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ROLES AND RESPONSIBILITIES OF THE U.S. DEPARTMENT OF ENERGY’s SCIENTIFIC AND TECHNICAL INFORMATION PROGRAM (STIP) MANAGER

(i.e., DOE Technical Information Officer or Major Site/Facility Management Contractor STI Manager)

This document is for use by all DOE elements, including the National Nuclear Security Administration (NNSA), their contractors and sub-contractors required to implement DOE O 241.1A.  For simplicity, "DOE," as used throughout this document, includes NNSA.

It is important to understand the responsibilities of the Scientific and Technical Information Program (STIP) Manager and his/her role as the primary focal point for a particular DOE Office or major site/facility management contractor. The Contractor Requirements Document (CRD) in DOE Order 241.1A lists the STI Management requirements to be carried out by DOE and major site/facility management contractors. To facilitate carrying out these requirements, the STIP Managers have agreed to a number of best business practices for managing the Department's STI; those practices are described in great detail throughout DOE Guide 241.1-1A.

Several of the best business practices have been summarized below.

TECHNICAL INFORMATION OFFICERS
Technical Information Officers (TIO) serve as the principal DOE Office POC and assistant to, and liaison with, the DOE Office of Scientific and Technical Information (OSTI) that serves as the Department’s office charged with the Scientific and Technical Information Program (STIP). The TIOs have oversight of contractor STI activities; setting clear expectations. They must maintain an up-to-date knowledge-base of contractor activities in terms of STI activities and provide timely feedback on issues as they emerge. While roles and responsibilities may differ, each major DOE element shall designate a TIO to perform STI-related activities.

Roles and Responsibilities

  • TIOs coordinate with and have oversight of the contractor STI Manager's activities as they pertain to STI to ensure contractor compliance with the CRD portion of DOE O 241.1A, Scientific and Technical Information Management.
  • TIOs participate in preparing DOE Office responses to STI-related action items relevant to their respective DOE and major site/facility management contractors.
  • TIOs serve as the DOE Office representatives and advocates to ensure that STI objectives and requirements are incorporated as appropriate into the DOE Office strategic plans, DOE management information plans, DOE contractor information architecture plans, life-cycle management plans and procedures, contractor-developed institutional plans, and contract language for new or modified contracts and grants.
  • TIOs are responsible for coordinating and communicating DOE STI goals and objectives and initiating the promotion/education of STI and STIP-related activities at the DOE Office and their respective major site/facility management contractor sites. This includes the progression of timely and acceptable electronic formats of announcement records and full-text STI.
  • TIOs represent their organization's STI objectives/perspective by keeping abreast of the latest technology and trends in coordination with major site/facility management contractors and OSTI and by participating in numerous STI-related activities and meetings such as Meet-Me Calls, Spring STIP Meetings, STIP activities, and special focus teams. They actively participate in the STIP collaboration to establish best practices for STIP.
  • TIOs ensure that appropriate sensitivity reviews are conducted of the STI generated by DOE and DOE major site/facility management contractors before it is released outside of the jurisdiction of the sites.
  • TIOs participate in rewrites of DOE O 241.1A and DOE G 241.1-1A and communicate the requirements and best practices to DOE and DOE major site/facility management contractors.
  • TIOs ensure major site/facility management contractors are making advancements of STIP strategic goals, objectives, and measures.
  • Through STIP, TIOs recommend the need for new or revised policies and comment on the new or revised policies put forth. They also ensure that implementation procedures for the new or revised policies are put in place by DOE and major site/facility management contractors.
  • TIOs serve as their DOE Office’s STIP liaison with the STI Managers at their respective DOE major site/facility management contractor sites.  They assess the local internal STI program, identifying needs or inadequacies, and communicating changes related to STI-related policies and activities.
  • TIOs are responsible for monitoring the non-major site/facility management contractors process as it relates to the STI submission process (i.e., sensitivity reviews and submission to OSTI).  TIOs ensure the DOE contracting officers and contract specialists are aware of the status and trends related to the sensitivity reviews and timely submission of STI deliverables to OSTI.

SCIENTIFIC AND TECHNICAL INFORMATION MANAGERS

The role of STI Managers is to stay abreast of DOE's STI Program and coordinate the implementation of STIP best practices at their sites. They serve as the main STIP POC for their respective site/facility participating in various DOE STIP activities. Normally one STI Manager is appointed at each contractor site. While roles and responsibilities may vary from site to site, depending on the specific language of DOE contracts, the STI activities of STI Managers generally are the same.
Roles and Responsibilities

  • STI Managers provide oversight and coordination of contractor compliance with the CRD portion of applicable DOE directives, currently DOE O 241.1A, Scientific and Technical Information Management.
  • STI Managers provide oversight and coordination of contractor application of the recommended practices contained in applicable DOE guides, currently DOE G 241.1-1A, Guide to the Management of Scientific and Technical Information.
  • STI Managers participate in bi-monthly STIP teleconferences, annual STIP meetings, and special STIP focus teams normally chaired by OSTI.
  • STI Managers provide general liaison with OSTI and the TIOs.
  • STI Managers prepare contractor responses to STI-related action items received from their respective DOE Office and OSTI.

SCIENTIFIC AND TECHNICAL INFORMATION PROGRAM

The Scientific and Technical Information Program (STIP) is comprised of the Department's program managers, researchers, and scientific and technical information professionals who work collaboratively to fulfill DOE's obligation for the timely collection and broad dissemination of the Department's STI. The STIP fundamentally involves the government's responsibility to be accountable for tax dollars spent on R&D and other scientific endeavors, its role in technology awareness, and transfer to the domestic and global user community.

Although coordination of STIP is the responsibility of OSTI, the success of the Program depends on the active participation and involvement of each of the STI representatives.

Roles and Responsibilities

STIP is executed throughstrategic goals and objectives and implemented in partnership with the major site/facility management contractors. The STIP community members collaboratively establish the Department's STI policy; therefore, they play a major role in the success of the Department's STIP. Their primary responsibility is to:

  • Effectively manage the DOE-sponsored STI, therefore ensuring that U.S. citizens are realizing a maximum return on investment
  • Ensure that the STI is accessible for contributing to the advancement of science and technology.

OSTI’S STIP LIAISON

The STIP Liaison of the Office of Assistant Director for Program Integration (PI) at OSTI serves as the primary day-to-day interface with the STIP community. This does not, however, preclude STIP members from contacting others within OSTI about other topics.

Roles and Responsibilities

STIP Liaison is normally involved in activities or discussions concerning:

  • STIP collaboration business
  • Cross-cutting STIP issue resolutions
  • STI order and guide
  • Performance objectives and measures
  • STI policies and procedures
  • STIP special focus teams
  • E-Link submission and reporting
  • STIP planning and reporting

The OSTI STIP Liaison is the STIP members' representative or advocate related to internal OSTI projects, STIP policies and procedures as well as issues.  Other STIP related activities not handled by the STIP Liaison are handled by others within OSTI’s Office of Program Integration.

 


  

Last content update:  2/9/10
Last format update:  7/17/08