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Office of Environmental Management Enterprise Requirements System (EMERS) Briefing for New Functional Area Owners 1.

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Presentation on theme: "Office of Environmental Management Enterprise Requirements System (EMERS) Briefing for New Functional Area Owners 1."— Presentation transcript:

1 Office of Environmental Management Enterprise Requirements System (EMERS) Briefing for New Functional Area Owners 1

2 Briefing Topics I.EMERS Overview II.EMERS Roles and Responsibilities III.Business Process Improvement Process IV.EMERS Online Demonstrations V.Your Path Forward 2

3 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 3 EMERS Overview

4 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 4 EMERS Overview Better resource utilization Effectively communicates expectations Greater empowerment Fresh ideas Higher levels of engagement Incremental improvements Eliminate suboptimal processes

5 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 5 EMERS Overview

6 6 Expectations Practice Requirements External Drivers External Drivers Internal Drivers Policies Roles, Responsibilities, Accountabilities, & Authorities Functional Area Descriptions Subject Areas & Procedures/ Program Descriptions Transaction 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

7 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 7 Functional Area Descriptions

8 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) 8 Subject Areas and Procedures

9 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. 9 Program Descriptions

10 10 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

11 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 11 Principal Deputy Assistant Secretary

12 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 12 Tim Harms, Project ManagerCelinda 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

13 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 13 Functional Area Owner

14 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 14 Functional Area Owner (contd)

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 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 16 Process Improvement Team Lead

17 After publication of Revision 1: This role is phased out FAO assigns Subject Area Point Of Contact to assume responsibility for maintenance 17 Process Improvement Team Lead (contd)

18 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 18 Subject Matter Experts Note: Subject Matter Experts can have specialties in Process or Requirements, or both

19 Diverse teams are key to sustainable process improvements PIT Leads Identified Draft MSD Developed Subject Areas Identified Requirement Set Defined Key Opportunities for Process Improvement Identified ILLUSTRATION – TEAM ORGANIZATION

20 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 20 Editor & Publishing System Support

21 21 Subject Area Description and Procedures Business Process Improvement

22 Aggressively challenge the status quo Improve processes within DOEs 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 22 Business Process Improvement Principles

23 Available resources –Facilitators –Technical Editing –Publishing Support –Requirements Assistance 23 EMERS Business Process Improvement

24 FAO Dashboard (EMERS Prototype) Overview of SCMS Home PageHome Page –Whats New –Search Function –Contact List 24 EMERS On-Line Demonstrations

25 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 25 FAO Dashboard

26 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

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