Module 5 (Development and Implementation of IMS) (5.2) Organization of developing IMS

1. Training Course on Integrated Management System for Regulatory Body Module 5(Development and Implementation of IMS) (5.2) Organization of developing IMS

2. Objective The aim of the module is to explain the project organization suitable for developing Integrated Management System. IAEA Training Course on IMS Module X 2

3. IMS Development/Upgrade Project Two options: Development of new IMS from scratch Upgrade (major overhaul) of existing IMS Usually, there is some management system existing in the organization, maybe not integrated, maybe not covering all areas of regulatory functions … IAEA Training Course on IMS Module X 3

4. Small or Big (complex) Organization? Usually the Regulatory Authority is small to medium size organization. Size (complexity) depends mainlyon size of nuclear program and number of regulators in a country. Legislative customsin a country are influencing structure (complexity) of regulatory organizations as well - competencies/responsibilities given to RB in the law. Examples may be shown using three following slides. IAEA Training Course on IMS Module X 4

5. Small or Big (complex) Organization? Regulators in smaller nuclear programmes usually cover only limited scope of peaceful uses of nuclear energy and ionizing radiation – medicine uses, of radioactive waste management (low-intermediated level), mining, research, limited industrial uses, … IAEA Training Course on IMS Module X 5

6. Simplified and Complex Process Model for a RB Leadership and strategies GOVERNANCE DOMAIN Management system governance Financial management and economics MANAGEMENT DOMAIN HumanResource Management PRIMARY DOMAIN Enforcement Inspection Assesment Authorization Information technology SUPPORT DOMAIN Administration and purchasing IAEA Training Course on IMS Module X 6

7. Small or Big (complex) Organization? Regulators in many countries do not issue authorizations themselves (some ministry) or do not do enforcement actions directly (prosecutor, police, …) IAEA Training Course on IMS Module X 7

8. Simplified and Complex Process Model for a RB Leadership and strategies GOVERNANCE DOMAIN Management system governance Financial management and economics MANAGEMENT DOMAIN HumanResource Management PRIMARY DOMAIN Enforcement Inspection Assesment Authorization Information technology SUPPORT DOMAIN Administration and purchasing IAEA Training Course on IMS Module X 8

9. Small or Big (complex) Organization? In some cases RB cover wide scope of peaceful uses of nuclear energy and ionizing radiation (which include NPPs, reprocessing, fuel fabrication, …) and perform all regulatory activities from developing legislation to enforcement. IAEA Training Course on IMS Module X 9

10. Leadership and strategies Stakeholder management GOVERNANCE DOMAIN IMS control and documentation Measurement, evaluation and feedback Management of risk Financial control and economics MANAGEMENT DOMAIN Human resources management Project management Knowledge management Legislation Authorization Evaluation Security RadiationSafety EmergencyPreparedness RadioactiveWaste andTransport Safety DecommissioningSafety Non-proliferation NuclearSafety Inspection Enforcement PRIMARY DOMAIN IT support SUPPORT DOMAIN Internalsecurity Procurement Administration

11. Organization of Developing IMS • The IMS refurbishment/development project is quite significant event in life of any regulatory authority (any organization resp.) • Such project usually need internal/external resources and takes time. Therefore it is recommended to use project management approach • The Project Organization defines the human infrastructure of the project. • Main reason to apply project organization methodology is to create an environment that fosters interactions among the team members with a minimum amount of disruptions, overlaps and conflict. IAEA Training Course on IMS Module X 11

12. Typical Project Organization The Project Board realizes the connection to the line management. Project board The Project Manager reports regularly to the board, keeping them informed of progress and highlighting any problems for decision. . Project management Task 1 team Task 2 team Task X team IAEA Training Course on IMS Module X 12

13. Typical Project Organization • Project Board mainly responsible is for: • resources • strategy • decision making • acceptance of main results. Project board Project management Task 1 team Task 2 team Task X team IAEA Training Course on IMS Module X 13

14. Typical Project Organization • Project Management mainly responsible for: • project planning, execution and closing • effective management (reaching goals) • efficient management (with optimal resource allocation) • performance management (progress) Project board Project management Task 1 team Task 2 team Task X team IAEA Training Course on IMS Module X 14

15. Typical Project Organization TaskForceteamsmainly responsible for resolving individual tasks (Usually one team is responsible for the solution of one gap) Project board Project management Task 1 team Task 2 team Task X team IAEA Training Course on IMS Module X 15

16. Typical Project Organization • Teamsforindividualtasksmay be established to solve a specific task depending on gap analysis results and priority list set up by RB management. Example may be: • Taskforce for IMS Manual • Taskforce for developing document management subsystem of IMS • Taskforce for developing standard procedure for inspection in radiation protection area (or emergency preparedness, safeguards, waste safety area, …) • Solution team works – no managing function. IAEA Training Course on IMS Module X 16

17. Project Charter (Terms of Reference) • The purpose of the project charter (project ToR) is to document: • Reasons for undertaking the project (project justification) • Objectives and constraints of the project • possible solutions (in general) • Identification of the main stakeholders • In-scope and out-of-scope items of future IMS • Risks identified early on • Target project benefits • Budget (at general level) and spending authority (source https://en.wikipedia.org/wiki/Project_charter IAEA Training Course on IMS Module X 17

18. Project Lifecycle Plan • A project has a beginning and an end and passes through several phases of development known as life cycle phases. A standard project typically has the four major phases: • initiation, • planning, • implementation, • closure. • Taken together, these phases represent the path a project takes from the beginning to its end. IAEA Training Course on IMS Module X 18

19. Main Activities under the IMS Development Project • Setting-up a Project (decision by head of RB management including appointment of member of RB management accountable for IMS development/refurbishment project – Project Owner/Sponsor) • Project Sponsor allocates resources (financial and human), decides on use of external resources and appoints project manager - initiation phase • Project manager prepares ToR for Project Sponsor that submits it to the RB management approval - planning Phase IAEA Training Course on IMS Module X 19

20. Main Activities under the IMS Development Project • Project kick-off with presence of all project organization members – using Project Charter (ToR) to explain project organisation • Gap Analysis – (set of gaps, priorities) • Project stages – solution of identified gaps in accordance with priorities (see previous presentation) • Acceptance of Project deliverables (solution teams outputs) -implementationphase IAEA Training Course on IMS Module X 20

21. Main Activities under the IMS Development Project • Project closure (fulfilment of project objectives set in Project Charter (ToR) and release of project members) - closure IAEA Training Course on IMS Module X 21

22. Main Activities under the IMS Development Project • In case of smaller organization with flat management structure: • IMS development project may be organized with less formal structure; • Project Owner function may be taken by RB Chairperson/Head; • Project Manager as a person responsible for project results needs to be established in all cases. IAEA Training Course on IMS Module X 22

23. Resource Management incl.Training • Financial resources – budget for several consecutive years to cover mainly external support for development of IMS (consultants) and training of management and staff (usually contracted under consultancy services) • Human Resources management – depends on size of a project, size of organization and its duties respectively IAEA Training Course on IMS Module X 23

24. Resource Management incl. Training • In case of a project for small RB with limited responsibilities (no „heavy“ license holders such as NPPs, reprocessing or enrichment facilities, etc.) human resources management mainly consist of • (re)allocation of duties between existing staff to get necessary free workforce for IMS project • training (RB management training, general RB staff training, training for specific positions inside the IMS development project, … ) • m IAEA Training Course on IMS Module X 24

25. Resource Management incl.Training • Typical set of necessary training: • Initial training for RB managers (management systems in general – purpose, goals, benefits, elements, organization …, training on project management in general); • Specific training for project manager (in case ofinternalproject manager); • Initial training for RB staff (management systems in general – purpose, goals, benefits, elements organization …); • Tailored training for managers ofSolutionteamsand key project personnel (management systems in depth – process management …). IAEA Training Course on IMS Module X 25

26. Project Communication Plan (Matrix) • Project communication plan is important for effective communication inside the project ( to avoid communication gaps and/or overflow) • Project communication plan should consist of: • Project roles spec.(P.Sponsor, P.Manager, P.Administrator, managers of solution teams, other project members); • Assignment of individuals to project roles and spec. Of contacts (telephone, e-mail); • Way of communication between project members (meetings - frequency, attendance - access to project documentation, definition of key project documents …). • Seepreviouspresenation on communications!!! IAEA Training Course on IMS Module X 26

27. Short Interactive Session at the End ? What experience do you have in your organization with project management? Discuss experience with project management in relation to complexity (size) of participants organizations. IAEA Training Course on IMS Module X 27

28. Thankyou!! IAEA Training Course on IMS Module X 28