Office of Environmental Management Enterprise Requirements System

(EMERS)Management System Owner Briefing

for Terry Tyborowski (acting EM-60)

January 2012

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Briefing Topics

I. EMERS Overview

II. EMERS Roles and Responsibilities

III. Business Process Improvement Process

IV. EMERS Online Demonstrations

V. Your Path Forward

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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 requirements, accountability,

continual improvement, and performance

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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

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EMERS Overview

Better resource utilization

Greater empowermentFresh ideasHigher levels of engagement

Incremental improvements Eliminate suboptimal processes

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

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EMERS Overview

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Expectations

PracticeRequirements

ExternalDriversExternalDrivers

Internal DriversInternal Drivers

PoliciesPolicies

Roles, Responsibilities, Accountabilities,

& Authorities

Roles, Responsibilities, Accountabilities,

& Authorities

Management System

Descriptions

Management System

Descriptions

Subject Areas &

Procedures/ Program

Descriptions

Subject Areas &

Procedures/ Program

Descriptions

Transaction Level

Transaction Level

EM Operating

Level

EM Operating

Level

Line Internal Organization

Operating Procedures(as Needed)

Line Internal Organization

Operating Procedures(as Needed)

EMERS

EM Oversight Level

A Visual View

EM responsibilities are divided into Management Systems

• Management System Descriptions (MSDs) 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 MSDs and their supporting procedures will collectively describe how EM operates

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Management System Descriptions

• Primary functional topics within a particular Management System

• 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)

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Subject Areas and Procedures

• 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.

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Program Descriptions

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• Principal Deputy Assistant Secretary or EM-2.1

• Project Manager and Project Lead

• Management System Owner (Primary and Secondary)

• Management System Point of Contact (POC)

• Process Improvement Team Lead

• Subject Matter Expert

• EMERS Operations Center

EMERS Roles and Responsibilities

Role:Ensure implementation, maintenance, and ongoing operation of

EMERS

Key Responsibilities:• Delegate responsibility for and ensure day-to-day management

of EMERS• Appoint Management System Owners• Resolve issues as needed to ensure EMERS meets the needs of

EM• Promote and support EMERS and ensure adherence to

procedures published

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Principal Deputy Assistant Secretary

• Provide overall management of the EMERS Business Process Improvement (BPI) effort to ensure EM has one way of doing business

• Accountable to EM-2 for EMERS progress and deployment

Key Responsibilities:• Support and promote the EMERS web application and processes• Support Management System 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

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Tim Harms, Project Manager Celinda Crawford, Project Lead

• Provide comprehensive support to Project Manager in all aspects of project development

• Leads EM Integrated Project Team in developing EM Management Systems

• Accountable to EM-4.1 for EMERS progress and deployment

Key Responsibilities:• Coordinate Process Improvement Team activity• Provide training and education on EMERS

process• Support Management System Owners and

facilitate EMERS process• Review all EMERS Documents for

implementation and publication• Ensure adherence to EMERS procedures

EMERS Project Manager & Project Lead

Roles:Provide leadership to develop and maintain the

assigned Management System Function as EM owner of governing requirements and

their implementing proceduresSupport all other MSOs

Expertise Resolution of integration issues Shared ownership of requirements

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Management System Owner

Key Responsibilities:• Manage requirements

– Identify/accept ownership of requirements governing MS

• Lead process improvement of Management System• Produce quality EMERS deliverables that meet established

criteria; understand and support EMERS methodology, R2A2s, and instructions

• Operate and maintain Management System– 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 Management System

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Management System Owner (cont’d)

Management System POC

Roles:Provide day-to-day support for the Management System Owner

Responsibilities:• Manage Action items• Address questions/concerns of EMERS IPT• Coordinate Working Sessions• Support Process Improvement Team Leads as needed

Roles:Manages development and maintenance of EMERS document content, ensuring adherence to EMERS instructions/criteriaServes as Point of Contact for Subject Area during development

Responsibilities:• 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 MSO approval• Assess and resolve comments on draft documents, referring resolution to

MSO as appropriate• Works with MSO to develop implementation plan for subject area and

executes plan upon approval of subject area• Recommends development of Program Descriptions as needed• Role is phased out after document publication

After publication, MSO may assign different staff for operational role of document Point of Contact.

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Process Improvement Team Lead

Role: Provide technical expertise to analyze requirements in support of content development and maintenance and to develop implementing procedures

Responsibilities (as designated by MSO):• Participate on development teams in area of expertise• Prepare draft procedural documents as requested by MSO• Analyze requirements mapped to MSO 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 MSO on changes to published

documents• Role continues after publication of documents

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Subject Matter Experts

Note: Subject Matter Experts can have specialties in Process, or Requirements, or both

Diverse teams are key to sustainable process improvements

Process Improvement Team Leads IdentifiedSubject Areas IdentifiedRequirement Set defined

Key Opportunities for Process Improvement Identified

These are the three subject areas

identified by Office of Science.

EM may have different needs; e.g., Budget Formulation, Budget Execution,

and Analysis

PIT Leads IdentifiedDraft MSD Developed

Subject Areas IdentifiedRequirement Set Defined

Key Opportunities for Process Improvement Identified

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

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Editor & Publishing System Support

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Subject Area Description and Procedures

Business Process Improvement

• 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

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Business Process Improvement Principles

Available resources– Facilitators

– Technical Editing

– Publishing Support

– Requirements Assistance

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EMERS Business Process Improvement

• MSO Dashboard (EMERS Prototype)

• Overview of SCMS Home Page– What’s New

– Search Function

– Contact List

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EMERS On-Line Demonstrations

• Provides information needed by MSO in one easy-to- access location – Status, products in development, MSD development

guidance, all requirements “owned” by MS, navigation links

• Can be customized to meet needs of each MS• Prototype functionality is limited; more functionality

when EMERS is launched– E.g., dynamic content, decision records, more detailed status

on tasks, workflow-enabled links

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MSO Dashboard

Prepare for Primary Session

• Review the expectations/goals we provide for that session• Tell us who should be invited• Review the “Straw woman” Requirement Set and modify

as appropriate for EM• Identify experts in each requirement• Identify timeframe that works for you to conduct 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 “Straw woman” Requirement Set and modify

as appropriate for EM• Identify experts in each requirement• Identify timeframe that works for you to conduct Primary

Session

Your Path Forward