On a quarterly basis, the DNR SRF Coordinator assigns new environmental review projects.  Twice per year, in April and September, the DNR SRF Coordinator assigns new sponsored projects.  The following provides a narrative description of the Visio map developed during an October 2017 process mapping event.

Environmental Review Assignments

  • The SRF Administrative Assistant (AA) receives the eligible applications for the quarter from the Water Supply Engineering and Wastewater Engineering sections.
  • The SRF AA creates a project folder for each application (including a copy of the IUP application and any ER checklist materials received) and puts it in the inbox of the SRF ER Assessor.
  • The ER Assessor is the SRF environmental specialist designated to provide an initial review of the difficulty of each ER project.  After receiving the folder, the ER Assessor enters the project information into the Assignment Tracking spreadsheet for the current fiscal year and assigns a preliminary difficulty score and marks as unassigned.
  • If the ER appears to be time-sensitive, the ER Assessor notifies the SRF Coordinator for early assignment.  If not, the new projects are batched and the ER Assessor notifies the SRF Coordinator when all projects are scored.
  • The SRF Coordinator compares the Assignment Tracking spreadsheet with the quarterly CWSRF and DWSRF project lists to ensure that all projects are included.
  • The SRF Coordinator emails the ER Specialists to update the Assignment Tracking spreadsheet with difficulty and work remaining scores for all current projects.
  • The ER Specialists update their projects on the spreadsheet.
  • The SRF Coordinator enters a work remaining score of 5 for all new projects on the spreadsheet.
  • The SRF Coordinator evaluates each ER Specialists current workload score and number of projects.  The SRF Coordinator assigns new projects, taking into consideration if ER Specialist has worked on previous phases or related projects, the FNSI/CX ratio in each ER Specialist's workload, and ER Specialist experience level.
  • The SRF Coordinator continues to change the new project assignments until all are assigned and the ER Specialists' workloads are as balanced as possible.
  • The SRF Coordinator emails the ER Specialists with notification of new project assignments.
  • The ER Specialists check their new assignments and obtain the project folder.
  • The ER Specialists review their new project information and update the difficulty score as needed on the Assignment Tracking spreadsheet.
  • The ER Specialists may trade projects with each other by mutual agreement.  If so, they update the spreadsheet.
  • As projects proceed or at least each quarter, the ER Specialists update the work remaining score as needed.  When the project is complete, the ER Specialist enters a FNSI/CX issued date and the ER final completion date (this autofills a 0 in the work remaining score).
  • If the project is dropped, the ER Specialist notifies the SRF Coordinator. The SRF Coordinator confirms the project is dropped before entering this into the Assignment Tracking spreadsheet. The ER Specialist give the dropped project folder to the SRF AA.
  • If the project is on hold for any period of time, the ER Specialist enters 0 in the work remaining score until the project becomes active again.
  • When the project is complete, the ER Specialist gives the project folder to the SRF AA.  The SRF AA compiles the ER materials into the SRF file.

Sponsored Project Assignments

  • The SRF AA creates a sponsored project file after receiving the eligible applications from the SRF Coordinator or Nonpoint Source Program Planner (NPS PP).  Sponsored project applications are received in March and September.
  • The SRF Coordinator receives the sponsored project file from the SRF AA.
  • The SRF Coordinator enters the new sponsored project information into the Assignment Tracking spreadsheet, entering a 5 for project difficulty and a 5 for work remaining for each new project.
  • During the time that the new ER projects for the quarter are being assigned, the SRF Coordinator also assigns the new sponsored projects to Project Managers (PMs).  The same considerations are used, plus geographic locations of new sponsored projects since travel is involved.  If applicants have previous sponsored projects, their new project will be assigned to the same PM for continuity and consistency.
  • SRF Coordinator distributes sponsored project files to PMs.
  • PMs may trade sponsored projects with each other by mutual agreement. If so, they update the spreadsheet.
  • As projects proceed or at least each quarter, the PMs update the work remaining score as needed.  When the project is complete, the PM enters a final completion date (this autofills a 0 in the work remaining score).
  • If the project is dropped, the PM notifies the SRF Coordinator. The SRF Coordinator confirms the project is dropped before entering this into the Assignment Tracking spreadsheet. The PM give the dropped project file to the SRF Coordinator.
  • If the project is on hold for any period of time, the PM enters 0 in the work remaining score until the project becomes active again.
  • When the project is complete, the PM gives the project folder to the SRF Coordinator.