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REQUIREMENTS AND POLICIES MANUAL

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Updating the RPM

    Title:

    Updating the RPM - Procedure

    Publication date:

    3/7/2017

    Effective date:

    2/20/2012

    PROCEDURE

    A. General

    Berkeley Lab's Requirements and Policy Manual (RPM) is an institutional document and therefore subject to version and configuration controls as described in the Document Management Policy and the Document Management Process.

    1. Persons finding errors (however large or small) are encouraged to inform the policy's listed Contact, and copy the Requirements Management Program Manager (RM PM) at requirementsmgmt@lbl.gov and RPM Editor at rpm-comments@lists.lbl.gov .
    2. A Policy Author who wishes to make changes to a policy should do the following:
      • If the changes are brief, download a pdf version of the currently published Policy (go to RPM, find the policy of interest, then at the top, select View/this page/export to PDF). If the changes are extensive, obtain a Word version of the currently published Policy from his/her function's Requirements Management Committee (RMC) representative (go to this link), or the Requirements Management (RM) Program Manager or RPM editor.
      • With the help of his/her RMC representative, create a package that includes (a) a Word document that describes the exact changes to be made (including links that have been tested), (b) a completed Significance Rating sheet, (c) approvals (either pdf of email chain or pdf of actual signatures), (d) (if deemed needed by the Significance Rating analysis), implementation plan.
      • Complete a Smartsheet form found at this link. Be sure to attach all the above documents. Note that some of the questions in the Smartsheet form are mandatory. The RMC representative (or RM Program Manager) can assist.

    Chart 1: Types of Changes to the RPM (taken from Document Management Process)

    Type of Change

    Definition

    Review/Approval authority

    Major Change

    Includes the addition of a new policy, the retirement of an obsolete policy, or revision to an existing policy that significantly changes its meaning, requirements, responsibilities or method of implementation, or is an extensive rewrite of an existing policy. May have high impact on other institutional documents.

    (Graded per Significance Rating Determination.) Lab Director (A, B) COO (or designee) (B, C) Sr. Line Manager (C, D, E) Legal (A, B, C, D)

    Major Change/30 Day Notice (Specific to Lab HR policies)

    A Major Change to HR policy that affects employment terms and conditions. 30 day comment period starts with policy notice announced in Today at Berkeley Lab (TABL)

    • Deputy Director for Operations (or designee)
    • Chief HR Officer
    • Legal

    Minor Change

    A change that makes no substantial alteration in requirements or responsibilities, in the judgment of the Sr. Line Manager and/or RMC representative.

    Responsible RMC representative or Line manager

    Editorial change

    Includes, for example:

    • Typos, format, grammar,
    • Updating hyperlinks, doc number changes
    • Editing text to clarify or be consistent with existing requirements within the document and/or with other institutional documents

    Inform Responsible RMC representative, or Line Manager, or SME.

    B. Responsibilities in Brief

    (see Document Management Process for additional details)

    Role

    Responsibilities

    Policy Author

    • Ensures accuracy of policy content including requirements interpretation and translation into Laboratory policy language.
    • Develops policies, ensures appropriate level of review of the content, and obtains the necessary approvals.
    • Applies the Document Management policy, process, and procedures.
    • Notifies his/her function's Requirements Management Committee (RMC) representative (see RMC contact list).

    CSO RPM Editor

    • Ensures document meets Berkeley Lab standards for publication
    • Publishes the approved document in the RPM

    Requirements Management Committee (RMC) representative

    • Assists Policy Author to ensure adherence to the RM and Document Management processes, including determining policy change type, significance rating for approvals, completion (if necessary) analyses of requirements, risks, impacts and completion (if necessary) of implementation plans.
    • Applies the RM and Document Management policies, processes, and procedures.
    • Provides monthly updates to RMC on progress.

    RM Program Manager

    • Has authority delegated from Deputy Director for Operations for oversight of the RPM
    • Chairs the RMC.


    C. References:

    Source Requirements Documents

    Document number

    Title

    Type

    04.04.001.000

    Requirements Management Policy

    Policy

    10.06.001.000

    Document Management Policy

    Policy

    10.06.001.001

    Document Management Process

    Process

    10.06.001.102

    Developing, Reviewing, Approving Institutional Policy Documents

    Procedure

    Implementing Documents

    Document number

    Title

    Type

    10.06.001.202

    Policy Template

    Template

    10.06.001.203

    Policy Approvals Form

    Form

    04.04.001.206

    Significance Rating Determination Form

    Form

    D. Contact Information

    Requirements Management Program Manager, requirementsmgmt@lbl.govorCSO RPM Editor, rpm-comments@lists.lbl.gov

    E. Revision History

    Date

    Revision

    By whom

    Revision Description

    Section(s) affected

    Change Type

    2/20/12

    0

    L. Young

    Initial

    all

    Minor

    4/29/14

    0.1

    L. Young

    Add submission steps via Smartsheet

    Section A.2

    Minor

    7/29/14 0.2 L. Young Add flowchart Section B Minor
    3/7/2017 0.3 M. Stoufer Update "Chief Operating Officer" position title to "Deputy Director for Operations" All Editorial

     

     

     

    DOCUMENT INFORMATION

    Title:

    Updating the RPM

    Document number

    10.06.001.104

    Revision number

    0.3

    Publication date:

    3/7/2017

    Effective date:

    2/20/2012

    Next review date:

    7/29/2017

    Policy Area:

    Document Management

    RPM Section (home)

    Home

    RPM Section (cross-reference)

    none

    Functional Division

    OCA

    Prior reference information (optional)

    Procedure for Submitting Changes to Update the RPM and Definitions of Terms in the RPM

    Source Requirements Documents

    Document number

    Title

    Type

    04.04.001.000

    Requirements Management Policy

    Policy

    10.06.001.000

    Document Management Policy

    Policy

    10.06.001.001

    Document Management Process

    Process

    10.06.001.102

    Developing, Reviewing, Approving Institutional Policy Documents

    Procedure

    Implementing Documents

    Document number

    Title

    Type

    10.06.001.202

    Policy Template

    Template

    10.06.001.203

    Policy Approvals Form

    Form

    04.04.001.206

    Significance Rating Determination Form

    Form

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