Ted Biess NASA HQ Environmental Mgt Div Scott Motter Northrop Grumman NASA Risk Management Aligned Environmental Management System (RM-A-EMS)

2 Agenda Issue and Opportunity Developing a Merged System – Risk Management Aligned EMS (RM-A-EMS) Sample Environmental Risk RM-A-EMS Benefits Lessons Learned Current Status and Forward Work

3 Issue and Opportunity

4 The Issue and Opportunity NASA Headquarters Environmental Management Division (EMD) has two separate systems - EMS and Risk Management (RM) System –New version of NASA Procedural Requirements (NPR) – required RM within mission support activites as well as missions (e.g., Space Shuttle, International Space Station) –EO – external requirements for EMS EMD staff recognized similarities between EMS and RM, and identified the potential for efficiencies that could be gained by merging them together.

5 Potential Benefits Identified Early Eliminate duplicative data collection and reporting Standardize reporting activities - increases likelihood of EMS to be integrated within reviews, boards, meetings in other organizations Improve communication by using one set of processes, language, and tools - prefer using the system NASA management already knows and uses Improvided Decision Making - identify cause-effect linkage between environmental aspects and impacts, and associated risk to mission

NASA Centers Ames Research Center Dryden Fligh Research Center Glenn Research Center Goddard Space Flight Center Jet Propulsion Laboratory Kennedy Space Center Langley Research Center Marshall Space Flight Center Stennis Space Center Mission Support Offices Environmental Logistics Facilities (partial list) Mission Directorates Aeronautics Research Exploration Systems Science Space Operations Office of the Administrator Where EMS is More Frequently Practiced Mission support activities are where environmental aspects and impacts are frequently identified Executive Order & NASA Procedural Requirements (NPR) A Typical EMS activities are scoped to environmental aspect categories such as air emissions, cultural resources, hazardous materials, remediation (partial list) Many activites at Centers are related to mission support and infrastructure

NASA Centers Ames Research Center Dryden Fligh Research Center Glenn Research Center Goddard Space Flight Center Jet Propulsion Laboratory Kennedy Space Center Langley Research Center Marshall Space Flight Center Stennis Space Center Mission Support Offices Environmental Logistics Facilities (partial list) Mission Directorates Aeronautics Research Exploration Systems Science Space Operations Office of the Administrator Where Risk Management is Practiced Risk Management (RM) formalized in early 1990s and used for mission activities NASA Procedural Requirements (NPR) Used within NASA programs such as Space Shuttle, International Space Station, Hubble Space Telescope, and Mars Rovers Only portion of Center activites are directly related to mission – RM not practiced everywhere

8 Developing a Merged System

9 Definitions and Key Documents Risk Management is a formal process that identifies, assesses, and proactively addresses risks, in order to reduce the risk’s probability / impact and increase the likelihood of achieving organizational goals. EMS is a system that incorporates people, procedures, resources, responsibilities, and work practices in a formal structure to address the development, implementation, achievement, and review of the environmental policy. NPR Risk Management Procedural Requirements Risk Management Plans (OI, ESMD, Program / Project) ISO NPD B – NASA Environmental Management policy NPR B – requirements for NASA Environmental Management System (EMS) HQ EMS Manual Risk ManagementEMS Definition Documents

10 Continuous Risk Management

Data Collection Areas 11 Approach for Resolving the Issue Analyze Risk Management and EMS to enable their alignment and integration –Policy & requirements, terminology, process, governance, roles & responsibilities, tools Develop a Risk Management aligned EMS (RM-A-EMS) / process that could be operated at NASA Headquarters –Comply with all EMS requirements –Identify common concepts and establish common terminology –Consider / leverage existing processes, governance, tools, and roles & responsibilities –Assess RM-A-EMS feasibility –Identify RM-A-EMS pros & cons terminology governance tools processes requirements roles EMS Documents (e.g., ISO 14001) Risk Management Documents (e.g., Risk Management Plans)

12 Developing a Merged Process Named our new process Risk Management Aligned Environmental Management System (RM-A-EMS) Merged RM-A-EMS process differs from the typical EMS process in “how” tasks are identified, implemented, and managed. Merged RM-A-EMS process does not change “what” needs to be done to meet EMS requirements. RM-A-EMS affects the way NASA plans for and monitors environmental aspects, EMPs, objectives, and targets.

A risk is a possible future event which can prevent you from achieving your requirements, goals, and/or objectives. Risk Statement 13 Given that ; there is a possiblity that Given that NASA requires which has ; there is a possiblity that will create

Risk Statement - Example 14 Given that NASA program and project managers frequently do not identify NEPA regulatory requirements early within a program or project lifecycle; there is a possiblity that NEPA analyses will start too late in the program and project lifecycle resulting in schedule delays, budget overruns, and negative public response and perception of NASA’s environmental stewardship commitment, and legal action.

15 Sample Environmental Risk

16 Sample Risk (“Risk” Tab) picture of complete “Risk” tab provided in backup

17 Sample Risk (“Risk” Tab) picture of complete “Risk” tab provided in backup

18 Sample Risk (“Analyze” Tab) picture of complete “Analyze” tab provided in backup

19 Sample Risk (“Plan Summary” Tab) picture of complete “Plan Summary” tab provided in backup

20 Sample Risk (“Mitigation Steps” Tab) picture of complete “Mitigation Steps” tab provided in backup

21 RM-A-EMS Benefits

22 Reduces Duplicate Work & Potential for Errors Avoids the situation where risks are identified and managed in the risk system, and the same risks are identified and managed, in a different form, in EMS. –Synchronizing these is a manual process, with potential for inconsistency –This leads to potentially conflicting content and scoring –Similar data is reviewed in two forums - EMS and RM

23 Better-Informs NASA Management to Support Decision-Making EMS-related risks and mitigations can be compared and prioritized with those outside the scope of EMS. –Senior management who manage NASA’s infrastructure can view and prioritize facilities, logistics, and aircraft management risks along with environmental risks, using a risk-based comparison including common data and formatting, to inform decisions such as prioritization and funding. –Environmental risks (e.g., green house gas legislation) can be compared and ranked with traditional mission related risks (e.g., schedule slips for Space Shuttle Launch) Captures EMS-related mitigation activities as risks with documented costs and expected risk reduction for each mitigation step. –This allows NASA senior management to make improved funding decisions, weighing the current threat level, the risk reduction for each mitigation activity, and the cost to implement.

24 Improved Communication = More Action on EMS-Related Issues Communicates EMS aspects and impacts to NASA mission program and project personnel using the same, well- respected, risk communication processes (e.g., escalation) that they already use to monitor and report on their cost, schedule, performance, and safety issues. Identifies cause-effect linkage between environmental and mission goals, objectives, and requirements. This ensures relevance to both environmental community and mission personnel. Standardized reporting improves inter-office communication.

25 Improved EMS Data Leverages existing risk management identification and communication processes (e.g., risk identification sources checklist, and the escalation process) to identify gaps in list of aspects, impacts, and risks. –Risks identified by programs, projects, and other organizations (frequently outside of current EMS process) may indicate larger systemic risks which should be managed by EMD. Promotes more rigorous definition and analysis of EMS issues by using existing risk identification, analysis, management, and reporting processes and techniques to express EMS issues as environmental risks. –For example, EMS risks will be identified using the OI risk identification process, which includes tools and techniques that assist in identifying and rigorously documenting a complete set of risks related to specific areas.

26 Lessons Learned

27 Lessons Learned Get senior management buy-in and advocacy Assign well respected experts in EMS and risk management (if you already have a risk management program) to plan and implement the transition Communicate the benefits to all stakeholders early in the process Design your process with consideration of the potential future case where a larger part of your organization adopts the new process Consider running a pilot effort to use RM-A-EMS to identify, document, and manage risks for a subset of your aspects. Allow sufficient time and resources –NASA spent about 7 months on the RM-A-EMS Concept Development Task –LOE was ~¾ FTE, between contractor and gov’t time

28 Current Status and Forward Work

29 Current Status & Forward Work Concept Development Revise Policy and EMS Handbook Develop v2.0 Process Operations & Maintenance Implement and Pilot v1.0 Process Policy Analysis WE ARE HERE ! Implementation & Training

30 Contact Information Ted Biess NASA Headquarters Scott Motter Northrop Grumman Information Systems

31 Backup

32 Sample Risk (“Risk” Tab)

33 Sample Risk (“Analyze” Tab)

34 Sample Risk (“Plan Summary” Tab)

35 Sample Risk (“Mitigation Steps” Tab)