Briefing for New Functional Area Owners Office of Environmental Management Enterprise Requirements System (EMERS) Briefing for New Functional Area Owners

Briefing Topics EMERS Overview EMERS Roles and Responsibilities Business Process Improvement Process EMERS Online Demonstrations Your Path Forward

EMERS Overview A Standards Based Management System - Operational framework & centralized information system; setting institutional standards & conveying to staff - Has a prescriptive methodology for implementation and operations Web-based tool that provides our employees desktop access to EM policies, practices, and procedures Focuses on integrating information across the organization: Requirements, accountability, continual improvement, and performance Two primary objectives of a standards based management system are To facilitate the procedural lifecycle while Meeting corporate compliance requirments.

EMERS Overview Goal 1: Business Process Improvement Establish one way of doing business throughout EM by developing improved procedures that are uniform and maximized to be effective, efficient Engage all employees in defining new business processes Establish continual improvement mechanisms Better resource utilization Effectively communicates expectations Greater empowerment Fresh ideas Higher levels of engagement Incremental improvements Eliminate suboptimal processes

EMERS Overview Goal 2: Requirements Management Translating requirements into processes and procedures that are current, accurate and relevant Regulations, Orders, Laws, Management Direction/Delegation, Best Business Practices Goal 3: Clearer accountability Establishing uniform processes for clearer accountability, control, understanding of roles, improved performance Goal 4: Improved document control Establishing central source for EM-wide procedures Providing notification systems Providing tools for change control and support to SMEs

A Visual View EMERS Requirements Practice Expectations External Drivers Functional Area Descriptions EM Oversight Level Policies Internal Drivers Subject Areas & Procedures/ Program Descriptions Expectations EMERS EM Operating Level Roles, Responsibilities, Accountabilities, & Authorities Illustrates the EMERS integration of information, decisions, and expectations. To get here, the system must be collaborative, on-demand, and centralized. To have the greatest positive impact across EM, the system will support a variety of key functions including: Maintenance of a complete set of procedures in response to changes in corporate environment, which can be updated in a streamlined fashion as regulations change Documentation of due diligence efforts Ability to communicate expectations to the workforce Logging of decision records for which EM employees have reviewed and approved EM’s implementation of policy and requirements Enterprise-level collaboration to enable diverse teams to work on multiple procedures Ability to provide adequate response to inquiries by documenting the history of procedure communications in order to provide records of which versions of procedures and polilcies were in effect on which dates Insight into areas requiring clarification or modification by tracking questions and cases against established procedures Support for corporate compliance by being able to manage the entire procedural and requirement lifecycle in alignment with organizational initiatives Line Internal Organization Operating Procedures (as Needed) Transaction Level

Functional Area Descriptions EM responsibilities are divided into Functional Areas Functional Area Descriptions (FADs) identify scope, roles/responsibilities, pertinent requirements, and key supporting functions Translate full set of requirements into processes/procedures to accomplish work Organizationally neutral – reflect functional alignment When completed and issued through EMERS, these FADs and their supporting procedures will collectively describe how EM operates

Subject Areas and Procedures Primary functional topics within a particular Functional Area Contain step-by-step instructions to implement requirements Provide direct links to existing systems, reference documentation, and other tools Contain links to any information required to execute procedure (one stop shopping)

Program Descriptions Identify where and how programmatic activities are implemented Developed when required by external customers to describe processes/operations Generally contain information that does not warrant specific procedural guidance Examples – Integrated Safety Management, Line Oversight, Human Capital Plan, etc. Examples: ISMS ISSM Quality Assurance Program Functional Area Owner responsible for Program Descriptions

EMERS Roles and Responsibilities Acquisition Executive (EM-60) Project Manager and Project Lead Functional Area Owner (Primary and Secondary) Functional Area Point of Contact (POC) Process Improvement Team Lead Subject Matter Expert EMERS Operations Center

Principal Deputy Assistant Secretary Role: Ensure implementation, maintenance, and ongoing operation of EMERS Key Responsibilities: Delegate responsibility for and ensure day-to-day management of EMERS Appoint Functional Area Owners Resolve issues as needed to ensure EMERS meets the needs of EM Promote and support EMERS and ensure adherence to procedures published

EMERS Project Manager & Project Lead Tim Harms, Project Manager Celinda Crawford, Project Lead Provide overall management of the EMERS Business Process Improvement (BPI) effort to ensure EM has one way of doing business Accountable to EM-60 for EMERS progress and deployment Key Responsibilities: Support and promote the EMERS web application and processes Support Functional Area Owners and facilitate EMERS process Approve all EMERS Documents for implementation and publication Ensure notification of published procedures to EM employees Ensure adherence to EMERS procedures Provide comprehensive support to Project Manager in all aspects of project development Leads EM Integrated Project Team and Process Improvement teams in developing EM Functional Areas Accountable to EM-63 for EMERS progress and deployment Key Responsibilities: Coordinate Process Improvement Team activity Provide training and education on EMERS process Support Functional Area Owners and facilitate EMERS process Review all EMERS Documents for implementation and publication Ensure adherence to EMERS procedures

Functional Area Owner Role: Leadership for developing and maintaining the assigned Functional Area EM Owner of governing requirements and their implementing procedures Supporting all other FAOs Expertise Resolution of integration issues Shared ownership of requirements Decker

Functional Area Owner (cont’d) Key Responsibilities: Manage requirements Identify/accept ownership of requirements governing Functional Area Lead process improvement of FA Produce quality EMERS deliverables that meet established criteria; understand and support EMERS methodology, R2A2s, and instructions Operate and maintain Functional Area Ensure documents are accurate and current Maintain operational awareness for continual improvement of processes and procedures Identify key issues/emerging events facing EM within their Functional Area

Functional Area POC Roles: Provide day-to-day support for the Functional Area Owner Responsibilities: Manage Action items Resolve questions/concerns of EMERS IPT and Process Improvement Team Leads Coordinate Working Sessions Support Process Improvement Team Leads as needed

Process Improvement Team Lead Roles: Manages development and maintenance of EMERS document content, ensuring adherence to EMERS instructions/criteria Serves as Point of Contact for Subject Area during development Responsibilities: Working with EMERS Facilitator and Technical Editor, plan and conduct process improvement sessions Prepare and distribute materials as required Provide technical oversight and leadership to developmental efforts Prepare all EMERS documents for FAO approval Assess and resolve comments on draft documents, referring resolution to FAO as appropriate Works with FAO to develop implementation plan for subject area and executes plan upon approval of subject area Recommends development of Program Descriptions as needed

Process Improvement Team Lead (contd) After publication of Revision 1: This role is phased out FAO assigns Subject Area Point Of Contact to assume responsibility for maintenance

Subject Matter Experts Role: Provide technical expertise to analyze requirements in support of content development and maintenance and to develop implementing procedures Responsibilities (as designated by FAO): Participate on development teams in area of expertise Prepare draft procedural documents as requested by FAO Analyze requirements mapped to FAO and recommend appropriate action Identify additional requirements governing processes contained in MS Assist in analyzing comments and resolving issues on draft documents Stay current in area of expertise and advise FAO on changes to published documents Role continues after publication of documents Note: Subject Matter Experts can have specialties in Process or Requirements, or both

Diverse teams are key to sustainable process improvements ILLUSTRATION – TEAM ORGANIZATION PIT Leads Identified Draft MSD Developed Subject Areas Identified Requirement Set Defined Key Opportunities for Process Improvement Identified Diverse teams are key to sustainable process improvements

Editor & Publishing System Support Roles: Provide day-to-day support of the EMERS, including Requirements Management function and operation and maintenance of Web application Responsibilities: Execute requirements management functions Operate and maintain EMERS Web application Manage EMERS document production function, providing technical editing and publishing support to process improvement efforts Maintain quality and configuration control for EMERS

Business Process Improvement Subject Area Description and Procedures

Business Process Improvement Principles Aggressively challenge the status quo Improve processes within DOE’s existing business practices/systems Aggressively challenge existing requirements Give highest priority to areas that reduce cost of doing business Establish not only steps and sequences, but also performance standards (e.g., turn-around times) Design systems exclusive of existing staffing plans – focus on functions not positions or EM organization Subject Area Description and Procedures

Available resources EMERS Business Process Improvement Facilitators Technical Editing Publishing Support Requirements Assistance

EMERS On-Line Demonstrations FAO Dashboard (EMERS Prototype) Overview of SCMS Home Page What’s New Search Function Contact List

FAO Dashboard Provides information needed by FAO in one easy-to- access location Status, products in development, FAD development guidance, all requirements “owned” by FA, navigation links Can be customized to meet needs of each FA Prototype functionality is limited; more functionality when EMERS is launched e.g., dynamic content, decision records, more detailed status on tasks, workflow-enabled links

Prepare for Primary Session Your Path Forward Prepare for Primary Session Review the expectations/goals we provide for that session Tell us who should be invited Review the strawman Requirement Set and modify as appropriate for EM Identify experts in each requirement Identify timeframe that works for you to conduct Primary Session