Feasibility Study Vertical Team Coordination: Key HQ and MSC Tasks

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1 Feasibility Study Vertical Team Coordination: Key HQ and s Version: 26 Sep 2018 Purpose: Summarize key Vertical Team and Headquarters tasks associated with feasibility study coordination, review, milestone meetings, report approval and processing the final report package in preparation for a signed Chief's Report or Director's Report. It includes tasks delegated to the s that have previously been a HQ responsibility associated with policy and legal review and milestone decision making. It does not include tasks/activities such as Quality Control, Quality Assurance, technical reviews (Agency Technical Review or Independent External Peer Review), etc. Acronyms, Who's Who, and Definition of Key Terms CG: Commanding General (Chief of Engineers) DCG-CEO: Deputy Commanding General for Civil and Emergency Operations DCW: Director of Civil Works Functional Team Lead: Head of a particular function at or HQ (i.e., Plan Form, RE, OC, ENG) IPR: In Progress Review : Major Subordinate Command OWPR: Office of Water Project Review P&P: Planning and Policy Division (at HQ or ) PA: Program Analyst PGM: Project Guidance Memorandum (4 part comment structure, MS Word document) Project Monitor: A database to assign projects to reviewers; it's for tracking reviews, who is doing the reviews, due dates, etc. : Regional Integration Team ( Planner specifically) /: Action by either or based on decision authority of the particular milestone/task. In either case, the other will be kept informed / cc'd. RT: Policy and Legal Compliance Review Team : Policy and Legal Compliance Review Manager; considered part of Review Team unless role is specifically defined otherwise Vertical team:,, Review Manager and Review Team, others as needed (e.g., functional reps, PCXes) Vertical alignment memo: Typically a one page document saying that scope, schedule, and funding stream have been agreed upon by the vertical team; must be signed by P&P Chief. ASSIGNING POLICY AND LEGAL COMPLIANCE REVIEW TEAM Notify of need for RT As early as practicable; no later than FCSA signed

2 Feasibility Study Vertical Team Coordination: Key HQ and s Notify respective functional team leads of need for RT Coordinate to establish RT based on needs of study Approve RT and select Notification of RT of review responsibilities and projected timeline; document RT in the Review Plan. Chief OWPR & P&P Chief HQ & As early as practicable; Functional within 30 days of FCSA team leads, signed including Chief OWPR and P&P Chief Chief OWPR & Chief P&P Identification of the team should occur within the first month of the study, other activities should occur as early as practicable, NLT Alternatives Milestone Enter RT in Project Monitor As early as practicable; NLT draft report release THROUGHOUT STUDY Serve as / Study POC Serve as POC (usually the Support Team) Serve as HQ POC Serve as policy and legal compliance review team POC Ensure list of potential reviewers is up to date (that the people listed in Project Monitor are current, correct) Planning Chief Functional Leads Schedule IPRs / As needed Participate in IPRs Vertical Team As needed Vertical alignment memo for OMB & As needed Schedule Milestone meetings (including 3x3 exemption meeting if separate from a milestone meeting) / Target: 4 weeks in advance Hold meeting to coordinate with to ensure readiness for milestones P&P Chief 2

3 Feasibility Study Vertical Team Coordination: Key HQ and s Distribute Read ahead materials to Milestone participants NLT 1 week ahead of milestone meetings Milestone Meeting logistics (room / reservation, handouts, etc.) Participate in Milestone Meetings (ref: Vertical Team milestone PB ) Development of MFR and related documentation Distribute MFR to Milestone participants (cc: and ) 1 week after milestone meeting TSP MILESTONE Schedule pre-brief of decision maker if / As needed requested Distribute read-ahead packets to TSP / decision maker Pre-Brief decision maker /, RT As needed DRAFT REPORT Ensure draft report submission is complete / Draft Report Log-in to Project Monitor Ensure coordination with Review Team / Manage Draft Report Policy and / Compliance Review Develop PGM for the draft report Approve and sign transmittal of PGM Review decision auth: Chief, OWPR or P&P Transmit PGM to the field / Transmit PGM responses to the Review / Prior to ADM Team Coordinate policy and legal compliance / review assessment of responses Manage policy and legal compliance issue / resolution Participate in issue resolution RT / AGENCY DECISION MILESTONE Schedule pre-briefing for Decision Maker / Panel if requested / As requested, within 2 weeks ahead of Milestone Pre-Brief decision maker / panel / & RT As needed PROCESSING HQ / ASACW POLICY WAIVERS (including 3x3 exemptions) Can occur at any time during the study process; this doesn't have to necessarily occur after ADM Log in and process waiver package 3

4 Feasibility Study Vertical Team Coordination: Key HQ and s Inform HQ staff of waiver request, potential loss of authority delegation Discussion to ensure vertical team support RT of request Schedule panel briefing Pre-brief Panel RT As requested FINAL REPORT Ensure final report package is complete (Ref PGN Appendix H or current guidance) / NLT 5 business days after receipt Final Report log-in to Project Monitor Upon confirmation of completeness Manage final report policy and compliance / review Development of Final Report PGM Approve and sign transmittal of PGM Chief, OWPR/ P&P Transmit PGM to field / Transmit PGM responses to Review Team / Manage issue/comment resolution /, Participate in issue resolution RT /, Final Feasibility Report approval (when delegated, the Final Report is approved by Commander and transmitted to HQ; Commander/ DCG-CEO when not delegated, Final Feasibility Report approval comes with S&A review release approval. See Line 81) CHIEF'S REPORT / DIRECTOR'S REPORT * = For Chief's Reports only; task not applicable for Director's Reports Internal coordination and development of & RT Draft Chief's Report/Director's Report Ensure quality and consistency of Draft Agency IEPR Responses (if IEPR was conducted) Review IEPR responses for policy RT compliance Finalize Agency IEPR response document and memo for Chief of Engineers signature Finalize State & Agency mailing list* Prepare S&A letters* OWPR PA 4

5 Feasibility Study Vertical Team Coordination: Key HQ and s Review and staff S&A letters for signature by Chief P&P* Schedule DCG-CEO briefing* Scheduled for NLT 60 days after final report package logged in Prepare DCG-CEO Read Ahead package* Target: 2 weeks ahead of briefing Brief DCG-CEO* (this decision is release of draft Chief's Report for S&A review) & As needed/reques Target: NLT 45 days from receipt of final report ted; P&P Chief, Planning Chief, RT Letters signed by HQ P&P Chief (not dated)* Transmittal of signed original S&A letters to the * Date and mail signed S&A package (starts S&A review period)* Coordinate draft response from field on S&A comments* Review and finalize S&A comment response as needed*, RT & Route S&A response letters for Chief of Planning signature* Finalize Chief's Report following S&A review*, RT & Develop Documentation of Review Findings Should be completed by Routing of Chief's Report/Director's Report for signature Approve and sign transmittal of Documentation of Review Findings /Chief, OWPR (cc:, OWPR Chief/ P&P Chief, ) Prepare Chief's Report/Director's Report, package Route Chief's/Director's Report for Signature Brief Chief of Engineers*, Chief OWPR, HQ Chief of P&P Sign Chief's/Director's Report CG/DCW 5

6 Feasibility Study Vertical Team Coordination: Key HQ and s Transmit Congressional notifications Copies to CW Front Office/PID Provide original signed Report to Chief of OWPR Notify and of signing of Chief's/Director's Report Prepare ASA(CW) Transmittal Package Obtain TMT tracking number (ASA's logging system) Submit Package to ASA(CW) Answer ASA(CW) and OMB questions, Assist ASA(CW) in OMB Briefing If you have questions or recommendations to update this document, please let us know hqplanning@usace.army.mil 6