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.
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.
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).
The following outcomes are expected from the committee processes:
The committee has the following responsibilities:
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.
Principal Membership is comprised of Government personnel.
The Steering Committee Chair may extend Principal Membership as necessary. Principal Members shall coordinate activities with day-to-day operational staff.
Adjunct Membership is comprised of other Government stakeholders and Contractor staff.
Other interested parties from DMA or external functional areas
Steering Committee Chair
7.0 Principal Membership
Principal membership is limited to Government personnel.
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.
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.
Director, WEB.mil Line of Business
Examples of Customer Representatives:
Defense Media Activity:
The following outcomes are the result of this steering committee process: