Sent:
To: GILLES Bruce A; MASON Palmer; MONROE Sheila; PICKERELL Loretta; POLLOCK Andree; WILES Wendy; [LQ] Managers @ HQ; ANDERSEN Keith; ANDERSON Jim M; BELYEA David; DRUBACK Lissa; FULLER Brian; GILLES Bruce A; KORTENHOF Mike; MONROE Sheila; NELSON Kerri; ROSENBERG Max
Subject: FW: Rulemaking
Importance: Normal
From: HAMMOND Joni
Sent: Monday, July 02, 2012 10:33 AM
To: (All DEQ) MANAGERS
Cc: CLIPPER Chris; VANDEHEY Maggie; VICK Nicole R.
Subject: Rulemaking
Summer greetings:
Each November, EMT reviews rulemaking concepts to determine whether to include them on the annual rulemaking plan.
Right now it’s time to start developing concepts for the 2013 DEQ Rulemaking Plan. This year we are using our new schedule on the rulemaking SharePoint.
Our new process calls for more “frontloading”, which means that staff will start analyzing risks such as political and technical risks, and staff involvement in rulemaking and implementation. In other words, staff will start creating a project plan for the rulemaking. Our new “Blueprint” rulemaking tools will allow the team to provide EMT the information needed to compare rulemaking concepts with section, division and agency resources and priorities for the upcoming year.
We are planning staff training soon, but in the meantime, I want to refresh your memories about the following Kaizen improvements we approved and will start implementing in the 2013 rule cycle.
1. Analyze resources, scope, impact and risks for the rulemaking.
2. Provide information for management to compare projects and to make conscious priority and resource decisions early in the process.
3. Forecast, measure, track and report resources required for each rulemaking. Managers need to establish a unique Q-Time number before authorizing staff to work on the concept’s rough draft to help us better track time spent on rulemaking activities.
4. Reduce duplicative work products. For example this step of the new process captures information previously submitted on the Rulemaking Description, Start Rulemaking Plan, and Opt In/Out forms and in response to the Rulemaking Factors and management requests for additional information. With this new approach these documents will be eliminated.
5. Build on work product from previous steps. If EMT adds a concept to the annual plan, the rule design team will continually refine the documents developed during the planning cycle.
6. Reduce wordsmithing cycles, use tools such as checkboxes and suggested language when appropriate. The two workbooks include a number of selection buttons, drop down lists, and provide some suggestions.
7. Continual process improvement. The tools have numerous ways to provide process improvements.
8. Maintain the rulemaking record; make the rulemaking process transparent and searchable. Rulemaking documents will no longer be stored in personal, section or division locations. Starting Aug. 20, all new rulemaking records will be developed and stored in the following shared locations:
· Rulemaking SharePoint – collaboration space organized consistent with Rule Development
· Rules Development – documents not on SharePoint, place for ‘messy” work, location for documents moved off SharePoint after rule filing
· Rules Archives – documents moved from Rule Development after the rulemaking record is complete
· Rulemaking on DEQ website – All notice references point to this location and not program or division pages.
All staff has read permissions to these areas and the rules coordinators establish write permissions.
Both the We Rule! (rulemaking Lean-kaizen team) and Determinators (OP2 breakthrough team) recognize that here at DEQ “We like to know before we know.” One of the recommendations is to, “build trust”. The sentiment applied to staff building management’s trust. Let’s kick off this planning cycle by offering staff our trust, because they have built a process that will allow “disciplined” creativity.
The rules coordinators are Chris Clipper for Water Quality, Nicole Vick for Air Quality and Maggie Vandehey for Land Quality and Cross Programs. The coordinators will provide one-on-one training with the subject expert on the process and tools when they develop the rough draft and the lead manager and other team members when they refine the draft.
Please call me or your division rules coordinator if you have questions. If you can’t resist knowing before you know, call Maggie.
Thank you and Happy 4th!
Joni