Actively Pursuing Excellence Team Charter TRANSFORMING INCIDENT PROCUREMENT PROJECT TIPP Joint Executive Board U.S. DEPARTMENT OF AGRICULTURE / U.S. DEPARTMENT OF THE INTERIOR WASHINGTON, D.C. 0
Table of Contents APEX Team Charter for the Transforming Incident Procurement Project... 1 Team Name... 1 Purpose... 1 Governance... 1 Executive Board Vision for the Team... 1 Team Responsibilities and Authorities... 1 Project Management Specific Responsibilities... 2 Organization... 2 Membership... 2 APEX (Core) Team Roster... 2 TIPP Project Support... 3 APEX Extended Team (SMEs)... 3 Meetings... 4 Executive Briefings... 4 Authorizing Signatures... Error! Bookmark not defined.
APEX Team Charter for the Transforming Incident Procurement Project Team Name The name of the chartered group is the Actively Pursuing Excellence (APEX) Team for the Transforming Incident Procurement Project (TIPP). Purpose The APEX Team supports the incident management mission and provides a mechanism for the establishment of coordinated, integrated financial management and acquisition protocols, across Federal wildland fire management organizations, to ensure compliance with Federal financial management and acquisition laws, regulations, and mandates. Governance The APEX Team, taking program direction from the Joint Executive Board through the Fire Management Board, has full authority to engage appropriate subject matter experts, affected programs and organizations within the U.S. Departments of the Interior and Agriculture to redeem their responsibilities as defined in this Charter. Sponsor s Name Tiffany Taylor Sponsor s Title Forest Service Acquisition Management Assistant Director for Business Management and Fire and Aviation Executive Board Vision for the Team The TIPP is a joint effort of the USDA and DOI to: 1) meet incident management mission requirements; 2) comply with Federal financial management and acquisition mandates; 3) improve accuracy and timeliness of obligation reporting; 4) reduce duplication and increase efficiency; and 5) utilize new technologies. Team Responsibilities and Authorities The APEX Team is responsible for and has full authority to: Develop background and supporting materials; Develop options and recommendations for short- and long-term solutions; Consult with and engage the appropriate subject matter experts (SMEs) and affected programs and organizations, across Departments and with their respective bureaus and agencies; Access reports, studies, and any pertinent information related to incident contracted resources in order to redeem their responsibilities associated with this project; Renegotiate with functional managers to delegate responsibility and authority to functional organization extended team members; and 1
Keep the Joint Executive Board, their designated liaisons, and the Fire Management Board informed on progress and the challenges encountered that have the potential to impede the Team s progress. APEX Project Managers will brief leadership on a regularly, scheduled basis. Project Management Specific Responsibilities The TIPP Project Managers overall responsibilities are to keep the Joint Executive and Fire Management Boards informed, as they shepherd TIPP to a successful conclusion. More specifically, they will: Be the primary points of contact for TIPP; Ensure team members know and redeem their responsibilities; Manage the approved project budget and initiate additional funding requires, as needed; Track overall project performance; Prepare a project plan and operate within the designed communication framework; Maintain a project file containing all pertinent project data; Prepare and disseminate advanced materials and briefing agendas at least 5 days prior to each briefing; and Report project status to executives. Organization The Joint Executive Board designated TIPP Project Managers as full-time representatives of the project for the duration. The APEX Team, Project Support group, and the Extended Team members work as needed by the TIP Project Managers to support the successful outcome of the project. Membership APEX (Core) Team Roster Name Agency Role Teri Sabin U.S. Forest Service Project Manager Glen Kinder U.S. Forest Service Project Manger Sarah Fisher U.S. Forest Service Incident Business Ben McGrane U.S. Forest Service Incident Procurement John Getchell U.S. Forest Service Incident Finance 2
TIPP Support Name Agency Role Judy Dunnam U.S. Forest Service Management Analyst Amy Irwin U.S. Forest Service Management Analyst Christie Wiley DOI Office of Wildland Fire Communications Mark McCormack APEX Extended Team (SMEs) DOI Wildland Fire Information Technology Support Contractor Name Agency Area of Expertise/Role Mark Lichtenstein U.S. Forest Service Budget Nora Peterson DOI Office of Wildland Fire Budget Susan Crutcher U.S. Forest Service Incident Finance Anstienette Sharp U.S. Forest Service Financial Systems Victoria Swanson DOI FBMS Susie Stingley U.S. Forest Service National Dispatch Coordination System Dave Hershey U.S. Forest Service Incident Support Branch Liaison Caleb Berry U.S. Forest Service Aviation Steven Etzel DOI Interior Business Center Aviation Kim Salwasser DOI Office of Wildland Fire Budget Dave Burley Bureau of Land Management Incident Business Brenda DeBerg Bureau of Land Management Incident Business Jeff Worthley Bureau of Land Management Incident Procurement Barbara Hatch Bureau of Indian Affairs Incident Business Ron George U.S. Forest Service Ground Support Resources Christine Peters National Park Service Incident Business 3
Reah Reedy U.S. Fish and Wildlife Service Incident Business Meetings Executive Briefings Executive briefings will occur at regular intervals at various levels of governance hierarchy with goals for the meetings to include: 1) information dissemination; 2) seek advice and directions; and/or 3) obtain decisions. Project Managers will provide advanced materials at least 5 days prior to the briefing to allow for appropriate review, in order for members to render decisions at the briefing when requested. Agendas will clearly identify for members the decision topics. Briefing Agency Interval Responsible Party(ies) Joint Executive Meeting DOI/USDA Every 6 th Week,, beginning December 1 at 11:00 a.m. Eastern Executive Liaisons DOI/USDA Bi-weekly, beginning November 16 on Wednesday at 11:00 a.m. Eastern Project Managers Project Managers 4