E2 Manage Tech Design Implementation General 2010

Technology. Management. Solutions.
"It’s all in the people and the process..."

Introductions

E2 ManageTech (E2)

Why Use E2 ManageTech?

EHS MIS Design Scope of Work

Discussion

Prospective Client EHS MIS team
 Contact person #1
 Contact person #2

E2 ManageTech
 Brad Wilson

Option 1 Advantages Disadvantages
Custom develop • Utilize in-house resources • Lessons learned and
software with • Design per in-house industry knowledge are not
internal resources standards and business leveraged
model • Internal resources may have
• Customize to complement other commitments or limited
existing software and legacy expertise; drain on internal
systems EHS and IT resources
• Development and testing
time can be substantial
• Difficult to keep up with
technology advances; must
shoulder all upgrade costs
• System knowledge retention
at risk with employee
turnover

What are your EHS MIS Options


Custom develop • Customized look & feel to • Lessons learned and
software with complement existing software industry knowledge are
external systems substantially reduced
resources • Development time will be
substantial
• Drains on EHS resources
• Cost is substantially
higher than COTS
• Recurring costs for
upgrades shouldered by
client


Purchase COTS • Software purchase cost is • Lessons learned and
and implement typically less than software industry knowledge are not
internally development costs leveraged
• May be able to use in-house • Internal resources may
resources for implementation have other commitments or
• Successful implementation will limited expertise; drain on
produce knowledgeable users internal EHS and IT
resources
• Substantially increased
risk of implementation
failure

EHS MIS Options (con’t)
3rd party to help • EHS & IT subject matter • Need to screen 3rd parties
design, select expertise. for successful past
and implement • COTS market knowledge performance
best fit COTS – • Long standing, current • External costs higher than
relative to your relationships with COTS products internal implementation
needs & their technology • Knowledge transfer of
• Standardized approaches and internal information to 3rd
systematic methods to facilitate party. but does not reflect
implementations improved use of in-house
• Understanding of typical industry resources
software license/lease
arrangements
• Significant reduction in time to
selection and procurement
• Increased chance of proper
COTS selection

* COTS = commercial off-the-shelf software

Since 1998, core practice founded on EHS MIS
 Experience developing and implementing EHS MIS in various industries
with over 150 clients from a 100% software neutral approach
Three practice areas
 Environmental, Health & Safety Management Information Systems
 Environmental Compliance and Documentation
 Site Assessment and Remediation
Office locations
 Texas: Houston and Austin
 California: Long Beach and San Diego
 Pennsylvania: Philadelphia
Private and public sectors
 Fortune 500 companies
 Federal, state and local government
 Municipalities

E2 Manage Tech Design Implementation General 2010

E2 provides start to finish support to EHS MIS projects with
expertise in project/program management, EHS subject
matter and information technology.

Clients are predominantly global, Fortune 1000 spanning
virtually every industry.

Examples of EHS Information Management Solutions include:
 EHS Compliance (traditional air/water/waste/incident etc)
 EHS Sustainability and Metrics (includes GHG and Carbon Foot
printing)
 Truck Automation Reporting Systems (TARS)
 Green Remediation Systems

40+ environmental, health, safety and IT (EHS MIS)
specific staff members

Strategic resource partnerships bringing additional
3,500 resources, in 40 world wide offices, with over
900 IT staff (if needed)

Deep pool of technical resources combined with
personal, niche EHS MIS consulting

IT staff expertise
• Configuration and Deployment for most COTS in the EHS MIS
marketplace
• Integration/interface development
• Business intelligence reporting
• General scripting and development
• Platform environment maintenance
• Many other skills
Business process subject matter expertise
• Business analysis
• Environmental, health & safety domain knowledge
• GHG and air emissions domain knowledge
• Environmental Compliance and Documentation
• Site assessment and remediation

1. Accelerate the process

2. Exact scope over 100 times!

3. “Yes” has shades of grey

4. Software success triangle

5. Requirement and budget optimization

6. Negotiating leverage

E2’s focused and committed
experience in this exact service
enables our clients to avoid
pitfalls, false starts and vendor
traps.

EHS Software experience

EHS Domain experience

Industry experience

Process experience

E2’s hands on experience with
EHS software products provides
confidence in requirement
analysis.

Requirements can have multiple interpretations
1. Yes, out of the box
2. Yes, with 40 hours of configuration effort
3. Yes, with 200 hours of custom programming
Example: Can the product support Ad-Hoc reporting?
 Only Administrators?
 Data limitations?
 Third party tools?
 Data refresh rate?
 Typical user experience?

4. Software Success Triangle

E2’s Design process addresses
all three points of the
triangle, providing a foundation
for project success.

Too often, projects tend to focus on
technology People

• Without people and process
addressed … software WILL fail
Consider software architecture on
workflow – which will change?
Consensus building and buy in
Facilitation
Process Technology

E2’s philosophy is to optimize
project design based on financial
outlay.

One product will not meet all requirements

Prioritizing most important

Design to fit budget

What can be phased?

Easy wins first

E2’s design fees are offset (at
least!) by reduced license costs.

Negotiated with nearly all vendors
What will give, what won’t
What is the bottom $
E2 routinely is engaged with the major COTS vendors --
actively working …
 As the overall implementation project management leader
 As an implementation sub-contracted resource
 As design/implementation supplemental staffing
 As implementation oversight and with product development

* COTS = commercial off-the-shelf software

Introductions

E2 ManageTech (E2)

Why use E2 ManageTech

Proposed Scope of Work

Discussion

World of EHS Functional Topics

1. Action Tracking 18. SARA Reporting – (313/TRI)
2. Audit Inspection 19. Subsurface and Remediation data
3. Document Management 20. Waste Management
4. Emergency Response Planning 21. Water Management
Management 22. Behavior-based Observations
5. Hazardous Materials/Chemical 23. Ergonomic Assessments
Inventory/SARA Reporting (311, 24. Industrial Hygiene
312)
25. MSDS Authoring
6. Incident Management
26. MSDS Management
7. KPI/Metric Rollup
27. Occupational Health
8. Knowledge Management
28. Radiation Safety
9. Management Systems
29. Risk/Hazard Assessment
10. Product Registration
30. Safety (MOC, Permits, LOTO)
11. Regulatory Tracking
31. Energy Management
12. Risk / Hazard Assessment
32. NERC / FERC
13. Training
33. Sustainability / Corporate Social
14. Air Quality
Responsibility (CSR)
15. Asbestos / Lead / PCB
16. Compliance Management/Task E2 Mandatory Topics
Tracking
– Business Process
17. Emissions Credit Tracking (GHG,
VOC’s, etc.) – Information Technology
Which topics are
unique to you?

Task 1 – Requirements definition

Task 2 – Vendor screening and
evaluation

Task 3 – Cost/Benefit analysis
(optional)

Task 4 – Facilitate demos from
short-listed COTS vendors

Task 5 – Design Summary

Requirements definition workshop conducted for each
functional topic identified

Workshop participant considerations:
 Technical vs. “people management” considerations (NIH)

 Operational representation

 Geographical representation

* NIH – “Not invented here” mentality

Use ARD (accelerated requirements definition)
templates
 Compilation of other clients requirement
 Use templates to accept, reject or modify others’ requirements
 Typically these templates form 65% to 85% of common user
requirements
 Spend the balance of time on the truly unique requirements
Can also include web polls, teleconferencing to gather
information
Primary benefits: accelerate the process while
leveraging best practices from other clients.

Two additional mandatory workshops
conducted: IT and Business Process

IT Workshop:
 Define in house technical requirements

 Firewall issues, databases, platforms, etc

Business Process Workshop:
 Identify internal approval requirements to properly
tailor deliverable

Task 2 – Vendor Screening and Evaluation

KMR COTS Review
Assess capability of existing Commercial off-the-shelf
systems, client example = (COTS) Screening
Excel spreadsheets, IHS, ESS, Quickly narrow list of options
SAP, Access databases, COTS vs. Custom
Maximo, Lotus Notes, etc.
 Gloves and Mittens
Tactical approach evaluating
strengths and weaknesses of
existing systems
Practical, integrated approach
to Title V, GHG, Compliance  Hundreds of COTS EHS
Management, Water, Waste, Systems
Sustainability, Incident
Hybrids
Management, Audits, etc.
Integration to enterprise or
existing systems

Benefit side of “Cost-Benefit”

Direct Benefit Quantification (DBQ)
 Cost savings (consolidation, economies of scale, etc.)

 Time savings (e.g., DMR preparation is reduced from 6 months to 3
months)

 Increases in accuracy

 Integration with existing systems

Indirect Benefit Quantification (IBQ)
 Risk and liability avoidance

 Quantified on a probabilistic basis

Cost side of “cost-benefit”
Software Licensing

Initial Implementation

Annual Renewal

Ongoing Maintenance

Answers to specific questions:
 Go/no-go
 Optimal integration plan
 How and when to implement
Summarized in business terms
 Net Present Value (NPV)
 Payback period
 Internal Rate of Return (IRR)
 Return on Investment (ROI)
C/B time line of cash flows is the basis to reduce
costs, increase overall gains, and accelerate the
receipt of gains

Develop high level vendor demo scripted
guidelines specific to your functional
requirements

Coordinate and facilitate the demonstration
of short-listed COTS applications

Vendor demonstrations typically last 2-4
hours each, back-to-back

Develop a scoring matrix from which your

staff can use to evaluate the vendor(s) both
quantitatively and qualitatively

Solution design
 Needs and information gaps
 Software
 Technology
 Costs
 ROI
 Implementation strategies
By design construct a solution that provides a
positive return on investment

Phase Purpose Deliverables
• Objectives
Initiate Level-Setting • Scope
• System Review

• Requirements
Analyze Assessment • Project Plan
• Project Team

• Installation
Build Configuration • Plan Execution
• Configuration Updates

• End User Training
Validate Testing • Test Plan
• Issues Tracking

• User Feedback
Pilot Acceptance • Optimization
• Documentation

• User Support
Rollout Go Live • Maintenance Plan
• Lessons Learned

Implementation Services
Overview
Planning
 Facility roll-out
 Vendor selection
 Individual facility customization
 Project Scope & Scheduling
Testing
 Resource Allocation (internal
 Pilot testing
business/IT, vendor, E2)
 Data integrity/QA testing
 Implementation work plan
 User-group testing
 Quality assurance & testing plan
Training
 Configuration decisions  Operator training
 Existing system integration  Manager training
 Administrator training
Execution
 Project communication/marketing
 Historical Data Migration
 Data gathering
Maintenance
 User support (Help desk)
 System installation
 Administrator support
 System configuration  Ongoing maintenance
 Project management  Upgrades

1. Configuration Planning
2. Software/Hardware Installation
3. Software Base and Module-Specific Configuration
4. Data Discovery/Cleansing/Validation/Loading
5. Customization and Integration (if needed)
6. Report Development
7. System Testing
8. User Procedure Development/System Documentation
9. Training
10. User Acceptance Testing
11. Deployment
12. User Support (Help desk)
13. System Maintenance
14. Post-Implementation Review
15. Project Management
Note: Implementations are client and project specific. Some or all of these
steps may be included.

Self-Implement

E2 Turnkey
Factors to Consider
Internal Resources
Budget
Experience/Efficiency
Aggressiveness of Schedule

Introductions

E2 ManageTech (E2)

Why Use E2 ManageTech?

EHS MIS Design Scope of Work

Discussion – Next Steps?

E2 Manage Tech Design Implementation General 2010

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