Office of Environmental Management Enterprise Requirements System ( EMERS )

1. 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

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 Requirements Practice External Drivers Functional Area Descriptions EM Oversight Level Policies Internal Drivers Subject Areas & Procedures/ Program Descriptions EMERS Expectations EM Operating Level Roles, Responsibilities, Accountabilities, & Authorities 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.

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 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 • 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

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

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. 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

23. EMERS Business Process Improvement Available resources • 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. 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