Management System Owner: Head of Communication
Revision and Date:Revision 1.1 - June 21, 2018
Stakeholder Relations & Communications Management System policies, procedures and processes assure that Fermilab maintains good relationships with all necessary stakeholders that promote the support of the laboratory, and that the laboratory's communications and public affairs activities are accurate and effective, meet any applicable DOE guidelines and requirements, and help the laboratory function efficiently. The system assures FRA that all measures are being taken to maintain and enhance support for the laboratory's mission as described in the FNAL prime contract.
· Ensures that the Stakeholder Relations & Communications Management System is in place and functioning.
· Executes activities related to communication between the laboratory and external audiences, relations between the laboratory and the local community, and internal communication via publications and audiovisual services.
· Has oversight for relations with all stakeholders.
· Executes stakeholder relations strategy with Office of Science, OSTP, OMB and Congress.
· Manage relations with their counterparts in the DOE Office of High Energy Physics and the Fermi Site Office.
· Ensure good communication with employees in their respective sectors, and between their sectors and the rest of the laboratory.
· Coordinates with the Office of Communication on information related to their sectors.
M&O Contract DE-AC02-07CH11359 for the Management and Operation of the Fermi National Accelerator Laboratory (Fermilab)
Other DOE Orders and Instructions
FRA Contract Clause Mapping to Management Systems
The Stakeholder Relations & Communications Management System integrates assurance activities related to three main areas:
This segment of the Management System identifies all stakeholders that can affect the programs and projects of the laboratory and prioritizes them according to benefit and risk. It defines stakeholders' expectations and plans a strategy that responds to those expectations. It ensures continuous stakeholder management through formal and informal interactions that carry out the defined strategy for stakeholder relations. The strategy uses tailored, risk-based interaction with primary stakeholders, including the DOE Office of Science and Office of High Energy Physics; the scientific community; OMB, OSTP and Congress; the local community; the business and industrial communities; IEPA, USEPA, international partners, and internal stakeholders. The Laboratory Director provides oversight of stakeholder management and ensures that appropriate levels of the organization are delivering on their responsibilities. Issues and anomalies are discussed at the weekly senior management meeting and remedied. The system relies on frequent feedback on developing issues so that any potential problem with a stakeholder can be remedied before it has an opportunity to have a negative impact on the relationship. The current list of stakeholders, their evaluated benefit/risk to the laboratory, their expectations and response, the management strategy and responsible persons is referenced in Section 6.0.
This segment of the Management System includes activities that disseminate information about Laboratory activities and programs to the public, including the local community, and to the news media via print and electronic publications, public speaking and press releases and interviews. The Head of Communication provides oversight for these activities.
This segment covers activities related to communication within the laboratory community. The Head of Communication provides oversight for lab-wide internal communication efforts, including support activities such as audiovisual and printing services. Chief Laboratory Officers and their deputies provide oversight for internal communication activities within their organizations. The Head of Communication and Chief Laboratory Officers are responsible for the development and implementation of activities that assure that their internal communication procedures are timely, accurate, and effective.
Stakeholder Relations & Communication Management System processes interface with the processes of other management systems through regular face-to-face meetings among the relevant system owners, including weekly senior management meetings, weekly Lab Status meetings and biweekly Assurance Council meetings.
Documents available on request
FRA Contract Requirements
This section formally captures the extension of this management system to Fermilab activities and roles at SURF.