### “Insert” then choose “Picture”

– select your picture. Right click your picture and “Send to back”.

The world’s leading sustainability consultancy 

# The Phase 0 Approach Best Practices

– Building Blocks and Roadmap for an EMIS Strategy

Brad D. Wilson Principal Consultant Environmental Resources Management Last Rev.: 13 May. 2014

The world’s leading sustainability consultancyThe world’s leading sustainability consultancy 

# EMIS

– What is it?

E M I S

– E nvironmental ( H&S and S ustainability) M anagement I nformation S ystems

■ “Organizational

- Technical information systems for obtaining, processing, recording and disseminating any relevant Environmental, Health, Safety & Sustainability information that is available to a company

2 ■ An EMIS can be a point

- solution or an enterprise

- wide comprehensive solution

■ An EMIS can be regulatory and/or compliance

- driven

■ An EMIS can be Stakeholder and/or NGO driven

■ Commonly (today), EMIS covers enterprise

- level, integrated, comprehensive Environmental, Health, Safety & Sustainability domains

■ Example:

■ Air

■ Water

■ Waste

■ KPI Metrics

■ Incidents

■ Etc., etc., etc.The world’s leading sustainability consultancy General Environmental, Health, and Safety

 Action Tracking

 Audit / Inspections

 Compliance Management/Tracking

 Document Management

 Emergency Response Planning Management

 Hazardous Material/Chemical Inventory/SARA Reporting (311,312)

 Incident Management

 Key Performance Indicators/Metrics

 Knowledge Management

 Management Systems/ISO 14001,OHSAS 18001 etc.

 Product Registration and Regulation

 Regulatory Tracking

 Risk/Hazard Assessment

 Training

 Energy Management

 Sustainability

 MOC Environmental

 Air Quality

 Asbestos/Lead/PCB

 Emission Credit Tracking

 SARA 313/TRI

 Waste Management

 Water Management

 Subsurface, Sediment, and Remediation Date Health & Safety

 Behavior

- based Observations

 Ergonomic Assessments

 Industrial Hygiene

 MSDS Authoring

 MSDS Management (vendor)

 Occupational Health

 Radiation Safety

 Security

 Safety 

# EMIS domains

- examplesThe world’s leading sustainability consultancy 

# Typical Process

– sound familiar?

Environmental department deems that it’s time to better automate their data management.

■ Our old methods don’t work and a few people have seen a few systems that look slick

4 An EMIS lead gets assigned by the EHS department

■ Go forth ... “figure this out” If it helps Environmental ... why not leverage it for other parts of my business?

■ All the sudden other parts of the business (H&S) attach to the project (or comes in and stalls it) Herding Cats & Gotchas ... the EMIS designee will inevitably encounter:

■ Internal politics

■ Competing agendas

■ Legacy systems

■ Resistance to change

■ EMIS lead’s decision

- making power (or lack thereof)

■ Perceptions from last major IT effort(s)

■ Time, Delivery & Cost pressures

■ Balancing experience and availability of internal resources versus external SMEs Frustration sets in and focus gets placed on the Technology (too early)

■ EMIS lead’s credibility and stakeholder buyin is lost, you get rushed into a solution and/or the project stalls or diesThe world’s leading sustainability consultancy 

# IT Projects (History repeats itself)

■ Companies with poor business analysis capability will have 3 times as many project failures as successes

.

5 ■ Companies pay a premium of as much as 60% on time and budget when they use poor requirements practices on their projects.

■ Over 41% of the IT development budget for software, staff and external professional services will be consumed by poor requirements at the average company using average analysts versus the optimal organization.

■ The vast majority of projects surveyed did not utilize sufficient business analysis skill to consistently bring projects in on time and budget. The level of competency required is higher than that employed within projects for 70% of the companies surveyed.

■ CIO.com cites a Dynamic Markets survey of 800 IT managers, reporting that 62 percent of IT projects fail to meet their schedules and are more likely to have a marginal project or outright failure than a success due to the way they approach business analysis.

■ Other data:  49 percent suffered budget overruns  47 percent had higher

- than

- expected maintenance costs, and  41 percent failed to deliver the expected business value and ROIThe world’s leading sustainability consultancy 

# The Remedy: Software Success Triangle Alignment is Critical

6 

# People

Process Technology Process Alignment

• Are business processes ready to be automated?

• Are there widely divergent processes across the company 

## People / Organizational Alignment

• The best system is so integral to “work” that it is transparent 

## Technology Alignment

• What is the state of your source data systems

• What is the state of your master data systemsThe world’s leading sustainability consultancy 

# Establishing IT Project Alignment

7 

# • Secure commitment from the M.A.N.

• Secure stakeholders’ commitment (for entire project)

• Bring neutrality to the table

• To your People and to Technology

• No agendas, no prior jading



# • Establish project credibility & insurance

• Consider bridging the gap between IT and EHS via 3 rd 

## party expertise



# • Have a strategic blueprint and plan

• For EMIS ... that’s the Phase 0 approachThe world’s leading sustainability consultancy 

# Why a Phase 0

8 

# Building a home/Architectural Planning anecdote

• Due diligence is always $ well spent

• Ensures project risk mitigation

• Because historical IT history of failures WILL repeat if planning is skipped



## • Instills confidence and Sr. Executive / stakeholder buy

- in

• Clearly establishing a Defined Case for Change, Project Governance, Business Goals, Defined Business Requirements ensures:

• Level setting across your organization (no misalignment within business units)

• Avoidance of NIH

• Elimination of unexpected increases in cost and timely project stalling due to misaligned, or competing agendasThe world’s leading sustainability consultancy 

# Historically

-- EMIS success rests upon, First ...

■ Clearly defining an achievable scope

■ Clearly defining success by all stakeholders

■ Clearly defining business & functional requirements

■ Providing a solution that is fit

- for

- purpose (e.g ., Corporate vs. Site)

■ Having a well defined process prior to implementation

■ Creating a strong deployment & support management organization

■ Obtaining commitment and stewardship from sponsors

■ Ensuring user involvement throughout project

■ Maintaining close collaboration as a team (Integrator, Software Provider, Client) throughout the deployment program

**>> The “Phase 0” approach helps lay the foundational building**  **blocks and roadmap for a successful EMIS investment**

9The world’s leading sustainability consultancy Catalog: Understand what you already do (Task 2) Set the Vision  Establish vision and mission statement for efforts  Secure core team resources and executive sponsorship Understand what You Want to Do  Gather / validate business requirements  Prioritize business requirements (Must Have

– Nice to Have, etc.) IMPLEMENTATION PLANNING 

# The Steps of Phase 0

Set the Vision (Task 1) Understand what you want to do (Task 2) Check the Solutions Marketplace (Task 3) Short List / Select Solution (Task 3) Develop Prelim Implementation Plan (Task 4) Formalize the Business Case (Task 5) Catalog: Understand what You already Do  Assess current business processes as a baseline  Prioritize information management needs based on risk / importance to the business, maturity of business processes, value in automating, etc. Check the Solutions Marketplace  Develop RFI package  Solicit information from software vendors, including indicative pricing  Evaluate responses and short list select software vendors for RFP Short List / Select a Solution  Issue RFP package (including demonstration script) to short listed software providers  Conduct demonstration sessions with software providers  Iterate as necessary, evaluate  Negotiate best and final pricing and make selection (if desired now) Develop a Preliminary Implementation Plan  Decide upon preliminary implementation approach with key stakeholders  Develop preliminary implementation plan, including phasing, resource requirements, decommissioning opportunities, schedule and budget Formalize the Business Case  Articulate business case to management  Include drivers, NPV analysis versus “AS IS” case, etc. as necessary Authorize the Investment and Prepare to Deploy. Move to Next Phase

EMIS Foundation built Step by StepThe world’s leading sustainability consultancy 

# Step

- by

- step

– Building EMIS Foundation
Task 1: Kickoff Workshop

11 

### Steps Incorporated Set the Vision

-- Understand What You Do Already 

### Objectives for Client • On board key stakeholders to upcoming activity, outline schedule and expectations

• Ensure corporate EHS&S and IT strategies are articulated and understood

• Identify and review As

- Is business processes / EHS&S domain areas are “in scope” 

### Prerequisites Client assembles documentation / descriptions of relevant EHS&S business processes, information inputs and reports 

### Consultant Work Activity Facilitation of onsite EHS&S domain workshops, preparation & follow

- up.



### Deliverables • Workshops, including discussion of lessons learned and best practices from past implementation experience

• Consolidated “playback” of key strategies and in

- scope processes

• Refined framework for requirements gathering (i.e., focused on appropriate domain areas) 

### Estimated Duration ~2 weeksThe world’s leading sustainability consultancy 

# Step

- by

- step

– Building EMIS Foundation
Task 2: Business Requirements Gathering

12 

### Steps Incorporated Catalog

-- What You Want to Do 

### Objectives for Client • Gather / validate and prioritize (e.g., “Must Have”, “Nice to Have”) business requirements through engagement with Client stakeholders

• Consolidate and approve list that will be used as the basis for subsequent tasks. 

### Prerequisites Approved in

- scope business processes / EHS&S domain areas 

### Consultant Work Activity • Assessment interviews with Client stakeholders (1

- 2 hours each)

• List consolidation, review and approval with Client Core Team 

### Deliverables • Consolidated & client validated business requirements list 

### Estimated Duration ~3 weeksThe world’s leading sustainability consultancy 

# Step

- by

- step

– Building EMIS Foundation
Task 3: Software Vendor Engagement & Selection

13 

### Steps Incorporated Check the Market for Candidate Solutions; Short List / Select a Solution 

### Objectives for Client • Agree on endpoint at this stage (short
- short list / final selection)

• Finalize approach to solutions (“best of breed”, “single, integrated”)

• Survey the market for candidate solutions using a structured RFI / RFP (including demonstrations) process

• Determine “fit” of solutions against identified business & functional requirements

• Short

- short list or select software solution 

### Prerequisites Approved list of business & functional requirements 

### Consultant Work Activity • Develop RFI / RFP process

• Develop demo scripts (apples

- to

- apples comparison)

• Facilitate select software vendor demonstrations and interactions

• Facilitate software selection decisions for Client 

### Deliverables • RFI package

• Demonstration scripts

• Demonstration sessions • RFP package

• RFI / RFP review notes


### Estimated Duration ~10 weeks, depending on Client’s needs for the process (RFI, RFP, number of vendors contacted, etc.), Client stakeholder availability, software vendor availabilityThe world’s leading sustainability consultancy 

# Step

- by

- step

– Building EMIS Foundation
Task 4: Preliminary Planning

14 

### Steps Incorporated Develop Prelim. Implementation Plan 

### Objectives for Client Understand scope, budget and schedule of solution implementation within appropriate limits of certainty to enable management decision 

### Prerequisites Short

- short list or select final software vendors with RFP evaluation results 

### Consultant Work Activity • Develop deployment approach with Client stakeholders (by domain area, geography, etc.)

• Estimate scope, budget and schedule for deployment, including required Client resource commitments 

### Deliverables Preliminary plan estimate 

### Estimated Duration ~2 weeksThe world’s leading sustainability consultancy 

# Step

- by

- step

– Building EMIS Foundation
Task 5: Presentation to Management

15 

### Steps Incorporated Formalize the Business Case 

### Objectives for Client Facilitate management decision (budget allocation or final selection)


### Prerequisites Short

- short list or final selected software vendors with RFP evaluation results and preliminary deployment plan 

### Consultant Work Activity Assist Client stakeholders in the development and execution of business case and management presentations, as appropriate 

### Deliverables • Business case overview

• Management presentation 

### Estimated Duration ~2 weeksThe world’s leading sustainability consultancy 

# Step

- by

- step

– Building EMIS Foundation

16 

# Recommended Client Resources during Phase 0 and beyond

■ Executive sponsor (aka: the M.A.N.)

■ Program leader (aka: EMIS lead)

■ Key EHS leaders / stakeholders

■ 1 per “region”?

■ 1 per functional area (e.g., Environment, Health & Safety, Contractor Management, Product Stewardship, etc.)?



## ■ IT representative

■ Procurement representativeThe world’s leading sustainability consultancy 

# With the Foundation Built

– Now What?

17 

## Phase 0 is only the1st part of the overall SDLC process Next step ... is the Design PhaseThe world’s leading sustainability consultancy 

# Contacts

18

Brad D. Wilson Principal Consultant, ERM Information Solutions O: +1 615 614 8449 | M : +1 615 920 0121 | E: brad.wilson@erm.com

# Annex More About ERM Information Solutions

The world’s leading sustainability consultancyThe world’s leading sustainability consultancy 

# Environmental Resource Management (ERM)

• Environmental Resources Management (ERM) is a leading global provider of environmental, health, safety, risk, social consulting services and sustainability related services.

• We have more than 5,000 people in over 40 countries and territories working out of more than 150 offices.

• ERM is committed to providing a service that is consistent, professional and of the highest quality to create value for our clients.

• Over the past five years we have worked for more than 50 per cent of the Global Fortune 500 delivering innovative solutions for business and selected government clients helping them understand and manage the sustainability challenges that the world is increasingly facing.

20The world’s leading sustainability consultancy 

# ERM’s Global Reach

21 Over 5,000 staff worldwide operating in 140 offices in 40 countries.The world’s leading sustainability consultancy 

## Leading Provider for Oil & Gas, ChemicalsThe world’s leading sustainability consultancy 

# ERM Sustainability Information Solutions

23 

### We help corporations reach their environmental, health and safety performance potential, by leveraging best

- of

- breed third party technologies and designing business processes that enable our clients to better serve their stakeholders, customers and employees. We assist clients in developing and implementing an Information Management Systems strategy that will build a compliant, value

- added Environmental, Health, Safety and Sustainability (EHS&S) program for them. Proficient in Market

- Leading, Common, Off

- the

- Shelf (COTS) Platforms

The global knowledgebase of ERM’s 4500+ domain experts The experience of 150+ enterprise EMIS deploymentsThe world’s leading sustainability consultancy 

# Sustainability Information Solutions (SIS)

24 

## Key Characteristics of SIS:

• COE of over 250 people globally

• 18 years of experience in O&G EHS data management systems

• Specialize in enterprise programs

• SAP, IHS, Enablon , Others



## • Technology agnostic

- We focus on the needs of the business and the people doing the work.

• Services tailored for the solution life cycle

• Planning

• Design and Implementation

• Change Management

• Support and SustainThe world’s leading sustainability consultancy 

# The Software Success Triangle