ML20358A143

IT Information Managment Portfolio Executive Council (IPEC) Charter, January 2020

ML20358A143
Person / Time
Issue date:	01/31/2020
From:	Caroline Cho NRC/OCIO
To:
Caroline Cho (301)415-2643
References
Download: ML20358A143 (7)

Text

IPEC Charter U.S. Nuclear Regulatory Commission Information Technology/Information Management Portfolio Executive Council January 2020 Office of the Chief Information Officer

Table of Contents I. PURPOSE 1 II. MEMBERSHIP 1 A. Voting Members 1 B. Advisory Members 2 III. RESPONSIBILITIES 3 A. Responsibilities of the IPEC 3 B. Responsibilities of the Co-Chairs 3 C. Responsibilities of the Secretariat 3 D. Responsibilities of Voting Members 4 E. Responsibilities of Advisory Members 4 F. Relationship to Other Committees/Groups 4 IV. METHODS AND PROCEDURES 5 A. Meetings 5 B. Meeting Ground Rules 5 C. Meeting Minutes 5 D. Communication 5

I. PURPOSE The Information Technology/Information Management Portfolio Executive Council (IPEC) is an executive management body established to determine U.S. Nuclear Regulatory Commission (NRC) Information Technology/Information Management (IT/IM) strategic direction and to manage its IT/IM portfolio by setting current fiscal year priorities and determining the funding of IT/IM investments that effectively integrate into the IT/IM portfolio, as required by the Clinger-Cohen Act, the Office of Management and Budget (OMB) Circular A-130, the Federal Information Security Management Act of 2002 (FISMA), and other Government requirements.

II. MEMBERSHIP A. Voting Members The IPEC is co-chaired by NRCs Chief Information Officer (CIO) and Chief Financial Officer (CFO). Voting members attend every meeting. The membership is as follows:

Voting Members Office Chief Information Officer (CIO), Co-Chair Office of the Chief Information Officer Chief Financial Officer (CFO), Co-Chair Office of the Chief Financial Officer Chief Human Capital Officer (CHCO) Office of the Chief Human Capital Officer Chief Acquisition Officer (CAO) Office of Administration Director Office of Nuclear Material Safety and Safeguards Director Office of Nuclear Reactor Regulation Director Office of Nuclear Security and Incident

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Director Office of Nuclear Regulatory Research Regional Administrator 1 Regions 1 One Regional Administrator will represent the regions 1

B. Advisory Members Advisory Members Director, Governance & Works in partnership with Secretariat and senior advisor to the Enterprise Management program managers to ensure IPEC for architecture, project Services Division effective management of management, and information information management Director, IT Services Works in partnership with Senior advisor to the IPEC for Development & Operations program managers to ensure operational effectiveness Division effective delivery of systems and effective operations of systems Senior Agency Official for Works in partnership with Senior advisor to the IPEC for Privacy program managers to ensure the information privacy protections and implementation of information compliance with the Freedom of privacy protections Information Act and the Privacy Act of 1974 Chief Information Security Works in partnership with Senior advisor to the IPEC for Officer program managers to ensure the cybersecurity and compliance with Agencys information and IT the Federal Information Security systems are operationally secure Management Act of 2014, as amended OCFO Works in partnership with Senior advisor(s) to IPEC for Representative(s) program managers to ensure financial and budget matters effective funds utilization and s/w capitalization Director, Acquisition Works in partnership with Senior advisor to IPEC for Management Division program managers to ensure contractual issues efficient use of agency contract resources NSIR Director, Division of Works in partnership with Senior advisor to IPEC for security Security Operations program managers to ensure operations efficient use of agency security operations Advisory members are non-voting members who work in partnership with the program managers and provide advice to the IPEC in their respective areas. Advisory members attend every meeting as consultants to IPEC.

The CIO or CFO may name other advisors as appropriate depending on the topics under consideration by the IPEC.

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III. RESPONSIBILITIES A. Responsibilities of the IPEC The IPEC is responsible for:

1. deciding IT/IM direction, values, information security activities, and establishing the agencys risk tolerance for IT activities to achieve strategic program objectives;

2. approving major investments that will effectively integrate into the IT/IM Portfolio;

3. ensuring the Agencys Capital Plan supports NRCs priorities;

4. reviewing the IT/IM Portfolio in the year of execution to address current fiscal year priorities;

5. overseeing the execution of the portfolio by reviewing the portfolio health on a quarterly basis against established direction, values and risk tolerance; and

6. communicating IPEC discussion and decisions to other NRC boards and/or committees.

B. Responsibilities of the Co-Chairs The Co-Chairs are responsible for:

1. planning and presiding over meetings;

2. obtaining agreement among voting members or determining need for formal votes;

3. encouraging Agency partnerships that facilitate the prioritization of emergent needs or changes in program direction;

4. optimizing IT/IM investments;

5. prioritizing and sharing of resources; and

6. ensuring compliance requirements are met.

C. Responsibilities of the Secretariat With the Co-Chairs, the Secretariat is responsible for:

1. meeting conduct, planning, and preparation;

2. scheduling meetings;

3. establishing the agenda;

4. providing supporting staff as required;

5. recording and distributing the meeting minutes;

6. communicating IPEC decisions to appropriate audiences/stakeholders.

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D. Responsibilities of Voting Members Voting members are responsible for:

1. representing the interests of the agency as a whole;

2. attending meetings;

3. actively participating in meetings and decision-making;

4. upholding, supporting, and communicating IPEC decisions within their organizations and to other NRC boards and/or committees.

In the event that a voting member cannot attend a meeting, delegation to an Office Deputy Director will be permitted.

E. Responsibilities of Advisory Members Advisory members are responsible for:

1. providing expert advice, counsel and recommendations on agenda items under discussion; and

2. making presentations on items needing a decision, as appropriate.

F. Relationship to Other Committees/Groups The IPEC establishes priorities for use by other boards in evaluating specific investment priorities and aligning their decisions.

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IV. METHODS AND PROCEDURES A. Meetings The IPEC shall meet quarterly or as often as necessary to accomplish its purpose.

B. Meeting Ground Rules Decisions are made by a simple majority vote of the members present. The IPEC will proceed with voting if a majority of the members are present and the vote will be recognized by all members as valid. Only a Deputy Director can vote in the absence of designated voting member.

C. Meeting Minutes The Secretariat or designee will prepare and distribute the draft meeting minutes to the members electronically through internal email. Members may provide comments or corrections to the minutes for a two-week period after the draft minutes have been distributed. The final minutes will be distributed to the membership again through email and stored as permanent records in ADAMS for internal NRC viewing and possible distribution to oversight authorities upon request without further approval by the IPEC.

The meeting minutes will also be distributed to the ITB to keep them informed of decisions and direction.

D. Communication Meeting invitations, agendas, review documents, and other notices will be distributed via email to each member unless other means are requested by individual members.

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