DOE and EM will monitor and evaluate the performance of the program in two major areas: corporate control at the Department level and EM Processes at the EM level.
I. Corporate controls
The DOE Recovery Office is the central point for implementation and execution of Recovery Act activities. A recovery operations team will oversee implementation management, such as monitoring project status, evaluating cost and schedule progress, ensuring thorough reporting, coordinating with external entities, and holding monthly performance and review meetings with senior departmental managers on the implementation status of specific recovery projects.
In addition to DOE’s standard funds control mechanisms, Recovery Act funds are subject to additional process controls to ensure funds are not co-mingled, are tracked to enable reporting, and are spent responsibly. DOE recovery funds are released for implementation in a staged approach.
DOE’s OIR helps programs ensure that internal controls are in place, effective, and support the risk-based approach to managing Recovery Act activities. OIR programs are being implemented or expanded to ensure the Recovery Act objectives are met and DOE managers and partners are both held accountable for successful execution and also have the appropriate tools to ensure that success. These programs include coordinating DOE’s “Internal Control Acknowledgment” program, conducting agency-wide assessments and analyses and performing oversight of Recovery Act programs, including site and field visits.
II. EM Processes
EM has chartered an integrated project team (IPT), the EM Recovery Act Team, to ensure proper planning and execution of Recovery Act funds. The IPT is led by the program manager and has ultimate responsibility and accountability for delivering the project successfully. The program manager is a member of the federal Senior Executive Service and possesses the executive core competencies required to lead the project through this period of government transformation. The program manager is supported by Federal Project Directors (FPD) who have satisfied the certification requirements prescribed in the Department’s Project Management Career Development Program (PMCDP), and have been certified. The FPDs are senior federal managers and are seasoned project directors certified by the PMCDP Certification Review Board.
EM has assigned Recovery Act Site Representatives to support the field offices. These individuals will streamline communications and decision-making between HQ and the field sites, while facilitating the integration, rapid sharing of lessons learned, and compliance with Recovery Act requirements.
As a prerequisite to receiving Recovery Act funds, the site offices have been required to submit to HQ checklist items that ensure each site is in a state of readiness and has implemented measures that prevent waste, fraud, and abuse. The checklist items verify that each site office has the necessary systems and processes in place for safety, oversight, contracting, change control, reporting, risk management, and regulator and stakeholder involvement.
The vast majority of the work will be executed through the expansion of existing contracts. This approach greatly reduces the risk associated with project performance. Appropriate funding modifications will be enacted to implement and segregate the Recovery Act funds for reporting purposes. All projects will be executed by the contractors according to DOE Order 413.3A, Program and Project Management, with appropriate performance measurement baselines and DOE oversight. Acceptable performance on these projects will also be measured using performance metrics (e.g., cost, schedule, and scope) as established in baselines; cost and schedule performance indicators (cost performance index and schedule performance index) according to DOE-approved Earned Value Management Systems will be used as required by DOE Order 413.3A.