SPP Community of Practice and SPP Order Update Status Report Cherri Schmidt on behalf of Ingrid Kolb, Berta Schreiber, and Scott Geary

SPP Community of Practice Created to develop an interdisciplinary network within the SPP community to: – Share best practices, lessons learned, issues encountered, and – Strive for consistency of approach/improvements where possible/appropriate. Comprised of Headquarters and Field federal and contractor representatives (both laboratory and non- laboratory M&O contracts) in diverse functional areas including procurement, program, financial, legal, and technology transfer. The SPP Community of Practice plans to hold conference calls bi-monthly, and meet in person annually.

Highlights, Case Studies, Best Practices 1.One laboratory shared its approach and model for early assessments of the risk level of projects prior to entering into SPP projects. The laboratory analyzes the potential for bringing in liability for DOE including long term liabilities. The laboratory and federal site office collaborate and the analysis is done early in the process. Early risk analysis has accelerated the overall cycle time for approval of projects, and the analysis supports the proposal and pricing for the project. Related discussion was held on how laboratories handle long term liabilities and the costs for contamination or clean-up from SPP projects.

Highlights, Case Studies, Best Practices 2.Multiple laboratories shared experiences and issues encountered in negotiating State terms and conditions. Common issues encountered include indemnification and differences driven by State regulations versus federal. Best practices for resolving issues, including early coordination with the State’s Attorney’s office have been found to be beneficial by some laboratories, and laboratories in the early phases of working with their States were planning to adopt this practice. Laboratories shared examples of State terms and conditions that they developed that may assist other laboratories in working through the issues.

Highlights, Case Studies, Best Practices 3.The SPP Community of Practice is undertaking an initiative to analyze common deviations to the standard SPP terms and conditions. The objective is to find scenarios/cases which are common across multiple laboratories for which alternate language can be developed. 4.Discussions have been held on how we should think about SPP with other agencies that might put our facilities at risk. As an example, an agency requests animal experimentation research or high risk sensitive research. Aspects discussed included our obligations to other agencies, the surrounding community at the site, and industry. 5.Laboratories and federal site offices are sharing their approaches for improving cycle times in approvals of SPP projects.

SPP Order Updates (comment resolution in progress) Eliminated required Annual Reporting of Activities from Sites through CSO to MA (CFO systems reporting now) Eliminated MA requirement to review Secretarial Officers implementation of the order (self assess) Clarified the role of Cognizant Secretarial Officers roles in reviewing field SPP processes and activities HQ Procurement Services no longer required to complete Determinations and Certification process now assigned to program Secretarial Officers who can delegate within the organization to complete Agreements for Commercializing Technology (ACT) clearly exempt from the order. Replaced annual CSO review requirement with a risk based management approach allowing CSOs to determine review cycle, but no less than once every 5 years based on perceived risk. Heads of field elements can be delegated approval authority from CSOs for aggregate local levels of SPP activities as well and provide CSO notification of levels.