevant and engaging. This may include workshops, web-based training modules, and interactive training sessions. In addition, manuals and quick guides can be useful resources to support learning and post-training reference.

The content of the training programs should cover EPD basics, how to navigate the new system, data collection and reporting procedures, and interpretation of EPD results. It is also important to include training on relevant environmental standards and how EPD data can be used to drive sustainable improvements.

Competence development:

Beyond the initial training sessions, continuous competence development is important. This means giving employees opportunities to expand their knowledge and skills through regular updating and further training. Establishing a culture of continuous learning will not only promote effective use of the EPD solution, but also strengthen the company’s overall sustainability goals.

It is also beneficial to identify EPD super users within the organization who can serve as internal experts and support their colleagues in day-to-day use. This can speed up the  learning process and ensure that the correct use of the EPD system becomes embedded in the organisation’s DNA.
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Sixth Step: Launch and Application Management

This step is the milestone where the new solution is put into use in the organisation.

Launch:

The official launch should be a well-organized event that signals to the entire organization that the EPD solution is now an integral part of the operating model of the company. It may be beneficial to start with a soft launch or pilot phase to test the system in real time and make adjustments before a full rollout.

Maintenance and improvement:

After the launch, the continuous process of monitoring, maintaining and improving the EPD processes begins. This includes regularly reviewing data collection methods, validating data quality and updating EPD reports to reflect changes in products or services. Establishing a routine to monitor and report on system performance and user engagement is also important to identify and resolve any challenges quickly.

Technical maintenance of the EPD system is equally critical. This includes ensuring software is up to date, backing up data and auditing system security protocols. In addition, the company should consider setting up a dedicated support function or help desk to assist users with any questions or problems that may arise. By purchasing SAAS (Software As A Service), the technical maintenance will be simplified.

Furthermore, emphasis should be placed on continuous improvement. This can be achieved through user evaluations, analyzing usage patterns and regularly evaluating EPD-related processes and targets.
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Summary

In this guide, we have looked at how commitment from management and key personnel lays the foundation for a successful implementation, and how resource allocation and goal definition steer the project in the right direction. The selection of the right EPD solution and thorough data collection and analysis have been highlighted as key steps in the process, followed by a structured rollout and integration of the solution. Furthermore, we have emphasized the importance of training and skills development to ensure that all employees can use the EPD tools effectively, and finally we have discussed the importance of a well-planned launch and ongoing management to maintain and improve the EPD system.