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