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CBP Asset Management Council Charter OA AAMD V.1.0

Team Name:

CBP Asset Management Council (AM Council)

Document Title: Asset Management Council Charter

Version Number: 1.0 No.:

Applicable Organization: Effective Date: December 7, 2010

Office of Administration

Asset and Administrative Management Division

Approval: Approver/Owner’s Name/SignatureCBP Asset Management Council ChairAAMD Director Margaret Hartigan

Dec-07-2010

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.

Contents1. 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

Effective Date: DEC-07-2010 V.1.0 of 7

CHARTER


6. AUTHORITIES/REFERENCES…………………………………..…………………….4

7. RESPONSIBILITIES………………………………………………..……………………4

8. CONDUCT OF OPERATIONS…………………………………….……………………5

9. DOCUMENT VERSION HISTORY………………………………..……………………5



1. INTRODUCTION

1.1 PURPOSE

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. 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

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. SCOPEThe 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. DEFINITIONS3.1 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 with decision making authority.

3.3 AM Council Staff Members: Senior staff responsible for the technical support of AM Council activities.

3.4 Program Executive: The Office of Administration, Asset and Administrative Management Division Director has responsibility for the management of the overall CBP Asset Management program.


Fred, 12/02/10,

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.

Fred, 12/02/10,

Can we use the word “executive” here, since currently the head of AAMD is not an SES slot?

Fred, 12/02/10,

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.

Fred, 12/02/10,

This section may be unnecessary, but I thought it good to be able to address the questions “Why” and “why now?”


3.5 AAMD Directors: 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 OBJECTIVES4.1 Optimize resources and processes for the greatest support of overall CBP

mission through informed decisions on:

4.1.1 Personal Property 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

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

5.1.6 Office of Training and Development

5.1.7 Asset and Personal Property stakeholders in other CBP Business Partner offices


Fred, 12/02/10,

Does OA get a representative besides Margaret, or is she doing double duty? Seems to me they should have someone else.

Fred, 12/02/10,

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?

Fred, 12/02/10,

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?

Fred, 12/02/10,

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.

Fred, 12/02/10,

Not sure if the heads of each AAMD division are in fact directors. On the org chart there are no titles


5.2 Staff Members:

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/REFERENCES6.1 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. RESPONSIBILITIES7.1 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:


Fred, 12/02/10,

Others we want to list?


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 HISTORYVersion

No. CR #Brief Description of

Change Changed ByApproved

ByDate

Approved

1.0 Initial issue Fred Smith Margaret Hartigan


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