Clear Management System Standards Overview

SCMS MSC Training MARCH 30, 2020

SCMS Standards-based management approach to clearly define the functions, responsibilities, and authorities needed to carry-out the SC mission. SCMS presents the processes/procedures by which SC provides a disciplined and consistent line management approach to the requirements set out in Federal laws and regulations, DOE directives, DOE Technical Standards, and SC Management. Focuses upon program management, oversight, and business practices conducted by SC Federal employees SCMS is built around a set of functional areas or Management Systems Requirements Management System has procedures and processes that outline the SCMS document process. These are being updated to the new structure of SCMS SCMS may add requirements and/or management expectations beyond the Orders

Document Hierarchy Regulation, Law, DOE Policies, DOE Directives, SC Management Expectations etc. Management System Subject Areas Management Description Procedures SCMS Program Descriptions Exhibits/References/ Forms

Example Hierarchy Facility Safety, Operations, and Infrastructure MS (FIN) Subject Area: Facility Safety and Operations Exhibit 1: Facility Safety Authorization Roles and Responsibilities FIN Management Description Procedure 1: Reviewing and Approving Nuclear Facility Safety Basis Documentation Program Description: SC Functions, Responsibilities, and Authorities

Management System Relationships Management System Coordinator (MSC) Management System Implementation Lead SCMS Operations Team Subject Area POC Procedure POC SME SME SME

Management System Coordinator Encourages the use of SCMS documents. Maintains their assigned management system, by leading the development and maintenance of all SCMS supporting documentation Ensures assigned requirements are analyzed and documented, and Federal responsibilities are appropriately addressed within SCMS Coordinates with the Management System Implementation Lead to ensure that requirements are implementable Establishes and maintain effective interfaces with other MSCs to ensure linkages between systems are established and duplication is eliminated Works with Subject Matter Experts (SMEs), Subject Area POCs, and Procedure SMEs to revise procedures

Management System Implementation Lead Encourages the use of SCMS documents Aids the MSC in recognition of new and modified requirements Coordinates with the Management System Coordinator to ensure that requirements are implementable Provides support to SC Managers/SC supervisors and SC staff regarding implementation of the SCMS documents contained in the management system Interprets the SCMS requirements needed for implementation Works with the MSC to address ambiguities and to capture lessons learned to roll-into revisions of SCMS documentation

Subject Area/Procedure POCs/SMEs Upon request and available expertise SMEs may be requested to steward the development/upkeep of system description documents, procedures, exhibits, and reference documents in support of the MSC Support the Implementation Lead in providing intent and basis, when requested, aiding the Implementation Lead function of interpretation and implementation support Stays current in subject area expertise and advises and MSCs and Implementation Leads on recommended revisions to published SCMS documents to maintain currency and accuracy and to improve quality of SCMS documents.

SCMS Operations Support Team Coordinates all operations and knowledgeable technical, editorial, regulatory, and research internal work and responses Administers the SCMS Help Desk Provides in- depth and proficient technical editing of all SCMS documents prior to review and publishing Maintains quality assurance and configuration control such that only approved content is presented to users of SCMS Coordinates all applications, operations, and tools of SCMS Assist MSCs with getting approved content uploaded onto the SCMS webpage Updates and maintains SCMS Information, Reports, of Frequency Asked Questions and Help Webpages on the SCMS website

Biennial Update Schedule 2020 First Quarter 2020 Second Quarter 2020 Third Quarter 2020 Fourth Quarter (January 1 - March 31) 2020, 2022, 2024, etc. (April 1 - June 30) 2020, 2022, 2024, etc. (July 1 - September 30) 2020, 2022, 2024, etc. (October 1 - December 31) 2020, 2022, 2024, etc. MOC HRD FAMS RMS Management and Operating (M&O) Contracting QUAL Quality Assurance and Oversight Financial Assistance Human Resources Services Records Management SSec ITM SCMS/RDM Safeguards and Security Program and the Emergency Management System Information Technology Office of Science Management System/Requirements Management LEG Legal Services 2021 First Quarter 2021 Second Quarter 2021 Third Quarter 2021 Fourth Quarter (January 1 - March 31) 2021, 2023, 2025, etc. (April 1 - June 30) 2021, 2023, 2025, etc. (July 1 - September 30) 2021, 2023, 2025, etc. (October 1 - December 31) 2021, 2023, 2025, etc. NMOC BudEx ESH Commun Non-Management and Operating (Non- M&O) Contracting Budget and Financial Management Environment, Safety, and Health Communications and Public Affairs PProp ProjMgt FIN Personal Property Management Project Management Facilities Safety, Operations, and Infrastructure RPROP Real Property Management

Management System Review Process Normally use the biennial review process described in SCMS, however, for this first update after the system reboot all procedures should be reviewed and updated, as necessary. Each MSC along with the associated Implementation Lead should: Identify POCs/SME s if desired and appropriate for their management system Review all procedures in their management system and with POCs/SMEs, if necessary, determine: If the procedure should remain as is If the procedure should remain and be updated based on changed requirements/SC management expectations If the procedure needs to be archived Prepare redline procedures, exhibits, etc. Provide your redlined procedures to Jenni Hamilton (SCMS Ops Support) and Joanna Serra (Req Mgmt MSC) Major vs. Editorial Changes Major changes are substantive in nature and are generally related to requirement or expectation changes, or how work is performed Editorial changes do not impact roles, workload, or no change in requirements

Document Approval Process All redline documents should be sent from MSCs to SCMS Ops Team and the Requirements Management System Coordinator; any dissenting options will be documented as part of the transmittal SC will create a SCMS Approval Board composed of the Site Offices (Deputy Manager or Manager) and Program Office (i.e., SC-2, SC-3, SC-4), as appropriate to the action. ADDFO will be the chair of the approval board The board will convene monthly (maybe more with early influx of revised documents) to approve/disapprove changes. Any major changes to a document will need to be approved by the board prior to uploading onto SCMS Editorial changes can be approved by the MSC and uploaded by the SCMS Ops team The Approval Board will regularly request from Site and Program office Leadership areas of SCMS to develop or modify based on changes in operational expectations, observed gaps, concerns, or experiences; The Approval Board will decide whether to task an existing MSC or to pursue separately as appropriate or conductive to the effort at hand.

Document Approval Process MSC Modifies a SCMS Document Site or Program Office Request to Modify SCMS/Create new Area No Send to SCMS Ops and MSC for Req Mgmt Approved by the board Is this a major change? SCMS Approval Board Yes N No SCMS Ops team publish on SCMS Yes

Questions?