CBP Asset Management Council CharterOA AAMD V.1.0
/ Team Name:CBP Asset Management Council (AMCouncil)
Document Title: / Asset Management Council Charter
Version Number: / 1.0 / No.:
Applicable Organization: / Effective Date: / December7, 2010
Office of Administration
Asset and Administrative Management Division / Approval: Approver/Owner’s Name/Signature
CBP Asset Management Council Chair
AAMD Director Margaret Hartigan / Dec-07-2010
Use this template when creating an Office of Information and Technology (OIT) Charter document for a project, initiative, working group, or other group. The “Applicable Organization” above should indicate “OIT or the organization to which this charter applies. Sections 4.0,Success Criteria, 5.0, Expected Products, and 7.0, Conduct of Operations, may be omitted for process initiative charters.
Notice: A hardcopy of this document may not be the version currently in effect. The current version is always the version in the AM Council Repository.
Contents
This section is optional but recommended if there are more than 10 pages in this document. If it is omitted, begin with Section 1.0, Introduction, immediately below the Notice.
1. INTRODUCTION……………………………….……….…………………………….….2
1.1 PURPOSE...... 2
1.2 BACKGROUND………………………….….….………………...………………2
2. SCOPE…………………………………………….…………….…………………….…..2
3. DEFINITIONS…………………………………….……………….………………………2
4. GOALS AND OBJECTIVES...... …...3
5. MEMBERSHIP AND GOVERNANCE…………………………….……………………3
6. AUTHORITIES/REFERENCES…………………………………..…………………….4
7. RESPONSIBILITIES………………………………………………..……………………4
8. CONDUCT OF OPERATIONS…………………………………….……………………5
9. DOCUMENT VERSION HISTORY………………………………..……………………5
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IRB Project Charter V 0.1
CBP Asset Management Council CharterOA AAMD V.1.0
1. INTRODUCTION
1.1 PURPOSE
Summarize the purpose of the organization created by the charter. State in specific terms what problem or issue this organization addresses.
This Charter outlines the purpose, scope, goals, objectives, membership, authorities, responsibilities, and conduct of operations of the US Customs and Border Protection (CBP) Asset Management Council (AM Council). The primary purpose of the AM Council is to serve as an executive steering committee and a cross CBP review forum for overseeing, vetting, and assessing policy and processes to promote effective management of CBP assets[F1]. The AM Council will coordinate the asset management budget formulation and investment review across CBP. The AM Council will serve as a nexus between business and operational planning to balance strong stewardship and the support of evolving CBP mission requirements. The Council will provide the forum to achieve more comprehensive and integrated work products and business solutions, increasing the effectiveness of asset management processes in the field, in headquarters units, and in the Asset and Administrative Management Division (AAMD).
1.2 BACKGROUND[F2]
State the significant background information leading up to the creation of the charter.
The need for effective planning and management of CBP assets has evolved and expanded in concert with CBP’s growth. A more integrated, strategic, and structured means of guiding asset management is necessary. The Assistant Commissioner Office of Administration (OA)has requested a council be chartered to accomplish this aim.
2. SCOPE
The AM Council will provide recommendations on policy and processes to higher authority based upon CBP strategic goals and objectives, the status and condition of assets and the assessment of gaps, redundancies and alternatives.
3. DEFINITIONS
3.1 CBP Business Partners: Offices within CBP that have requirements for personal property and other CBP assets or that serve in a capacity that supports the delivery of personal property or other CBP assets.
3.2 AM Council Principal Members: Senior Executives[F3] with decision making authority.
3.3 AM CouncilStaff Members: Senior staff responsible for the technical support of AM Council activities.
3.4 Program Executive[F4]: The Office of Administration, Asset and Administrative Management Division Director has responsibility for the management of the overall CBP Asset Management program.
3.5 AAMD Directors[F5]: The Office of Administration AAMD Directors report to the Program Executive and have responsibilities for assigned areas of AAMD: Mobile Assets PMO Director, Personal Property PMO Director, Seized and Forfeited Property Center Director, Uniforms Management Center Director, Resources Management Center Director, and the Administrative Services PMO Director.
4. GOALS AND OBJECTIVES
4.1 Optimize resources and processes for the greatest support of overall CBP mission through informed decisions on:
4.1.1 Personal Property[F6] lifecycle management
4.1.2 Essential services and tools
4.1.3 Measures to ensure accountability and promote stewardship
4.2 Coordinate on policy matters that impact multiple Business Partner offices.
4.3 Transparency to the CBP Business Partners on downstream executive decisions on budgets and investments.
4.4 Accelerate obligations and expenditures by facilitating priorities and approval processes.
4.5 Vet and socialize policy and policy changes related to asset management.
5. MEMBERSHIP AND GOVERNANCE
5.1 Principal Members[F7]
5.1.1 AAMD Director
5.1.2 Mission Support XD, Office of Field Operations
5.1.3 Mission Support XD, Office of Border Patrol
5.1.4 Mission Support XD, Office of Air and Marine
5.1.5 Office of Information and Technology[F8]
5.1.6 Office of Training and Development
5.1.7 Asset and Personal Property stakeholders in other CBP Business Partner offices[F9]
5.2 Staff Members[F10]:
5.2.1 AAMD Directors
5.2.2 OA Budget Directorate representative
5.2.3 OA Procurement Directorate representative
5.2.4 Additional Executive Directors, advisory members and/or subject matter experts may be invited to attend the AM Council meetings.
5.3 Governance
5.3.1 Council Chair: AAMD Director
5.3.2 Council Manager: Administrative Services PMO Director
5.4 Decision making authority: Principal Members hold decision making authority
6. AUTHORITIES/REFERENCES
6.1 Federal Property and Administrative Services Act of 1949
6.2 Federal Property Management Regulation, CFR 41, C, 101
6.3 Office of Management and Budget (OMB) Circular A11, Part 7, Planning, Budgeting, Acquisition, and Management of Capital Assets and Capital Programming Guide
6.4 Department of Homeland Security (DHS) Investment Management Handbook
6.5 Annual Authorization and Appropriations Acts
7. RESPONSIBILITIES
7.1 The AM Council shall:
7.1.1 Provide executive guidance of strategic planning personal property assets, decide among options and alternative strategies, and determine funding priorities.
7.1.2 Develop and adopt policies and processes for the effective management of personal property assets
7.2 AAMD Shall:
7.2.1 Plan, manage and executive the overall CBP personal property and administrative services to enhance service to CBP.
7.2.2 Review programs against defined milestones throughout program life cycles and ensure that Business Partners are aware of significant deviations and risk factors.
7.2.3 Facilitate the collection, analysis and compilation of program data to support AM Council decision making.
7.2.4 Provide overall administrative support to the AM Council including meeting space, agendas, minutes, development of presentation materials and document distribution.
8. CONDUCT OF OPERATIONS
8.1 Meeting Schedule: The AM Council will meet quarterly and more often as necessary. Ad hoc meetings shall be called by the AM Council Chair.
8.2 Deliberations: The AM Council is a forum that supports open dialogue and data sharing to reach consensus on decisions. In those situations where significant variation exists among AM Council members, those alternative positions will be captured for presentation and resolution with higher authority within CBP.
8.3 Planning data: Planning and requirements data will be developed in partnership between AAMD and Business Partners staffs. AAMD staff will present items that require deliberations and decisions affecting the broader CBP mission accomplishment.
9. DOCUMENT VERSION HISTORY
Either provide the document version history below or point to the mechanism (such as a configuration management system or database) where the history is kept. A suggested format is provided subsequently.
Version No. / CR # / Brief Description of Change / Changed By / Approved By / Date Approved1.0 / Initial issue / Fred Smith / Margaret Hartigan
The following table presents a record of changes made to this template. It should be removed after the charter has been created.
If an appendix is not required for the charter, remove that section.
Reference the central glossary (if one exists) and include only terms NOT within the central glossary. These Appendices are optional.
Effective Date: DEC-07-2010V.1.0Page 1 of 5
OIT Charter Template V 1.0
[F1]Throughout we use “assets”, “asset management”, and “personal property and assets” somewhat interchangeably. Help us be clear on whether the council is responsible for assets or asset management. Is there a comprehensive term to include personal property and other assets (mobile, IT, etc)? I think we should have one term or somehow use the words more precisely.
[F2]This section may be unnecessary, but I thought it good to be able to address the questions “Why” and “why now?”
[F3]Can we use the word “executive” here, since some components may not be represented by an executive, unless we make it a requirement that they be the Mission Support XD, or in those orgs that don’t have one, the DAC.
[F4]Can we use the word “executive” here, since currently the head of AAMD is not an SES slot?
[F5]Not sure if the heads of each AAMD division are in fact directors. On the org chart there are no titles
[F6]Here’s an example – isn’t the council more than just personal property? What’s the right term? Also, while the council will have a role in policy, some of the budget stuff (i.e., uniform allowance, some fleet, the mandated use of the AAMD print shop) are out of bounds as I understand it.
[F7]In discussions w Margaret, she definitely called out a “big 5”, but also clearly said that unlike FM&E, all orgs in CBP will have an interest and be on the council. Should we list all, some (I did the big 5) or none?
[F8]Not sure for OIT and OTD what the person’s title is, since there is not a Mission Support ExD. Again, this is where we might want the DAC?
[F9]Does OA get a representative besides Margaret, or is she doing double duty? Seems to me they should have someone else.
[F10]Others we want to list?