1. Improving Team Collaboration Across Multidisciplinary Teams Through Web-based Knowledge Portals 1 National Laboratories Information Technology Conference 2009 Erin Brown Courtenay Turner Pacific Northwest National Laboratory erin.brown@pnl.gov courtenay.turner@pnl.gov Work Supported by the U.S. Nuclear Regulatory Commission

2. Project Architecture Environmental Impact Statements (EIS) developed for new energy facilities Teams of subject matter experts Public comments gathered for each EIS 2

3. Team Structure

4. The Challenge Rapid staffing growth No team collaboration space Maintaining communication across review teams Ability to communicate to entire team Large number of reference documents required for team reviews No document version control Manual process for public comments

5. Role Based Permissions Major Groups Internal Users Commercial Contractors Other Laboratories Oak Ridge Argonne Sandia The Client Sub Groups Subject Matter Experts Hydrology Aquatic Ecology Review Teams Specialized permissions for: Documents Pages Folders Sections on a page

6. The Solution Web based portals EARRTH: Environmental Assessment Reactor Review Team Home Platform: Microsoft Office SharePoint Server CRD: Comment Response Database Platform: Microsoft.NET

7. EARRTH

8. Central Electronic Repository

9. Document Management Version History View Revert Delete Alerts Backups Recycle Bin

10. Collaborative Workspaces

11. Comment Response Database Overview Comments on the Environmental Impact Statements accepted via public meeting transcripts, letters, and emails All comments require responses and tracking Current Process Manual capture & processing of comments and responses Labor-intensive team collaboration

12. Requirements Encompasses obtaining, categorizing and incorporating stakeholder comments Electronic capture and processing Response reuse and review Search capabilities Central team environment/workspace Reporting features

13. CRD Application

14. Electronic Document Ingest

15. Cutting-Edge Delineation

16. Comment Identification

17. Comment Delineation

18. Automated Routing

19. Assigning Responses

20. Reusing Responses

21. Response, Review, and Approval

22. Promoting Team Collaboration Complete electronic process and life-cycle Distinct team roles and role-based permissions

23. Reporting

25. Benefits Collaboration Versioning Central Repository File Backup Role based permissions Electronic life-cycle Accessibility

26. Areas of Opportunity Alerts Alert management Tracking Custom Permissions External Users Access requests Trouble shooting across country

27. Looking Forward Incorporate CRD with EARRTH Capture public comments electronically Alert administration tool Streamline functionality to accommodate site growth

28. Questions? 28 Erin Brown Courtenay Turner Pacific Northwest National Laboratory erin.brown@pnl.gov courtenay.turner@pnl.gov