Committee Descriptions, Organizational Structure and Decision-Making Structure
Provided below is a description of the various committees created to manage the operation of WREGIS (Western Renewable Energy Generation Information System), as well as the organizational structure. The organizational structure shows the relationship between the committees and the WREGIS administrative staff at the Western Electricity Coordinating Council (WECC). The decision-making structure provides detail on the process of how recommendations are made and finalized.
WREGIS Organizational Structure
WREGIS Director: The WREGIS Director is responsible for ensuring the subcommittees adhere to the WREGIS change request and issue management process. The WREGIS Director also communicates assignments to program team members and ensures that program schedules, work plans, task definitions, and other program control materials (e.g. change orders) are updated and published whenever approved program change requests result in a change to the program scope. The WREGIS Director is required to be on the Change Control Subcommittee described below.
WREGIS Stakeholder Advisory Committee: The Stakeholder Advisory Committee (SAC) is responsible for reviewing, prioritizing and evaluating all program change requests and program issues that are submitted by individuals or working groups. The SAC makes non-binding recommendations regarding WREGIS policy and procedures to the WREGIS Committee based upon a majority vote of the SAC members. The SAC is also responsible for developing recommendations based upon a majority vote of its members to forward to the WREGIS Committee Chair. The SAC functions as an autonomous advisory body with the mission of advising the WREGIS Administrator and the WREGIS Committee on the implementation and operation of the WREGIS program.
WREGIS Working Group: Although not a formal decision-making body, this group will be convened as an e-mail list server of interested stakeholders. They will be given an opportunity to comment on recommendations, reports and other documents that come out of individual committees. Any western stakeholder can participate on this list server.
Policy Subcommittee: The Policy Subcommittee (PSC) is responsible for reviewing the issues or change requests that have an impact on policy. The PSC provides an assessment as well as a potential recommendation to the WREGIS Committee on the impact of the change, and other duties as assigned in the WREGIS Operational Phase Committees document. This subcommittee will consist of the chair and vice chair members from the WREGIS Committee, as well as other interested parties.
Operational Subcommittee: Operational Subcommittee (OSC) responsibilities include establishing budgets, staff, resources, processes and tasks required to provide continuing operations for the following: the program and administrative operations at WECC; the continuing technical operations for the WREGIS application; and, the system maintenance and improvements and any other duties as assigned in the WREGIS Operational Phase Committees document. This subcommittee will consist of the chair and vice chair members from the WREGIS Committee as well as other interested parties.
Change Control Subcommittee: The Change Control Subcommittee (CCSC) is responsible for reviewing and evaluating all program change requests and program issues at regularly scheduled meetings. CCSC participants will also be responsible for reviewing the results of analysis and recommendations developed for change requests and issues referred for evaluation in addition to coming prepared to the CCSC meetings to participate in decision-making based on that review. A report describing conflicting views, if any, will be added to the recommendation or non-recommended item.
At a minimum, the CCSC participants will include the following individuals: the WREGIS Director, the WREGIS Administrator, the WREGIS Program Lead at the California Energy Commission, the Change Control Subcommittee Administrator, the APX Account Manager, and the chair and vice chair from the WREGIS Committee. Additional program staff as well as subject matter experts external to the program team may also be requested to attend specific Change Control Subcommittee review meetings depending on the Program Change and Issue Requests scheduled for review. Additional participants may be appointed by the WREGIS Director, WREGIS Committee member, or the leadership of the SAC.
The CCSC forwards all Program Change and Issue Requests to the WREGIS Committee for further analysis. The CCSC is also responsible for requesting any cost estimates and scheduling from APX that could be associated with a Program Change and Issue Request.
Steps In WREGIS Decision-Making Process
As WREGIS is a dynamic system designed to meet the needs of participating stakeholders, it may be necessary to make changes to the system functionality or processes to better accommodate users' needs. If a desired change or issue is identified, the process for proposing a change to WREGIS is described below:
- Individuals or Working groups prepare a Change Request Form or an Issue Brief, including a recommendation and background materials. The requesting party will then send the change request form or issue brief, as well as background material, to the SAC secretary. The SAC may then poll registered voting members regarding items. The Request from Individuals or Working groups will be forwarded to the WREGIS Committee regardless of the optional polling outcome.
- The SAC recommendations are sent to Change Control database administrator.
- Entered into the change control database
- Assigned a number
- Change and issue recommendations from the SAC are added to the next WREGIS Committee Meeting Agenda.
- WREGIS Committee reviews the list of items submitted and assigns new items to the appropriate subcommittee.
- The subcommittees will analyze Change/Issue items including a cost assessment, and schedule from APX. Once the subcommittees' analyses are complete, the item is scheduled for an upcoming WREGIS Committee meeting to be introduced or discussed for approval or rejection.
- Items approved by the WREGIS Committee:
- If there are costs associated with the change, a work order is signed by the California Energy Commission to begin the work to incorporate the new approved change.
- If the change affects code and there is no cost associated, the Change Control subcommittee can approve the scheduled items for release as prioritized.
- If the change relates to policy only and does not affect code, updates to affected documents will be made by WREGIS Staff and reposted to the website and document library. If PCR/PIR effects any legal agreements, legal counsel will be consulted.
- Decisions of items introduced will not necessarily be made at the meeting at which they were introduced.
- Items rejected by the WREGIS Committee:
- The items will be returned to the Stakeholder Advisory Committee with information on the rationale for rejecting the request.
- The SAC may resubmit the item with revisions or additional discussion on why the change is needed.