1.0     Purpose

The purpose of the DOD WEB.mil Steering Committee is to ensure that all proposed product and service requests related to the DOD Public Websites and Integrated Digital Services Program are identified, documented, discussed in a structured manner. The DOD Public Websites and Integrated Digital Services Program offers reimbursable services to all Department of Defense Agencies including DoD Non-appropriated Fund Instrumentalities, as well as all other federal government agencies and their Non-appropriated Fund Instrumentalities. The committee collaborates with inter-service/DoD Web hosting customers on strategies and conducts multi-year roadmap requirements planning to deliver high-quality, functional products and services. The committee also shares information on best practices, tools, and Web-related policies to promote innovation and awareness. Finally, the committee communicates successes and challenges to bring greater recognition and support for the distribution of official government information to the public.

2.0    Delegation of Authority

The Director, Defense Media Activity has granted authority to the committee to fulfill the roles/functions/tasks as outlined in this document.  Appendix A outlines the associated Organization and Hierarchy of Governance Bodies.

3.0     Scope

This committee is limited to change items specific to any requirements and issues specific to Web hosting (e.g., content management system and software, related applications/plug-ins, and support services).

4.0     Expected Outcomes

The following outcomes are expected from the committee processes:

• Identify, document, and discuss requests (e.g., software changes)
• Identify Web hosting related issues and discuss possible solutions
• Perform multi-year roadmap requirements planning
• Prioritize approved customer requirements within fiscal, resource, and schedule limitations
• Collaborate on strategies (e.g., training and migration)
• Share information on best practices, tools, and Web-related policies to promote innovation and awareness
• Communicate successes and challenges to stakeholders to bring greater recognition and support for Public Web
• Publish minutes of decisions made at the meeting and identification of follow-up actions/assignees as required; disseminate information to appropriate parties
• Improve capacity to effectively meet website missions of customers
• Coordinate and streamline AFPIMS and the delivery of digital content across the DoD to reduce redundancy and manage IT resources more efficiently
• Help AFPIMS users to quickly and easily accomplish their website publishing.

5.0      Responsibilities

The committee has the following responsibilities:

• Provide a mechanism to identify, accept, and record technology-related requests
• Discuss proposed requests to determine the impact on customer organizations
• Strategize and discuss future customer needs to facilitate WEB.mil's development of a technically feasible, prioritized multi-year requirements roadmap
• Identify, share, accept, and document best practices, tools, and policies
• Share successes, identify issues and propose possible solutions

6.0      Membership

The committee is comprised of DMA personnel and representatives from each of the key customer organizations. The Adjunct Members are other interested stakeholders for the outcome of the committee meetings. Adjunct Members generally do not participate in formal committee discussions unless requested by the Principal Members.

6.1      Principal Membership

Principal Membership is comprised of Government personnel.

• Director, Defense Media Activity (DMA) (Steering Committee Chair)
• Director, WEB.mil Line of Business (Co-Chair)
• WEB.mil staff (Chief, Operations; Chief, Migration & Training; Chief, Enterprise Operations; Chief, DoD Account Management; Service Desk Operations Manager; Chief, Enterprise Security; Chief, Software Development)
• Representatives (e.g., service account managers) selected by customer organizations that are participating in the ongoing development of AFPIMS.  For example, members such as the Air Force, Marines, Navy, Department of Defense, Army Corps of Engineers, Coast Guard, and Defense Logistics Agency representatives attend the meetings.

The Steering Committee Chair may extend Principal Membership as necessary.  Principal Members shall coordinate activities with day-to-day operational staff.

6.2      Adjunct Membership

Adjunct Membership is comprised of other Government stakeholders and Contractor staff.

• Representatives from DoD CIO/Director, Technical Services, DIMOC, and DMA Cybersecurity Directorate as appropriate
• DoD Director, Defense Visual Information Distribution Service (DVIDS)
• WEB.mil Knowledge Manager
• Contractor staff

Other interested parties from DMA or external functional areas

7.0       Principal Membership

Principal membership is limited to Government personnel. 

7.1       Quorum

There is no set quorum of committee members that must be present in order to make decisions.  However, WEB.mil Steering Committee Chair will make the decision on when the meeting will be scheduled or rescheduled, based on the availability of attendees.

7.2       Meeting Frequency

Committee meetings are held every quarter.  The meetings are typically announced one month in advance and held at Fort Meade and virtually. 

7.3       Meeting Rules

The Steering Committee Chair is responsible for maintaining control of the meetings.  If the meeting exceeds the time allotted in the agenda, the Steering Committee Chair has the discretion to request the cessation of further discussions and decision-making on the topic item.  The Steering Committee Chair may also decide to continue the discussion at a later date.

A WEB.mil Knowledge Manager will email customer representatives and DMA staff approximately one month prior to the proposed meeting date to solicit proposed meeting agenda topics for the proposed meeting date. This individual will prepare and distribute via a RSVP email the draft agenda and meeting arrangements to all meeting attendees at least 10 days in advance.  If there are any short-notice agenda changes, this assignee will also email a revised agenda to all attendees at least two business days prior to the meeting.  The Knowledge Manager will provided the list of RSVP confirmations to the Steering Committee Chair and Chief, Operations at least five days in advance.

Government personnel are responsible for decision-making and most of the discussion on agenda items.  Members who failure to attend two meetings in a row without sending an alternate will result in a request from WEB.mil for a permanent replacement.  Support contractors from WEB.mil and customer organizations are invited to attend most of the meetings (i.e., asked to step out when sensitive Government only topics are discussed), but their role is limited to advising the Government.  

7.4      Decision-Making

Committee members do not formally vote on individual items, issues, and proposed solutions.  The primary purpose of the committee is rather to acquire and share information, so that issues can be addressed, and requirements can be identified and prioritized.  WEB.mil personnel utilize the customer inputs from the committee meetings to remain fully cognizant of customer requirements and issues.  Customer representatives use the committee meetings as a mechanism to maintain awareness of WEB.mil’s products and services, and to present their inputs on those areas in a larger group setting.

7.5       Emergency Conditions

In the event of an emergency impacting one or more members, the Steering Committee Chair reserves the right to cancel, reschedule, or modify the agenda for the committee meetings as appropriate.

Steering Committee Chair

Director, WEB.mil Line of Business

Principal Members:

WEB.mil:

• Chief, Operations
• Chief, Enterprise Security
• Chief, Software Development
• Chief, Migration & Training
• Chief, Enterprise Operations
• Chief, DoD Account Management
• Service Desk Operations Manager

Examples of Customer Representatives:

• Air Force Public Affairs Agency
• DMA Production
• Department of Navy Chief Information Officer
• Defense Logistics Agency Public Affairs
• Marines Division of Public Affairs
• Marine Corps Forces Central Command
• Secretary of Air Force Public Affairs
• Secretary of Defense Public Affairs
• U.S. Navy Office of Information
• U.S. Army Corps of Engineers
• U.S. Coast Guard Command, Control, and Communications Engineering Center
• U.S. Cyber Command

Adjunct Members:

Defense Media Activity:

• DoD Chief Information Officer
• Defense Imagery Management Operations Center
• DoD Director, Defense Visual Information Distribution Service
• Cybersecurity Directorate
• Other DMA Office Representatives as appropriate 

Supporting Contractors

1.    Expected Outcomes:

The following outcomes are the result of this steering committee process:

• Identify, document, discuss, and/or approve (as appropriate) requests
• Identify AFPIMS and WordPress related issues and discuss possible solutions
• Perform multi-year roadmap requirements planning
• Brief customers on future development tasks and their prioritization
• Prioritize approved customer requirements within fiscal, resource, and schedule limitations
• Collaborate on strategies (e.g., training and migration)
• Share information on best practices, tools, and web related policies to promote innovation and awareness
• Communicate successes and challenges to stakeholders to bring greater recognition and support for WEB.mil
• Publish minutes of decisions made at the meeting and identification of follow-up actions/assignees as required; disseminate information to appropriate parties

2.    Procedures:

• Knowledge Manager reviews personnel schedules and determines a potentially feasible date approximately six months from the prior meeting.
• Knowledge manager sends out an email to customer representatives and DMA staff approximately one month prior to the proposed meeting date to solicit proposed meeting agenda topics.
• Knowledge Manager compiles proposed agenda.
• Knowledge Manager prepares and distributes via a RSVP email the draft agenda and meeting arrangements to all potential meeting attendees at least 10 days in advance. 
• Knowledge Manager provides the list of RSVP confirmations and agenda topics to the Steering Committee Chair and Chief, Operations at least five days in advance.
• Presenters submit agenda topics, draft slides, and/or additional guests to Knowledge Manager by requested due date, who then provides it to Steering Committee Chair and Chief, Operations using Confluence.
• Steering Committee Chair communicates with representatives/briefers, WEB.mil personnel, and/or other stakeholders before the meeting as needed (e.g., provide inputs to customer proposed briefings if necessary; inform WEB.mil personnel of issues that the customers will bring up, so that they can prepare for it).
• Knowledge Manager makes conference room, telecon, and lunch arrangements.
• Knowledge Manager arranges for an individual to run the conference computer, and takes notes during the meeting.
• If there are any short-notice agenda changes, this assignee will also email a revised agenda to all attendees at least two business days in advance. 
• Principal Members represent their organization during the committee meetings (i.e., identify their AFPIMS and related requests and issues; provide inputs to other members during the meeting; share useful information such as innovative practices and tools).
• Knowledge Manager posts action items in JIRA and Confluence and tracks through completion.
• Steering Committee Chair assigns post-meeting tasks to designees (e.g., development and operational staff assigned to implement an approved request).
• Knowledge Manager disseminates meeting minutes to attendees and interested parties, and emails/posts any other updates as necessary.
• Members take action to implement committee meeting decisions and disseminate information acquired from the meeting as appropriate.