The document outlines a controlled document governance system for an office administrative team. Key aspects of the system include: 1. Tracking methods such as monthly staff meetings, "HOT TOPIC" emails, and posting timelines on a bulletin board. 2. A workflow process map that details the steps for reviewing, collecting, and filing original documents. 3. Sample project and document timelines to track delivery dates and status updates. Templates for reminder emails and a sample email are also included.

1. ADMIN PROCEDURE: CONTROLLED DOCUMENT GOVERNANCE
Office administrativeteam-membersare responsible fororiginalcontrolleddocumentsand
filingsystemmaintenance. The followingsystemwill make those responsibilitieseasiertoaccomplish.
TrackingMethodsand Materials:
1. Adminstaff meetings –notifystaff of timeline updates monthly
2. HOT TOPIC email -requestsmade of admintime islistedonanemail (templateenclosed) and
sentto all adminmemberswith statusupdate andlocationof documents/materials
3. ProgressVisuals -projectstimeline andCMEECreportstimelineare postedonOffice andFacility
bulletin boardasa pointof reference (statusupdatescanbe notedviaemail toteammembers)
4. Outlookalerts -Deliverydateswillbe setupas calendaralertsforadminteammembers
Workflow ProcessMap
Review Drives and FileOriginal
Documents
ADMIN MEETING
Collect Delivery Dates and
Document Types from
Project Plans and Process
Owners
Generate/ UpdateDocument
Timelines
Print out and post
timelines on bulletin
board
Enter delivery date alerts
on Outlook
1st
-Send out
friendly
reminder
update to
process
owners with
timeline for
visual
2nd
-Follow up
with an
individualized
email
Document
Saved/ Received
No
Yes
Make a note on
timeline
Document
Saved/Received
Yes
Make a note on
timeline No
3rd
-Personal
Follow Up visit
Missing Documents
UpdateTeammates on
progress

2. Sample Project Timeline:
ID Task Name Finish
Q2 13 Q3 13 Q4 13 Q1 14 Q2 14 Q3 14
Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug
1 6/4/2013CTDEEP Microgrid RFPSubmission
2 7/2/2013CTDEEP Microgrid NSR Air Permit Appl
3 10/18/2013ISO I.39 Stability Study and Approval
4 5/6/2013Planning and Zoning Site Approval
5 7/15/2013
Develop & execute Interconnection
Agreement
6 10/7/2013Grant Award Notification
7 9/26/2013CTSiting Council site approval
8 1/31/2014Award site construction role
9 3/10/2014CTDEEP NSR Permit Approval
7/25/2014Operating procedures review and approval
7/23/2014System Tests10
11
BACKUS MICROGRID DOCUMENT TIMELINE
*timelines needto be createdfor Pierce, Microgen, Grants and Pending Litigation

3. Sample HOT TOPIC email:
HelloAdmin Teammates,
Request:listedbelow.Gabe wouldlikethisdocumentsavedtothe server.
DeliveryDate:None given
Status:Topic discussedwithEllen,we will waittoscanand file the original documentthatiscomingin
the mail.Please keepaneye out
Tiana Nadeau
RecordsSpecialist
ConnecticutMunicipal ElectricEnergyCoöp
30 Stott Ave
Norwich,CT06360
860.425.3226
-----OriginalMessage-----
From: Stern,Gabe
Sent:Tuesday,August19, 2014 11:37 AM
To: Nadeau,Tiana
Cc: Wood,Kristen
Subject:FW:Lease N40085-12-RP-00109 for GeneratingFacilityatSubbase New London
Fyi & file
-----OriginalMessage-----
From: Swiader,RobertHCTR NAVFACMIDLANT,AM[mailto:robert.swiader.ctr@navy.mil]
Sent:Tuesday,August19, 2014 11:15 AM
To: Rankin,Drew
Cc: Rall,Mike;Stern,Gabe;Gentry,Jim;Parker,StevenMCIV NAVFACMIDLANT,AM; Kurtz,MatthewD
CIV NAVFACMIDLANT,AM
Subject:Lease N40085-12-RP-00109 for GeneratingFacilityatSubbase New London
Mr. Rankin, The FirstModificationtosubjectlease hasbeenexecutedonbehalf of the Government. A
fullyexecutedduplicate original wasmailedtoyouyesterday. A copyof the forwardingletteris
attachedfor readyreference. A POAMforachievingthe CommencementDate of Operationforthe
facilityisbeingpreparedandwillbe forwardtoCMEEC for review andcommentpriortofinalization.
We appreciate CMEEC'sassistance,past,presentandfuture,inthismatter. V/R
R. H. Swiader

4. FriendlyReminderTemplate in W drive:
Dear ProcessOwner,
The AdminTeamwouldlike toupdate youon the progressof CMEEC’s documentcapture and remind
youof an upcomingdeliverydate.The redarrow marksthe documenttobe providedtoAdminwhen
available.Contactamemberof the AdminTeamwithquestions.
ID Task Name Finish
2014
Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec
1 1/1/2014Convex Audit
5 2/28/2014Tier II Report
6 2/28/2014Pierce Operating Plan
7 2/28/2014Pierce Annual Report
8 2/28/2014RGGI Annual Output Report
9 3/28/2014CMEEC Financial Audit
10 3/28/2014ISO Risk Compliance Report
11 1/1/2014CAIR Compliance Report
1/1/2014CEMS Semi Annual Report
4/30/2014DPUC Report
12 4/30/2014Wheeling Report
14 4/30/2014Grant Report
15 1/1/2014CGA Audit
6/30/2014EIA Report
16 4/30/2014Network Server and Security Audit
4
7/31/2014Wheeling Report
23
22
21
20
18
7/31/2014CEMS Semi Annual Report
1/31/2014Wheeling Report2
7/31/2014DPUC Report
1/31/2014DPUC Report3
10/31/2014Grant Report
10/31/2014Wheeling Report
10/31/2014DPUC Report
19
13
17
CMEEC Reports Timeline
Today
*Please notifyAdminto addreports or staffmembers to this monthlymemo.