Charter

National Technical Information Processing System Team
TIPS Office of Surface Mining February 2002

Our customers are States, Tribes, and OSM offices. Customer services include: Training Program, Software and Hardware, Research and Development. TIPS provides Technical Assistance when requested.

Table of Contents

Article I. Team Operations

• Section 1.01 Team Mission
• Section 1.02 Customers and Services
• Section 1.03 Relationship of the Team to the OSM Structure
• Section 1.04 Team Etiquette
• Section 1.05 Team Manager
• Section 1.06 Membership
• Section 1.07 Meetings
• Section 1.08 Decision Making

Article II. Team Services

• Section 2.01 TIPS Core Software
• Section 2.02 TIPS Training Program
• Section 2.03 Service Manager Workgroup
• Section 2.04 Lead Core Software Manager
• Section 2.05 Core Software Managers
• Section 2.06 License Administrators
• Section 2.07 Software-Hardware Technical Assistance
• Section 2.08 Technical Assistance Requests
• Section 2.09 Research and Development
• Section 2.10 Government Performance and Results Act

Article III. TIPS Steering Committee

Article IV. Team Structure/Charter Modifications

Article I. Team Operations

Section 1.01 Team Mission

To enhance the technical skills of States, Tribes, and Office of Surface Mining staff by providing them advanced engineering and scientific software, along with the training and assistance necessary to use it. Users apply practical Technical Information Processing System (TIPS) tools in efforts that regulate ongoing coal-mining operations and their reclamation and reclaim lands that have been degraded by past coal mining.

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Section 1.02 Customers and Services

Our customers are States, Tribes, and OSM offices.

Customer services include:

Training Program

Software and Hardware

Research and Development

Provide Technical Assistance when requested

The team is committed to providing customer-focused computer applications and technical assistance. The team makes every effort to schedule work on projects to accommodate conflicting schedules of different customer groups. To ensure that customers' needs and requirements are being met to the degree possible the team periodically surveys its customers for feedback. Based on this and other feedback the team makes adjustments to improve the quality of services delivered.

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Section 1.03 Relationship of the Team to the OSM Structure

The Team Manager reports to the WRCC Program Support Division Chief. The Team Manager will coordinate major TIPS activities with the Chairperson of the TIPS Steering Committee. The Team Manager will coordinate personnel workload and regional concerns with the Chiefs of the Program Support Divisions of ARCC, MCRCC, WRCC, Knoxville-Field Office Director and other appropriate OSM officials.

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Section 1.04 Team Etiquette

All team members are expected to follow proper team etiquette when interacting with the team members. Each member will be on time for team meetings and prepared for discussing issues on the prepared agenda. No member is to commit significant team time or resources without team approval or to represent TIPS team on significant issues that have not been agreed upon by the team.

All members are expected to support team decisions. It is the responsibility of members to voice concerns at team meetings. No personal attacks on team members will be tolerated. Members are expected to support other members and share relevant information in a timely manner.

Members are expected to meet deadlines for which they are responsible. If they cannot, they are expected to inform the Team Manager in advance.

Members are expected to attend the semi-annual team meetings.

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Section 1.05 Team Manager

The Team Manager provides pro-active leadership for TIPS services nationwide. The Team Manager supports the team's goals for mutual commitment, trust, and interdependency among team members, OSM management, Steering Committee, and customers. The Team Manager will:

• Provide coordination and integration of TIPS services nationally.
• Coordinate the nationwide implementation, operation and maintenance of TIPS.
• Ensure the smooth operation of the National TIPS Training Centers in Alton, Denver and Pittsburgh.
• Provides direction to the TIPS Training Program.
• Oversee and monitor TIPS budget and procurements.
• Be a pro-active internal/external outreach TIPS spokes person.
• Provide direction and leadership for technical and management aspects of TIPS services, including liaison with OSM-Headquarters.
• Assist the team in ensuring that major tasks are properly assigned and assigns tasks as necessary.
• Represent the team’s interests to management and coordinate team activities with other units.
• Facilitate and schedule meetings, prepare meeting agendas, ensure effective communications and encourage participation by all team members in meetings.
• Negotiate workload priorities with other OSM managers.
• Serves as a member on the TIPS Steering Committee.

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Section 1.06 Membership

The National TIPS Team consists of team members.

From time-to-time members may be added or removed. The Team Manager will coordinate with appropriate OSM management officials and keep the Team advised. In addition, the Team Manager will consult with the team to ensure that skills and expertise required for the team are maintained.

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Section 1.07 Meetings

The team will hold routine, semi-annual, and special meetings when needed to discuss team business.

The routine meetings will be held bi-weekly on Mondays beginning at 9:30 am Central Time. Meeting length will be limited to one hour unless otherwise agreed. The meetings will be held using conference calls to connect all members’ offices. Team members are expected to arrange their schedules to attend meetings as best they can.

All team members are expected to be present during semi-annual meetings. PSD Division Chiefs from the regional offices will be invited to attend these meetings, as appropriate.

The Team Manager may call special meetings.

Minutes will be taken at all meetings. The minutes will be short, discussion-oriented, and in the form of "Topic-Discussion-Decision". Draft minutes will be distributed electronically on the same day as the meeting to the members. Members will have 18 hours from initial distribution to forward comments to the author. After that time, the author will forward the minutes to the appropriate personnel to post the minutes on the TIPS WEB page. The responsibility for taking minutes will rotate at each meeting.

There will be an agenda for each meeting. The Team Manager is responsible for compiling an agenda prior to each meeting. Members are responsible for submitting agenda items to the Team Manager. The agenda will be submitted to members 1 day in advance of meetings.

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Section 1.08 Decision Making

Decisions on establishing/modifying services and team goals will be made by consensus; other decisions will be by discussion and agreement by majority. Team goals will be formulated and established each year by the team. All team decisions will be made in a manner that assures that member’s concerns are heard and that all factors identified through discussions are considered. More than 50% of members must be present to make decisions. The TIPS Steering Committee Chairperson and PSD Division Chiefs from the regional offices will be invited as appropriate. Decisions are subject to management review.

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Article II. Team Services

Section 2.01 TIPS Core Software

The TIPS website lists the current TIPS core software along with other pertinent information. This software will be fully supported by the TIPS Team. This will include providing sufficient licenses, training and technical support. The core software may be modified from time-to-time by the Team as deemed appropriate and in consultation with the TIPS Steering Committee.

In addition, the Team may provide limited support for additional software after consultation with the TIPS Steering Committee. This will be done on a case-by-case basis. It is envisioned that customer demand for this non-core software will be modest when compared to the core software. It will be provided on a limited basis to customer’s having a need and will not be part of the TIPS Training Program. If the need increases the software could be moved to the core software category.

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Section 2.02 TIPS Training Program

The TIPS Training Workgroup (TIPS-TW) consists of the Training Program Manager, Course Managers, Training Center Computer Specialists, Instructors, Course Developers, and Training Coordinators. The goals of this workgroup are the following: provide training in TIPS software applications to TIPS customers; provide hardware and software resources and facility management for training customers in TIPS regional training centers; provide necessary support to ensure the smooth delivery of on-site classes; annually assess the training needs of TIPS customers; develop and maintain TIPS courses that meet TIPS customer needs as defined by the annual joint NTTP-TIPS Survey, Service Managers and the TIPS Steering Committee; coordinate with NTTP in customer surveys and the scheduling of TIPS courses and instructors; contribute course titles and catalog descriptions to NTTP that give TIPS customers needed information to make intelligent decisions; schedule training classes to meet a significant percentage of TIPS customer requests; develop a cadre of professional and authoritative TIPS instructors; produce and keep current a TIPS training program operational manual and individual course manuals including instructor and student materials; maintain a logistically sound method of course nomination and registration that ensures the maximum number of student enrollment in TIPS classes; internally audit TIPS customer comments regarding TIPS training and resolve any issues; and to achieve or surpass the annual GPRA customer satisfaction goal.

What follows is a description of the duties for the Training Program Manager, Course Managers, Training Center Computer Specialists, Instructors, Course Developers, and Training Coordinators. Listing the duties by role will help ensure that the TIPS Training Program is effectively coordinated and carried out. This is particularly important as the TIPS Training Program expands to meet customer needs. More specific guidelines will be contained in the TIPS Training Best Practices Manual (under development).

All TIPS training courses, facilities, and instructors will be evaluated under the procedures developed in the OSM Annual Performance Plan, as mandated by the Government Performance and Review Act of 1993.

The TIPS website contains the lists of names for the TIPS Training Program Workgroup at www.tips.osmre.gov/training/trainingWorkgroup.htm.

(a) Training Program Manager Duties

The Training Program Manager is the leader for the Training Program Workgroup and has overall responsibility for ensuring the successful planning, development and execution of the training program. The TIPS Team Manager will provide policy direction and resolution of major problems with customers. Duties include:

• Develop and maintain TIPS annual training schedule. This includes consulting and coordinating with Course Managers, NTTP, Training Contacts, Instructors, Course Developers, Training Center Computer Specialists, Training Coordinators, and supervisors’ of instructors/developers.
• Coordinate with NTTP concerning the training program including annual customer surveys, class schedules, announcement of training schedule, letters to supervisors of instructors/developers and TIPS OSM training catalog submissions.
• Report to the Team Manager and TIPS Steering Committee on program achievements, initiatives and issues.
• Develop and maintain a Training Program Project Plan each year that identifies major tasks and milestones. This plan will assist the Training Program Manager and the TIPS Team Manager in planning and executing the training program throughout the year.
• Propose training program budget and monitor throughout the year, making adjustments as needed.
• Interface with Service Managers to ensure customer needs are being met within resource constraints and to recruit qualified instructors.
• Develop and maintain the TIPS Training Best Practices Manual. This manual will document the necessary activities and procedures for the TIPS Training Program. It will provide Course Managers, Developers, Instructors, Training Center Computer Specialists, and Training Coordinators the framework to carry out their duties. It will provide a guide to Course Managers and Developers for developing courses including training materials (e.g., instructor handbooks, student handbooks, class evaluations, continuous improvement).
• Coordinate with Course Managers to ensure that progress in course development and class delivery is being met.
• Takes a proactive role in coordinating with customers to ensure that student enrollment in each class is timely and that classes are full to the extent possible. Coordinates with state, tribal, and OSM training contacts in advance of classes to reconcile problems.
• Communicate training center use dates (final class schedule) and coordinate with Training Center Coordinators to ensure room availability and resolve schedule conflicts.
• Coordinate with Lead Instructors to ensure that on-site training is scheduled and that facilities, hardware and software are adequate for each class.
• Compile and report GPRA statistics on a quarterly/yearly basis.
• Review, summarize and resolve student concerns (e.g., class evaluations) with the training program.
• Ensure that class evaluations and rosters are received in Denver and input into TIPS databases.
• Assess course and instructor efficacy and recommends changes. Coordinates with Course Managers to ensure that instructors have appropriate level of training, i.e., NTTP Instructor Training Course, course software.
• Advise course managers on need for course modifications.
• Evaluate new training areas for the program.

(b) Course Manager Duties

Course Managers have the lead responsibility for development and continuous improvement of assigned courses. This includes assembling a workgroup of qualified experts, planning, course development and pilot classes. Duties include:

• Establish and lead the workgroup for assigned courses including scheduling and coordinating necessary meetings.
• Lead workgroup in developing course material. Test class manuals and materials with a pilot class. Modify and maintain course materials for assigned courses, as necessary.
• Provide course manuals and materials to the Denver Training Coordinator 4 weeks in advance of classes for black and white materials, and 6 weeks for color materials.
• Ensure that instructors know and understand their duties as outlined below.
• Liaison with Training Center Computer Specialists and Lead Instructors on course and software logistics. Provide Training Center Computer Specialists (Alton, Denver and Pittsburgh Training Centers) and lead instructors (on-site training) with detailed instructions on software installation and updates. This includes ensuring that each class has properly licensed software installed on each workstation.
• Provide input into the annual training survey and propose class schedules, coordinating with the Training Program Manager, Training Coordinators and instructors.
• Will serve as lead instructor.
• Review student class evaluations and improves course content and execution, as appropriate.
• Provide advance input to the Training Program Manager on travel, materials, and training costs associated with class development.
• Ensure that instructors have necessary software training to be effective.
• Recruit new instructors, as needed.

(c) Training Center Computer Specialists

The Alton, Denver and Pittsburgh training centers each have a Training Center Computer Specialist to provide the necessary computer support for the Training Program. The duties of the Training Center Computer Specialists include:

• Maintains computers and peripherals in assigned training center to a high level of reliability.
• Coordinates with Course Managers and instructors.
• Installs software on computers and ensures that all computers are fully operational with the appropriate software before scheduled classes.
• Schedules TIPS classes on training center room schedule to ensure room availability for TIPS annual schedule.
• Provides support to the instructors and students to ensure that equipment is operational during scheduled class time.
• Arrange for multiple log-in privileges for Course Mangers, Developers and instructors.
• For on-site courses will provide support, as requested by Lead Instructor. Based on past experience it is expected that the level of effort in this area will be low.

(d) Instructor Duties

Instructors—including lead instructors and co-instructors are responsible for successful delivery of the TIPS classes. Duties are as follows:

• Instructors will teach classes at the time, date, and location provided in the training schedule.
• Lead instructors are responsible for coordinating distribution of the teaching load through consultation with the co-instructor. Co-instructors will contribute significant effort in teaching each class. Instructors will review student prerequisites for advanced or specialized courses to ensure that student attendance is appropriate and makes adjustments as necessary.
• For on-site classes at user locations (e.g., state, tribal, university sites) the Lead Instructor will be responsible for:
  • Arranging the class venue, and ensuring that needed software/hardware is shipped to the on-site computer support contact with the state/Tribe/university at least two weeks prior to the class.
  • Ensuring that the facilities are adequate for the class size and that the hardware and operating system are capable of running the required TIPS software.
  • Ensuring that the computers and software are ready for the class, requesting assistance from the Training Center Computer Specialists, where necessary.
  • E-mailing to the Denver Training Coordinator (Dawn Trudeau at dtrudeau@osmre.gov) 30 days in advance of the class the shipping address for training manuals and materials and the name of the on-site recipient.
  • Collecting the completed class roster and student training evaluations and sending them within one week to the Denver Training Coordinator.
• Both the lead and co-instructors will sign and distribute course completion certificates to students at the end of each class.
• Coordinate with Training Coordinators at each training center to ensure that the completed class roster and student training evaluations are sent to the Denver Training Coordinator within one week.

(e) Course Developer Duties

New TIPS courses are developed and existing courses are continuously improved as determined by the Team and management. The Course Manager will be responsible for coordinating and leading their course workgroup. Each course workgroup will meet as necessary and conduct pilot classes (dry-runs) that will help ensure that the most effective course is developed. Course developers will:

• Be responsible for coordinating meetings with the Course Manager and ensuring that work assignments are completed in a timely fashion.
• All Developers will participate in development sessions at the scheduled dates, times, and locations.
• Developers will be part of the TIPS faculty and will teach classes.
• Course materials will be developed using PowerPoint format (minimum Office 97) or Adobe Acrobat 6.0 and will follow the guidelines contained in the TIPS Training Best Practices Manual (currently being developed).

(f) Training Coordinator Duties

Training Coordinators provide administrative support for the TIPS Training Program for classes held at the Alton, Denver and Pittsburgh Training Centers and for on-site training classes. The duties include:

• The Denver Training Coordinator will receive nominations from State/Tribal/OSM Training Contacts for all TIPS classes. The Denver Training Coordinator will send confirmation letters to the appropriate Training Contacts 6 weeks in advance of the class. This letter will provide pertinent class information including blank Travel Information forms and will advise them of the name of the Training Coordinator who will make their travel arrangements. A copy of this letter will be sent to the appropriate Training Coordinator. The Denver Training Coordinator will closely coordinate with the Training Program Manager to resolve problems regarding the lack of nominations or conflicts.
• The appropriate Training Coordinator will contact instructors and make the necessary travel and room arrangements 4 weeks prior to each class. For OSM instructors the Training Coordinator will make room arrangements; travel arrangements will usually be completed by local support from the instructor’s office.
• For OSM students the Training Coordinators will prepare the necessary Travel Authorizations and arrange travel for each student for assigned classes at least 4 weeks in advance of the class. The traveler will be provided with pertinent information.
• Two weeks prior to each class the Training Coordinator will e-mail a final class roster to the instructors and the Denver Training Coordinator. For classes at the training centers the appropriate Training Coordinator will produce student certificates and ensure that necessary class manuals, materials and blank class rosters are available. For classes on-site the Denver Training Coordinator will produce student certificates and ensure that necessary class manuals, materials and blank class rosters are mailed two weeks prior to the class. The Course Manager will provide the necessary manuals and materials to the Denver Training Coordinator.
• When a class is complete the Training Coordinator will receive the necessary information from the students and complete the travel vouchers timely. Original signed vouchers will be sent to DFM and a copy will be sent to the Denver Training Coordinator and the traveler.
• For classes held at the OSM training centers, the Training Coordinator will be available on the morning of the last day of the class to gather information to complete the vouchers and answer questions. For on-site classes the instructors may request phone assistance.
• For classes held at the OSM training centers the Training Coordinator will forward the completed class roster and student training evaluations to the Denver Training Coordinator.
• Using the actual class rosters provided by the instructors, the Denver Training Coordinator will maintain a database of students by class and training year.

The Training Coordinators have developed specific procedures that give further details on their procedures. These procedures will be incorporated into the TIPS Training Best Practices Manual.

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Section 2.03 Service Manager Workgroup

The TIPS Service Manager Workgroup (TIPS-SMW) consists of members from the National TIPS Team as identified on the TIPS website at www.tips.osmre.gov/ServiceManagers.htm. The goals of this workgroup are: to communicate the TIPS mission and improve relationships with the TIPS user community; and to understand the TIPS user community needs and provide value-added services to meet those needs. The TIPS-SMW will increase communication between the TIPS Team and the user community.

The duties of the Service Managers (SM) include:

• Coordinate with OSM regional and field offices.
• As the primary TIPS liaison meets with assigned customers as needed to communicate the TIPS mission and improve relationships.
• Identify needs and formulate/update individual TIPS action plans outlining these needs for at least a 2-year period.
• Arrange to provide appropriate TIPS services including: training, software and hardware support and TIPS-related technical assistance.
• Distributes core software to assigned customers.
• Coordinate with Training Program Manager on any special training needs.
• Coordinate with Core Software Managers regarding software deployment and licensing issues.
• Update TIPS DNS system including the people database.
• Deliver progress reports, as necessary.

The TIPS-SMW will meet as needed and will report significant issues/concerns to the National TIPS Team during the regularly scheduled bi-weekly TIPS Team meetings. The National TIPS Team Manager will coordinate closely with the workgroup and each SM.

The duties of SMs will complement the services requested by users for software and hardware support. Users will normally request technical assistance by directly contacting personnel identified on the TIPS web page for software and hardware support. However, when a SM becomes aware that technical assistance is needed they will coordinate the necessary assistance with TIPS Team members and other OSM personnel.

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Section 2.04 Lead Core Software Manager

The Lead Core Software Manager acts as the clearinghouse for TIPS core software activities and coordinates core software activities for the team. Duties include:

• Compiles and analyzes software usage information provided by License Administrators for TIPS core software.
• Monitors customers usage of software through reports provided by the License Administrators and presents reports to the Team including recommendations to increase/decrease the number of software licenses.
• Prepares monthly/quarterly/annual reports for the Team and Steering Committee regarding software usage.
• Maintains overview of core software data and authorized licensing files. This includes information on software, version, Core Software Managers, License Administrators, license permission letters, etc. Appropriate information is maintained on the TIPS website.
• Coordinates the core software "cd" production with the Core Software Managers and appropriate License Administrators to produce keyed cd’s ready for distribution.

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Section 2.05 Core Software Managers

Each core TIPS software application is assigned a Core Software Manager. This individual is the primary person responsible for TIPS team activities associated with their assigned software application(s). Personnel assigned to the Core Software Manager workgroup are listed on the TIPS website at www.tips.osmre.gov/SWmgrsLicAdmin.htm. Core Software Managers are an expert in assigned software. Duties include:

• Makes recommendations to the Team regarding needed core software updates.
• Proposes annual budget regarding assigned software (e.g., maintenance, upgrades, license increases).
• Provides information to Lead Core Software Coordinator and Team Manager.
• Prepares requisitions for software maintenance and new purchases, as necessary.
• Is point-of-contact for technical support with vendor and TIPS users.
• Works with appropriate team personnel in updating software to hand-off to Service Managers (e.g., preparing master disks/CDs, installation instructions) for distribution to customers.
• Maintains TIPS database for tracking property/license of assigned software.

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Section 2.06 License Administrators

TIPS provides most of its core software via license managing software. The TIPS website at www.tips.osmre.gov/SWmgrsLicAdmin.htm provides a listing of core TIPS software along with the names of the Core Software Managers and License Administrators. The duties of License Administrators are:

• Maintain assigned license manager software (ADLM, FlexLM, and Key Server) on servers in Alton, Denver and Pittsburgh.
• Provide user support for problems related to license manager software nationwide.
• Provide reports to Lead Core Software Managers to assist in monitoring software usage and problems. These reports will be used to assist in making decisions regarding increasing or decreasing the number of licenses for core software.
• Report to the Team Manager any critical problems related to user access of the software
• Coordinate with Core Software Managers regarding software problems.

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Section 2.07 Software-Hardware Technical Assistance

Team members will provide technical assistance to customers as needed in their areas of expertise. The TIPS WEB site includes a listing, by software and hardware topics, that includes names, phone numbers and email addresses.

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Section 2.08 Technical Assistance Requests

As requested, TIPS Team members will participate in providing technical assistance to States, Tribes and OSM offices. Technical assistance includes specific requests to provide reports, engineering designs and/or field investigations in available TIPS expertise including engineering, hydrology, and geology for both Title IV and V. Requests for technical assistance will be made to the Program Support Division of each respective region. If regional management determines they do not have the necessary resources they may request, through the Team Manager, that the TIPS Team provide assistance. The Team Manager will identify National TIPS resources that may be available and will coordinate with the region.

On-the-job (OJT) training provided by TIPS Team members should not be confused with technical assistance. OJT training is considered assistance that is provided by the TIPS Team primarily to train individuals in the use of TIPS tools. OJT training is considered part of the "Training Program" services offered by the TIPS Team while technical assistance is considered part of OSM’s routine technical assistance.

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Section 2.09 Research and Development

On a continuing basis Team members will recommend research needs for existing and new software. These proposals will be brought to Team meetings for discussion and potential action. The Team will decide on what the priorities should be for various software research and development. The Team will be periodically updated on the progress of all research and development activities. Final recommendations will be made to the Team regarding the beneficial use of the software to meet the TIPS mission. Based on these recommendations and consultation with the TIPS Steering Committee the Team will decide if the software should become Core TIPS Software. If the Team approves of the software as core, a proposed roll-out plan will be developed. This may include the development of training courses and vendor supplied training as needed

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Section 2.10 Government Performance and Results Act

Team members will ensure that they properly gather and report necessary GPRA Performance Measure data. The team will report this data as required in OSM’s Strategic Plan, Annual Performance Plans and as directed by OSM management (e.g., training).

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Article III. TIPS Steering Committee

In cooperation with the States OSM established the TIPS Steering Committee to help guide OSM’s TIPS efforts. The team will coordinate and cooperate with the committee. The team will report on the progress of efforts related to TIPS services and provide appropriate briefings and discussions. To the degree possible and as directed by OSM management the team will carryout the recommendations of the committee.

As appropriate, the Team Manager will invite other OSM personnel to participate in committee meetings for the purpose of maximizing coordination with our customers and peers. This may include the National Technical Training Program office, WRCC-Office of Technology Transfer, etc.

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Article IV. Team Structure/Charter Modifications

The team regards its structure as flexible and makes adjustments whenever needed to make the team more efficient and more responsive to its customers and the needs of management. Individual team members are encouraged to initiate discussions and make recommendations for improvement.

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Any of these provisions may be altered, amended or repealed by the affirmative vote of the members of the team at any special meeting of the team or by management.

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