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

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

3. 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.

4. 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

5. 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

6. 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

7. 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

8. 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)

9. 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

10. 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

11. 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

12. 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

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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

19. 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

20. 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

21. Business Process Improvement
Subject Area Description and Procedures

22. 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

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

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

25. 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

26. 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