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Management System Owners Preparation for Primary Working Session

Requirements ManagementNovember 3, 2011

Objectives today

• To educate on process - requirement process• To educate on content development: all

sessions through publication• To set expectations for the Primary Working

Session• To ensure you have enough information to

choose the team members for Management System Development

1. Requirements Decision Record Process

Purpose: to record decisions about those requirements applicable to the organization.

- DOE Directives that have gone through the Revcom system

Will be described in RM procedure

- Requirements proposed by staff - Will be described in RM procedure

- EM Policies (procedure to be defined)

What kinds of decisions are made about requirements?

• What Management System Owns them• What Management System shares responsibility• What staff are experts in the rqt.• What EMERS procedures are implementing documents• When there is a gap in implementation • What action plan is appropriate for gaps• What desktop procedures and/or local procedures implement• What training programs that implement

Examples:

Who participates in the Requirement Decision Record Process?

• RM Staff• Management System Owners – Some own the

requirement, some provide supporting Owners hip (“parsed” Owners )

• Subject Matter Experts

How do the participants become involved in the process?

• RM Staff became involved during the requirement approval process

• Management System Owners who own requirements became involved during the requirement approval process also.

• Parsed Owners become involved during the Requirement Decision Record process, when Management System Owners identify them as supporting players in addressing a requirement

• SMEs become involved when Management System Owners and Parsed Owners delegate their authority to complete a Reqt. Decision Record

What is the high-level workflow for the Requirement Decision Record process?

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Newly approved Requirement

RM Staff

Primary Mgmt.Systems Owner

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2

3

4

5

-Receives notice of newly approved requirement

-Reviews and updates Management System Owners if necessary

-Initiate RDRIdentifies each Parsed Unit Mgmt. SystemOwner; EMERS system forwards RDR

Analyzes requirements document for applicability; identifies implementation actions; approves RDR; EMERS system forwards

Parsed UnitMgmt. System owner

Reviews/approvescompiles RDR foreach parsed unit

Primary Mgmt. Systems Owner

Reviews RDR;tracks implementationactions/commitments;Keeps EMERS database updated

RM Staff

RDR = Requirement Decision Record

What supports the EMERS Requirement Decision Record workflow?

• Requirements information and status • Role information (Management System

Owners, SMEs, Staff)• Accurate employee information (CHRIS data

feeds for non-PII data, like email addresses)• Email notifications• Dashboards (contents to be determined)

Process: Developing the Management System Description

A Primary Working Session will be scheduled.Goals will be to • Develop Management System Descriptioin• Identify Potential Subject Areas, and a

schedule• Identify Leads• Complete a requirements list

How will the Primary Working Session Play Out?

• After opening remarks, presentations about EMERS and a tour of SCMS will start, and a reiteration of objectives/deliverables.

• Facilitator will then guide the process; Editor will make content changes on line while team discusses and decides on Management System Description Content

• Next the Facilitator will lead the discussion on requirements• Next your editor and Facilitator will guide the scoping of Subject

Areas and your assignment of lead Subject Matter Experts• The Facilitator will capture issues you want your teams to

address in Secondary Working Sessions• Your editor will keep an ongoing record of the follow up needed,

in an Action Plan.

At a glanceThe RM Management System is ahead of schedule right now

Deliverables for Primary Working Session

• Draft of Management System Description• Action Plan: Lists Subject Areas, key staff,

schedule, requirements• Requirement Report

identifies high risk requirements, need for subject area, Content Development Leads, and any SMEs you choose.

What to expect

• It’s a dynamic environment; expect a balance of structure and brainstorming. Both are good at the right time!

• Documents will define accountability; this may be a new way to write procedures for many, and it may be uncomfortable. Expect to be called on to support the EMERS team in developing documents to what may be a new standard.