Definitions
A
Action Memorandum. Action memos are decision-making tools, used to obtain the principal’s determination on departmental recommendations. Templates are available on Powerpedia or through the Executive Secretariat. Action memos should open with the decision at hand or action requested. The goal of the memo is to define the issue, provide necessary background information, outline options, including pros and cons, and present a recommendation. All of this should be done in 1-2 pages (500-700 words). If additional background information is necessary, please include it as a background paper.
Authorization to Operate (ATO). The official management decision given by a senior organizational official or Chief Information Security Officer to authorize operation of an information system and to explicitly accept the risk to organizational operations (including mission, functions, image, or reputation), organizational assets, individuals, other organizations, and the Nation based on the implementation of an agreed-upon set of security controls.
Automated Time Attendance and Production System (ATAAPS). The time and attendance system for the Department of Energy.
Baseline. A quantitative definition of cost, schedule, and technical performance that serves as a base or standard for measurement and control during the performance of an effort; the established plan against which the status of resources and the effort of the overall program, field program(s), project(s), task(s), or subtask(s) are measured, assessed, and controlled. Once established, baselines are subject to change control discipline.
Breach. The loss of control, compromise, unauthorized disclosure, unauthorized acquisition, or any similar occurrence where, 1) a person other than an authorized user accesses, or potentially accesses, Personally Identifiable Information (PII) or, 2) an authorized user accesses PII for a non-authorized purpose.
Central Technical Authority (CTA). Executes responsibilities related to the directives process as established in DOE O 410.1, Central Technical Authority Responsibilities Regarding Nuclear Safety Requirements.
Continued Service Agreement (CSA). A CSA is a written, binding agreement between an employee and NNSA, signed prior to beginning activities that equal or exceed specific criteria, to continue working for NNSA for a specific period after completion of activity or having repaid expenses incurred.
Continuity of Operations (COOP). An effort within the Executive Office of the President and individual Departments/Agencies to ensure that essential functions continue to be performed during disruption of normal operations.
Contracting Officer (CO). A person with the authority to enter into, administer, or terminate contracts and make related determinations and findings within the limits of their delegated authority.
Contracting Officer’s Representative (COR). A federal employee designated in writing by the Contracting Officer to assist in the technical monitoring or administration of a contract.
Contractor Requirements Document (CRD). An attachment to a directive that states the requirements and responsibilities of the directive that apply to contractors. When required, a CRD is included as Attachment 1 to a directive.
Corporate Human Resources Information System (CHRIS). Department of Energy’s official personnel system of record.
Departmental Elements. DOE Headquarters elements and first-tier organizations.
Deputy Heads of NNSA Elements. Principal Assistant Deputy Administrators, Deputy Associate Administrators, Deputy Field Office Managers, General Counsel Deputies, and Deputies of Offices that report to the Administrator.
Disposition. 1) Any activity with respect to: a. Disposal of temporary records no longer needed for the conduct of business by destruction or donation. b. Transfer of records to Federal agency storage facilities or records centers. c. Transfer to the National Archives of the United States of records determined to have sufficient historical or other value to warrant continued preservation. d. Transfer of records from one Federal agency to any other Federal agency. 2) The removal of real property from NNSA control and custody through demolition, public benefit conveyance, federal transfer, lease or ingrant termination/expiration/cancellation, or sale.
eDOCS. A web-based application that DOE/NNSA uses for organizations to control, assign, route, track, manage correspondence, and congressional reports.
Emergency Employee. Employee who must report for work or telework in emergency situations, e.g., severe weather conditions, air pollution, power failures, interruption of public transportation, and other situations in which significant numbers of employees are prevented from reporting for work or which require agencies to close all or part of their activities. This includes employees performing work involving the safety of human life or the protection of property.
Employee. An individual with assigned duties and paid by the Government. This definition includes full and part-time, temporary and career personnel, but does not include contractor or uniformed (military) personnel.
Equal Employment Opportunity (EEO). Federal laws that make it illegal to discriminate against a job applicant or an employee because of the person’s race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age (40 or older), disability or genetic information. It is also illegal to discriminate against a person because the person complained about discrimination, filed a charge of discrimination, or participated in an employment discrimination investigation or lawsuit.
Essential Records. Formerly known as vital records. Agency records that are needed to meet operational responsibilities under security emergency, continuity events, or other emergency conditions (emergency operating and mission essential records) or to protect the legal and financial rights of the Government and those affected by Government activities (legal and financial rights records).
Facility. The land, buildings, trailers, their installed equipment, and other fixed systems and equipment installed therein, other structures and facilities and other improvements.
Federal Program Manager (FPM). An individual in the headquarters organizational element responsible for managing a program and its assigned projects to ensure that all the projects are properly phased, funded over time, and that each project manager is meeting their key milestones. They are the project manager's advocate, ensure proper resourcing, and facilitate the execution process. They predict programmatic risks and put mitigation strategies in place so that projects are not affected.
Federal Project Director (FPD). The individual certified under the Department's Project Management Career Development Plan as responsible and accountable to the Program Management Executive or Program Secretarial Officer for project execution. Responsibilities include developing and maintaining the Project Execution Plan; managing project resources; establishing and implementing management systems, including performance measurement systems; and approving and implementing changes to project baselines.
Federal Records Center. Operated by the National Archives and Records Administration for the economical storage of and access to noncurrent records or permanent records, that are not electronically stored in electronic case files, pending their ultimate disposition in accordance with Agency Records Disposition (Control) Schedules.
Federal Salaries and Expenses (FSE). The appropriated funding used for federal salaries and related expenses or for support services contracts that provide advice and assistance to federal employees.
Field Office. An NNSA organization responsible for administering performance-based contracts with NNSA contractors to deliver on objectives set by program offices, authorization or approval of contractor activities in accordance with delegated authorities and DOE/NNSA policy, and serving as the U.S. Government’s representative at each laboratory, plant, or site (as applicable).
Field Office Manager (FOM). Person appointed by the Administrator to lead a field office.
Functional Manager. Mission enablers that provide technical assistance or subject matter expertise and resources to enable mission delivery to support line and program managers in implementing delegated responsibilities.
Functional Organization. NNSA Headquarters organization who has responsibility for the subject area covered by a DOE directive when NNSA is not the OPI for the directive. Conversely, a DOE Headquarters organization who has Departmental responsibility for a subject area covered by an NNSA Directive.
Governance. The system of management and controls executed in the stewardship of the organization. NNSA implements governance through a collaborative partnership between federal and contractor organizations to accomplish a common mission while still preserving the federal independence needed to function in NNSA’s self-regulatory role.
Heads of NNSA Elements. Deputy Administrators, Associate Administrators, Field Office Managers, General Counsel, and Directors of Offices that report to the Administrator.
Implementation Plan (IP). The program document attached to the work authorization that describes the scope of work to be performed and serves as the statement of work for the work authorization.
Incident. An occurrence that 1) actually or imminently jeopardizes, without lawful authority, the integrity, confidentiality, or availability of information or an information system; or 2) constitutes a violation or imminent threat of violation of law, security policies, security procedures, or acceptable use policies.
Individual Development Plan (IDP). A planning document used to identify short- and long-range career goals, specific competencies, knowledge, skills, and abilities necessary to meet current objectives, training, education, and other professional development strategies needed from year to year as the employee’s career goals and mission of the organization evolve.
Interagency Agreement (IA). A document that defines cooperative work between government agencies and departments. The agreement defines the parties involved, the work performed, and the transfer of technologies and funds.
Labs, plants, and sites (LPS). Laboratories (Sandia, Los Alamos, and Lawrence Livermore National Laboratories), production plants (Y-12 Plant, Pantex Plant, Kansas City National Security Campus, Savannah River Site), and the Nevada National Security Site.
Learning Nucleus. NNSA’s automated learning management system and official repository for employee records on registering for, attending, completing, and evaluating learning activities; Individual Development Plans; competency models; career paths; course catalogues; and organizational and NNSA-wide records on related data.
Management and Operating (M&O) Contract. Contracts with companies that are private, for-profit, educational, or non-profit institutions that manage and operate DOE's government-owned/contractor-operated facilities.
Memorandum of Understanding (MOU). A nonbinding agreement between two or more parties outlining the terms and details of an understanding, including each parties' requirements and responsibilities. An MOU is often the first stage in the formation of a formal contract.
National Archives and Records Administration (NARA). Federal agency charged with the preservation and documentation of government and historical records and responsible for overseeing agencies’ adequacy of documentation and records disposition programs and practices. (36 CFR 1220.18)
National Nuclear Security Administration (NNSA) Element. Any federal NNSA program, field, functional, or other organization within the NNSA.
National Nuclear Security Administration (NNSA) Field Element. Any NNSA element with primary ownership of an NNSA laboratory, plant, or site mission.
National Nuclear Security Administration (NNSA) Graduate Fellowship Program (NGFP). A fellowship program that develops the next generation of nuclear security, nonproliferation policy, and technical leaders.
Nuclear Security Enterprise. Collective term for NNSA’s Headquarters program and mission support offices, field offices, laboratories (Sandia, Los Alamos, and Lawrence Livermore National Laboratories), production plants (Y-12 Plant, Pantex Plant, Kansas City National Security Campus, Savannah River Site), and the Nevada National Security Site.
Office of Primary Interest (OPI). The office responsible for originating and writing a directive and maintaining its accuracy and currency; or for writing a Delegation or Designation Order, and Action Memorandum.
Official Duty Station. The specific (geographic) location of the employee’s position of record for location-based pay purposes, which may be the location of the regular worksite or the alternative worksite depending on how often the employee must report to the regular worksite.
Pathways Career Program. Innovative employment program targeting students and recent college graduates.
Performance-Based. An approach where greater emphasis is placed on the performance and risk impact of issues discovered rather than on simply the existence of specific noncompliance issues. Performance-based, systems-level oversight is used to assess contractor performance by evaluating the contractor’s processes and management systems and the data normally generated by these systems. In a performance-based approach, the assessor addresses the localized, as well as the broader, impact of the issues against the overall adequacy, efficiency, and cost-effectiveness of what is being assessed.
Permanent Change of Station (PCS). An assignment of a new appointee or transferring employee from one official station to another on a permanent basis.
Permanent Records. Any Federal record that has been determined by the National Archives and Records Administration (NARA) to have sufficient value to warrant its preservation in the National Archives of the United States, even while it remains in agency custody. Permanent records are those for which the disposition is permanent on SF 115, Request for Records Disposition Authority, approved by NARA on or after May 14, 1973. The term also includes all records accessioned into the National Archives of the United States.
Personally Identifiable Information (PII). Information that can be used to distinguish or trace an individual’s identity, either alone or when combined with other information that is linked or linkable to a specific individual. Because there are many different types of information that can be used to distinguish or track an individual’s identity, the term PII is necessarily broad. Information that is not PII can become PII whenever additional information becomes available—in any medium or from any source—that would make it possible to identify the individual. (OMB M-17-12)
Position Description. The stated purpose, accountabilities, and essential/marginal duties for which an NNSA staff member is assigned.
Program. An organized set of activities directed toward a common purpose or goal undertaken or proposed in support of an assigned mission area. It is characterized by a strategy for accomplishing a definite objective(s) that identifies the means of accomplishment, particularly in qualitative terms, with respect to work force, material, and facility requirements. Programs are typically made up of technology-based activities, projects, and supporting operations.
Program Direction. Type of expense; covers the salaries, benefits, contractual services, and travel of federal employees.
Program Funds. Appropriations provided for expenses in support of a specific action or function authorized by law. Expenditures in this category must bear a logical relationship, must make a direct contribution to carrying out the authorized function, and must not be otherwise provided for.
Program Management. A group of closely related projects managed in a coordinated way.
Program Manager. Same as Federal Program Manager.
Program Office. The organization that is led by the Federal Program Manager who is directly responsible for managing and executing all programmatic activities on a regular basis, including cost, schedule, risk, and requirements activities.
Project. A unique effort having defined start and end points undertaken to create a product, facility, or system. Built on interdependent activities planned to meet a common objective, a project focuses on attaining or completing a deliverable within a predetermined cost, schedule, and technical scope baseline. Projects include planning and execution of construction, assembly, renovation, modification, environmental restoration, decontamination and decommissioning, large capital equipment, and technology development activities. A project is not constrained to any specific element of the budget structure (e.g., operating expense).
Public Release. The act of making information available to the general public, usually through an approved process. Public release includes publishing documents on websites available to the public, information provided to Congress, briefings to audiences that include members of the public, and Freedom of Information Act releases. (DOE O 475.2B, Identifying Classified Information)
Reasonable Accommodation. Any modification or adjustment to a job or the work environment that will enable a qualified applicant or employee with a disability to participate in the application process or to perform essential job functions.
Record. 1) Any item, collection, or grouping of information about an individual that is maintained by an agency, including education, financial transactions, medical history, and criminal or employment history, and that contains the individual’s name, or the identifying number, symbol, or other identifying particular assigned to the individual, such as a finger or voice print, or a photograph. 2) All books, papers, maps, photographs, machine-readable materials, or other documentary materials, regardless of physical form or characteristics, made or received by an Agency of the United States Government under Federal law or in connection with the transaction of public business and preserved or appropriate for preservation by that Agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the Government or because of the informational value of the data in them.
Regular Worksite. Site where the employee would normally work absent a telework agreement, e.g., agency office.
Remote Work. A work arrangement where an employee works at an alternative worksite (e.g., home, telework center), within or outside of the local commuting area, where the employee is not scheduled to report to the regular worksite.
Reorganization. Planned elimination, addition, or redistribution of functions or duties in an organization.
Restricted Data (RD). All data concerning the design, manufacture, or use of nuclear weapons; production of special nuclear material; or use of special nuclear material in the production of energy except for data declassified or removed from the RD category pursuant to section 142 of the Atomic Energy Act.
Senior Executive Service (SES). Positions classified senior to GS-15 that include duties involving one or more of the functional criteria (executive or managerial) identified in law.
Senior Level (SL). Positions that are not SES positions that are classified senior to GS-15 based on other factors.
Senior Manager. An individual that reports directly to the NNSA Administrator, a Deputy Administrator, or an Associate Administrator. The responsibilities of a senior manager cannot be delegated.
Subject Matter Expert (SME). Individual with sufficient technical knowledge of the critical technologies under review, commensurate with the depth and rigor of the TRA. These individuals may be either federal or contractor personnel.
Support Services Contractors (SSCs). Contractors providing direct support to NNSA Headquarters or Field Office organizations (NNSA Elements). Support Services Contractors are often co-located with Federal employees and therefore are unable to meet the requirements of DOE O 243.1B Contractor Requirements Document to establish and implement a separate records management program.
System of Record. Any system on which Personally Identifiable Information or Privacy Act Information is stored that possesses an indexing or retrieval capability built into the system and from which records are retrieved about individuals by reference to a personal identifier.
Task Monitor. Individual who provides technical oversight and ensures all diverse and complex requirements are effectively monitored and funded. The Contracting Officer’s Representative issues a memo to the Task Monitor outlining their responsibilities under a specific contract.
Telework. A work arrangement where an employee is expected to report to work both at regular worksite and alternative worksite (e.g., home, telework center) on a regular and recurring basis each pay period (at least once per pay period)
Temporary Change of Station (TCS). The temporary relocation of an employee to a new official duty station for a minimum of 1 year, but not to exceed 3 years, while performing a long-term assignment. The assignee will subsequently return to the previous official duty station upon completion of the assignment. For the duration of the assignment, the assignee is not in travel status.
Training. The process of providing for, and making available to, an employee, and placing or enrolling the employee in a planned, prepared, and coordinated program, course, curriculum, subject, system, or routine of instruction or education, in scientific, professional, technical, mechanical, trade, clerical, fiscal, administrative, or other field that will improve individual and organizational performance and assist in achieving the agency’s mission and performance goals. Training is typically skills-focused.
Unscheduled Leave. Leave that has not been scheduled (requested/approved) in advance, but is requested at the time of an emergency, delay, or closure in lieu of teleworking or reporting to the office.
Unscheduled Telework. Telework that has not been scheduled or approved in advance but is requested or required due to personal or business-related reasons (such as personal or non-personal emergencies or site closure).
Work Authorization (WA). The document, approved by a Contracting Officer, that describes the scope of work, estimated cost, and schedule of work activities performed within the larger contract scope of work. Work authorizations must be issued prior to the commencement of the work and incurrence of any costs.