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Requirements Management Program

Requirements Management Committee Charter

Purpose: The Requirements Management Committee (RMC) is appointed by and reports to the Associate Laboratory Director of Operations/Chief Operations Officer (ALDO/COO), and collaborates with the Requirements Management Program Manager (RM PM) in the implementation and maintenance of a disciplined requirements system for the Lawrence Berkeley National Laboratory.  The scope of its efforts relate to the management of all requirements determined applicable to LBNL pursuant to terms of the U. S. Department of Energy (DOE) Contract No. DE-AC02-05CH11231 (Contract 31) and any LBNL generated requirements, policies and institutional documents. 

Membership:
The RMC is comprised of not more than fifteen nor less than ten members, and includes representatives from the Operations Functions, , Office of Contract Assurance (OCA), Technology Transfer, Research and Institutional Integrity Office (RIIO), Engineering, and Office of Laboratory Counsel.  The COO nominates a chair from the RMC membership to serve for three years.  Quorum for RMC meetings is based on a pre-meeting agenda and include at least the RMC chair, the RM PM, and representatives having a stake in the agenda items. 

LBNL RMC members are nominated by their respective senior line managers, and appointed by the ALDO/COO.  All members serve for a 3 year term, with possibility of extension. 

Alternates to RMC members are nominated by respective senior line managers, and appointed by the ALDO/COO for a 3 year term.  The requirement to nominate an alternate may be waived by the COO for the smaller divisions/offices.  Alternates are expected to meet the qualifications of RMC members, and are expected to attend RMC monthly meetings whenever the regular RMC member cannot.

Responsibilities of the Requirements Management Committee (RMC):

  • Provides centralized coordination and communications on Contract 31 requirements and related Lab policy matters. 
  • Reviews and oversees disposition of Requirements Review Cases related to requirements, Laboratory policies, and on a case-by-case basis Laboratory implementing documents. 
  • Oversees the RM process to ensure that (a) changes to requirements, policies, programs are analyzed and assessed for impact and risks, including but not limited to considerations for cost, complexity, compliance, safety, degree of cross-functionality, level of effort to implement, and (b) implementation plans to incorporate any changes include identification of and communications to stakeholders, and (c) the records of change including supporting information are captured in the RMS database.
  • Applies cross-functional knowledge on requirements and Lab policy matters.
    • Assesses the Laboratory wide impacts of proposed, new or changed requirements, and drives for a holistic response.
    • Reviews and recommends best qualified team members to address requirements analyses, implementation mechanisms and plans, policy and procedure documents. 
      • Such team members include Working Group (WG) members and Subject Matter Experts (SME). 
      • Ensures teams are cross-functionally represented. 
      • Recommends collaboration with other Laboratory standing committees whenever possible.
    • Reviews and applies cross-functional knowledge and judgment on WG and SME work products (analyses, implementation plans, policies). 
      • Helps to ensure analyses and plans lead to practical (cost, breadth of impact, simplicity, etc.) implementation.
      • Checks that risk analysis and problem solving techniques and best practices have been applied.
    • Makes recommendations to responsible Sr. Line Manager on WG and SME work products.
  • Drives for process simplicity.  Seek resolution and decision-making at the lowest levels possible.  Review processes at least annually and make improvements for efficiency and effectiveness.
  • Reviews communications plan to ensure effectiveness and thoroughness.
  • Reports to ALDO/COO.
  • Champions the applications of RM and institutional document management processes throughout the Laboratory. 

RMC Chair:
Nominated by ALDO/COO for a three year term.  RM PM may be a viable candidate for the position.

Qualifications and responsibilities:

  • Chairs the Requirements Management Committee (RMC), and generally ensures that the RMC fills its responsibilities (a) to ensure that new/changed requirements are appropriately reviewed, analyzed, and translated into LBNL policies and procedures, and (b) to review implementation plans supporting policy changes or introduction of policy for scope, comprehensiveness, and cross-functional balance. 
  • Prepares agenda for and leads RMC meetings.
  • Facilitates communications among the RMC, Working Groups, Sr. Line Managers to ensure timely completion of requirements and policy matters.  Drives for resolution of conflicts amongst these parties. 
  • Encourages RMC to apply broad knowledge of operations functions to ensure the quality, accuracy, efficiency and effectiveness of detailed recommendations generated by the RMC and the Working Groups. 
  • Coordinates the reviews and preliminary concurrence on institutional policies, and related interpretation and impact analyses and implementation plans recommended by Working Groups and the RMC. 
  • Serves as “second pair of eyes” (after RMC member review) to provide quality assurance review of Lab policies or requirement-related analyses.  Reviews information with a cross-functional view and for consistency and completeness per RM program guidelines.  Follows up with RMC member(s) as necessary to ensure written message is accurately communicated.  May recommend and then assist facilitating additional inputs (RMC, respective Sr. Line Manager, other Laboratory standing committees, etc.)
  • Manages the assignments of the Requirements and Policies Manual (RPM) editor, and with the assigned editor’s assistance is responsible for maintaining quality of the RPM.
  • Oversees preparation by RMC of recommendations to the responsible Sr. Line Manager institutional policies and related implementation plans for final approval.
  • Provides support as required to meet line management and/or policy Subject Matter Expert defined timing of communications on Laboratory requirements, policy and institutional document matters.
  • Provides regular reports to the ALDO/COO.  Provides courtesy updates to DOE Berkeley Site Office, UCOP, and Laboratory standing committees.
  • With RMC members, feeds accurate and current information for the RMS database maintained by the RM PM. 
  • Is responsible for initiating process for replacing or renewing member appointments, if required.

RMC Member qualifications and responsibilities:
LBNL members are nominated by respective senior line manager, appointed by ALDO/COO.  All members serve for a 3 year term.

Qualifications

  • Must have experience and breadth of knowledge of requirements, policies, and specific functional operation in his/her respective areas of expertise. 
  • Must have and apply good working knowledge and experience of general Laboratory operations. 
  • Must have skills and/or experience in translating requirements into practice (guidance or actions).
  • Must be trained on LBNL RM and document management processes.
  • Has good writing and communication skills. 
  • Has leadership and facilitator skills.
  • Has the trust of his/her Sr. Line Manager to accept assignments or to make recommendations on behalf of his/her Division or Department or to judge when to seek guidance.
  • Has skills and experience in risk analysis and problem solving techniques. 

Responsibilities

  • Within Division or Department (or functional assigned responsibility area), coordinates Division's or Department’s responsibilities on requirements, contract deliverables, policy, and related institutional matters.  Serves as the Division or Department expert on the institutional RM and document management processes.  Applies and promotes the institutional RM and document management processes within the functional assigned responsibility area.
  • Serves as the Division’s or Department’s point of contact to the Laboratory’s Requirements Management Program as a member of the RMC. 
  • As delegated by his/her appointing Sr. Line Manager, has authority to accept RMC actions or assignments on behalf of his/her respective functional area.
  • With support of the Sr. Line Manager, can assign policy/requirement-related tasks to divisional SMEs, and drive for completion.  Typical tasks include application of expertise to analyze or interpret a DOE directive, Contract requirement, regulation, in terms of impact on institutional programs, processes, practices.
  • Serves as “first pair of eyes” to provide quality assurance review of Lab policies or requirement-related analyses.  Reviews information with a cross-functional view and for consistency and completeness per RM program guidelines.  Follows up with SME or author as necessary to ensure written message is accurately communicated.  May recommend and then assist facilitating additional inputs (RMC, respective Sr. Line Manager, other Laboratory standing committees, etc.)
  • As a member of the RMC, actively participates in identifying, developing, supporting and improving the institutional RM processes.  “Support” can include, for example, coaching/teaching others, demonstrating through practice, being an advocate, and so forth.
  • Applies leadership and collaborative skills in working with SMEs, Working Group members, the RMC, other Laboratory standing committees.  Champions, facilitates, and practices cross-functional collaboration.
  • Consistently attends and participates at RMC meetings.  If absence is necessary, is responsible for notifying Division’s alternate.
  • Communicates actions and/or assignments to respective Sr. Line Manager on regular basis. 

RMC Member Alternates Qualifications and Responsibilities:
LBNL alternate members are nominated by respective senior line manager, appointed by ALDO/COO.  All alternates serve for a 3 year term.

Qualifications

  • Must have similar breadth of skills as RMC Members, but may be less experienced. 

Responsibilities:

  • Attend RMC meetings when regular RMC member must be absent.  Participate fully in meeting discussions including reporting status on open cases, contributing to discussions, offering assistance/expertise where applicable.
  • (Recommendation) Attend at least three RMC meetings within a calendar year.  This primarily serves as an opportunity to (a) stay abreast of current cases, (b) increase knowledge of Lab operations, (c) increase knowledge of RM practices.

Meetings: The Requirements Management Committee meets at least monthly or as frequently as needed to take effective action on pending policy and related implementing documents.  Meeting agendas are distributed at least one week in advance.  Members who are unable to attend a meeting have responsibility for notifying his/her alternate.  The RM PM records, communicates, and tracks actions, decisions, and/or recommendations to closure.  The RMC Chairperson provides a report at least annually to the ALDO/COO.

Support:

  • The Office of Institutional Assurance (OIA) provides administrative staff support as needed.
  • The Creative Services Office provides editorial and publication support for the RPM (Policy Manual).  OIA manages the budget for CSO services.  RM Program Manager manages CSO assignments.
  • IT-Business provides funding and system support for the RMS database.

“Requirements review case” is defined as:  An instance or a question related to a requirement that has been logged into the Requirements Management database for disposition by the RM Committee. 


References:
LBNL Requirements Management Governance System Description, Doc # 04.04.001.002
LBNL Requirements Management Process Description, Doc # 04.04.001.003
LBNL Managing Institutional Documents Process Description, Doc # 10.06.001.001

RMC Membership: The list of current RMC members may be found here.

Charter effective June 1, 2014.

Approved document can be found here

Send questions or feedback to:  requirementsmgmt@lbl.gov