Activity-Based Requirements & Instructions Taking requirements to the worker 2003

1. Activity-Based Requirements & Instructions Taking requirements to the worker 2003 Xron Associates, Inc. 208-524-1363

2. Main Questions To Be Addressed • What do we mean by requirements management? • What is an activity-based requirements management system? • Why change to an activity–based system? • How was the system developed? • How is the system documented? • How do I use it?

3. What Do We Mean by Requirements Management? Systematic Approach to: • Associate applicable requirements to processes that implement them, and • Maintain the configuration of the requirements and implementing processes

4. What is an activity-based system? A systematic method of grouping requirements from various sources into intuitive activities undertaken in the course of performing work at a particular facility or company Why use an activity-based system? An activity-based system better supports the way we do work.

5. Work Activity: A work process or operation to accomplish a work scope with a group of related steps that implement environmental requirements. Each activity integrates the environmental requirements that apply from the various regulatory disciplines. Definitions Activity-Based Requirements and Procedures: Requirements, and the procedures to implement them, are organized by “Work Activity” rather than by “Regulatory Discipline” (CAA, RCRA, TSCA, NEPA, etc.).

6. Facts • Increases the effectiveness of procedures • Reduces the number of procedures • Reduces compliance actions that “fall through the cracks” • Success at the Idaho National Engineering and Environmental Laboratory • Current implementation at the Central Plateau at the Hanford Nuclear Reservation.

7. Benefits • More intuitive and simpler for the user • Generally one primary procedure • Integrates well with work control processes • Associates applicable requirements and implementation processes with the activity • Maintains complex requirement language and jargon behind the scenes • Identifies accountability for requirements implementation by setting clear roles and responsibilities • Involves environmental personnel when appropriate.

8. How is the System Developed? • Activities are grouped into major life-cycle work types identified: • Scoping/siting • Construction/modification • Operations • Maintenance/repair • Monitoring • Closure • Environmental requirements reviewed for applicability • Activity categories and activities identified • Applicable requirements for each activity identified/integrated • Requirements Document (RD) and Procedures (PROs) developed

9. How Is the System Documented? • The RD identifies and interprets applicable requirements, and maps them to the implementing procedure. • The procedure identifies simple instructions that implement the requirements. • The RD is a reference tool to understand the requirement basis and identify the source.It is not used in the daily implementation of the process.

10. How Is the System Documented – Continued Similar activities are grouped into Activity categories. There two types of activities – Specific activities and General activities. Specific activities usually address a discrete task. For example: • Discontinuing use of or relocating an SAA • Identifying and characterizing waste *

11. How Is the System Documented - Continued General activities include: • Triggers for more extensive actions performed by environmental compliance personnel: • Permitting applicability • Permit modification • Detailed regulatory evaluations • Processes to implement broad requirements:

12. How Is the System Documented - Continued There are four life-cycle General activities; each associated with an Activity category: • Constructing or modifying facilities, equipment or processes (including changes to operating conditions) - General • Operating facilities, equipment or processes - General • Maintaining and repairing facilities, and equipment – General • Deactivating, decontaminating, dismantling, or closing facilities equipment, and processes - General

13. How is an Activity-Based system used? Rather than identifying regulatory disciplines that may apply to your work, and searching for applicable conditions, requirements or processes, the user: • Reviews the Activity categories • Selects the Activity category(ies) that apply • Reviews the Work activitiesin the applicable category(ies) • Selects the General activity when included in an Activity category that applies • Selects the Specific activity(ies) that apply • Follows the established process steps

14. Example 1 If the activity is to construct part of a new drinking water system, you would select the General activity: • Constructing or modifying facilities, equipment or processes (including changes to operating conditions) - General You would also select the Specific activity from that group: • Constructing or modifying drinking water systems

15. Example 2 If the activity is to repair a HEPA filter, you would select the General activity: • Maintaining and repairing facilities, equipment, or processes – General You would also select the Specific activity from that group: • Maintaining and testing HEPA filters

16. Key Points • Activity-based system effectively addresses the following concerns: • Usability • Traceability • Repeatability • Responsibility • Involves appropriate personnel when necessary. • Not limited to environmental requirements.