Office of Environmental Management Enterprise Requirements System

(EMERS)

Briefing for New Functional Area Owners

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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 integrating information across the organization:

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 utilizationEffectively communicates expectations

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

Functional Area Descriptions

Functional Area 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 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

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Functional Area Descriptions

• 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)

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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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• 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

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 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

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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-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

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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 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

EMERS Project Manager & Project Lead

Role:Leadership for developing and maintaining the assigned

Functional Area EM Owner of governing requirements and their

implementing proceduresSupporting all other FAOs

Expertise Resolution of integration issues Shared ownership of requirements

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Functional Area Owner

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

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Functional Area Owner (cont’d)

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

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:• 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

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Process Improvement Team Lead

After publication of Revision 1:

• This role is phased out

• FAO assigns Subject Area Point Of Contact to assume responsibility for maintenance

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Process Improvement Team Lead (contd)

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

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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

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

ILLUSTRATION – TEAM ORGANIZATION

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 or EM organization

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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

• FAO 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 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

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FAO Dashboard

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

Your Path Forward