(3.6) General requirements on resources for the establishment of IMS Training Course on Integrated Management System for Regulatory Body Module 3 (Prerequisites for Effective IMS) (3.6) General requirements on resources for the establishment of IMS 1

Objective The aim of the module is to understand responsibility and resources needed for the establishment of Integrated Management System. IAEA Training Course on IMS Module X 2 2

Responsibility for IMS State (parliament, government) or the Ministry ► Declaration by the Government Legislation (laws and decrees) + + Regulator authority (board/commission) ► Policy and strategy of the regulator Vision, mission, values + + ► High (senior) management Management System Manual + + ► Middle management Concepts (policies) and procedures + + ► Methodical instructions, internal guidelines Lower management IAEA Training Course on IMS Module X 3 3

Financial + Human Resources and Competences Needed The senior level of management, that is responsible for the establishment of IMS, is also responsible for the allocation of resources and ensuring appropriate competences to develop IMS. MS shall integrate management principles used to achieve RBs values and fulfill its mission …see presentation and group session on vision, mission, values The most frequent mistake – too complex IMS for relatively simple scheme of competencies/duties IAEA Training Course on IMS Module X 4 4

Resources Adequate to Size of Organization and its Duties Resources to create IMS shall correlate with number of areas that need to be covered by the IMS Small to medium size RB with 25 – 60 employees and with limited range of competencies - for example of typical process map see next slides Large RB with100 or more employees and with wide range of competencies – for example of typical process map see next slides IAEA Training Course on IMS Module X 5 5

Simplified and Complex Process Model for a RB Leadership and strategies GOVERNANCE DOMAIN Management system governance Financial management and economics MANAGEMENT DOMAIN Human Resource Management PRIMARY DOMAIN Authorization Assesment Inspection Enforcement Information technology SUPPORT DOMAIN Administration and purchasing IAEA Training Course on IMS Module X 6 6

GOVERNANCE DOMAIN MANAGEMENT DOMAIN PRIMARY DOMAIN SUPPORT DOMAIN Leadership and strategies GOVERNANCE DOMAIN Stakeholder management IMS control and documentation Measurement, evaluation and feedback Management of risk Financial control and economics MANAGEMENT DOMAIN Human resources management Project management Knowledge management Legislation Authorization Evaluation Security Nuclear Safety Radiation Safety Emergency Preparedness Radioactive Waste and Transport Safety Decommissioning Safety Non-proliferation Inspection Enforcement PRIMARY DOMAIN IT support SUPPORT DOMAIN Internal security Procurement Administration

Financial + Human Resources and Competences Needed (cont.) No additional human resources needed in case of small and medium size organizations – see next presentations for details … Additional human resources not necessary needed even in case of large organization either (large IMS development project). Typically in ISO approach responsible IMS manager(s) were added for each of the IMS areas – not recommended! Todays good practice is to align this responsibilities with line managers. IAEA Training Course on IMS Module X 8 8

Financial + Human Resources and Competences Needed (cont.) Financial resources – budget for several consecutive years to cover: mainly external support for development of IMS Consultants, and Training of management and staff (usually contracted under consultancy services); IT tools (optional – there is a lot of free „open source“ SW available). IAEA Training Course on IMS Module X 9 9

Financial + Human Resources and Competences Needed (cont.) Competences/skils, resp. skilled (senior) staff, needed in house for: Project manager (internal project management – supported by consultant organization) Managers (all levels of management) shall have good “behavioral” experience (some training may be added in soft skills such as negotiation, conflict resolution, dealing with stakeholders, presentation skills …) IAEA Training Course on IMS Module X 10 10

Financial + Human Resources and Competences Needed (cont.) process owners for main activities/duties of your organization: regulations, review and assessment, inspection, authorization; IT support …; radiation protection, nuclear safety, waste safety; emergency preparedness; IAEA Training Course on IMS Module X 11 11

Awareness and Training of Staff on IMS It is necessary to increase awareness of managers and staff before launching any activity (project) related to IMS Initial training for RB managers (management systems in general – purpose, goals, benefits, elements, organization …, training on project management in general) Initial training for RB staff (management systems in general – purpose, goals, benefits, elements, organisation…) IAEA Training Course on IMS Module X 12 12

Balance between Training and Procurement The purpose of staff training is to create a motivated, skilled and effective internal workforce through which organizational goals are achieved. Procurement shall serve for acquisition of knowledge and/or services from an external source, where appropriate. Decision for procurement of expert support shall be generally result of balancing of buying expertise versus training of internal staff. IAEA Training Course on IMS Module X 13 13

Balance between Training and Procurement (cont.) Do not do the whole thing on our own!! Approach using “attempt/mistake” method may lead to failure of IMS project and/or may compromise the IMS concept from the very beginning … A mixed team with consultant organization which would provide (in minimum) methodical leadership is preferable option. Project supported by specialized consultants is more expensive in the beginning, but cheaper at the end … m IAEA Training Course on IMS Module X 14 14

Short Interactive Session at the End Which parts of the IMS should be developed internally (in-house) and on which parts it is better to hire a professional company? Do not forget the graded approach. Core competencies should be handled internally because of their high importance for discharge of RB duties. Or with higher control from recipient… ? IAEA Training Course on IMS Module X 15 15