Processing a Policy or Notice

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Justification Memorandum Initial step towards developing a Policy or Notice
OPI	Creates a justification memorandum for non-NNSA element or a justification memorandum for NNSA element to develop a Policy or Notice. Obtains the signature of the Secretarial Officer (SO) or designee on justification memorandum. Submits the justification memorandum to the Office of Management (MA-1) through the Office of Information Resources (MA-1.2) in room 1G-051. Participates in the Directives Review Board (DRB) meeting when invited to provide greater details regarding the need for the subject Policy or Notice.
DRB Liason	Located within MA-1.2, receives the justification memorandum for processing. Ensures that the justification memorandum is in compliance with Directives Program criteria. Obtains the signature of the Director, Office of Information Resources, on the justification memorandum before dissemination to the DRB. Schedules the justification memorandum for discussion at the bi-weekly DRB meeting. Schedules and notifies the OPI to attend DRB meeting when appropriate.
MA-1	Chairs the DRB.
DRB	Reviews the justification memorandum Convenes to discuss the review and issues related to the proposed Policy or Notice. Reaches consensus on whether to recommend to MA-1 that the Policy or Notice be developed. Participates in the impasse process if consensus is not reached. (See IMPASSE PROCESS below.)
MA-1	Concurs on the justification memorandum. Facilitates the impasse process when appropriate.
DRB Liason	Notifies the MA-1.2 Analyst when MA-1 concurs on the justification memorandum. Schedules and notifies the OPI to attend a DRB meeting in case of impasse.
MA-1.2 Analyst	Contacts the OPI to initiate development of a Policy or Notice, and being MA-1.2 Analyst assigned to work with them. Provides brief overview of the Directives Program. Provides guidance to the OPI in the development or revision of a Policy or Notice. Ensures that a directive number is assigned to the Policy or Notice. Schedules and notifies the OPI to attend a DRB meeting in case of impasse.

Justification Memorandum

Initial step towards developing a Policy or Notice

OPI

Creates a justification memorandum for non-NNSA element or a justification memorandum for NNSA element to develop a Policy or Notice.
Obtains the signature of the Secretarial Officer (SO) or designee on justification memorandum.
Submits the justification memorandum to the Office of Management (MA-1) through the Office of Information Resources (MA-1.2) in room 1G-051.
Participates in the Directives Review Board (DRB) meeting when invited to provide greater details regarding the need for the subject Policy or Notice.

DRB Liason

Located within MA-1.2, receives the justification memorandum for processing.
Ensures that the justification memorandum is in compliance with Directives Program criteria.
Obtains the signature of the Director, Office of Information Resources, on the justification memorandum before dissemination to the DRB.
Schedules the justification memorandum for discussion at the bi-weekly DRB meeting.
Schedules and notifies the OPI to attend DRB meeting when appropriate.

MA-1

Chairs the DRB.

DRB

Reviews the justification memorandum
Convenes to discuss the review and issues related to the proposed Policy or Notice.
Reaches consensus on whether to recommend to MA-1 that the Policy or Notice be developed.
Participates in the impasse process if consensus is not reached. (See IMPASSE PROCESS below.)

MA-1

Concurs on the justification memorandum.
Facilitates the impasse process when appropriate.

DRB Liason

Notifies the MA-1.2 Analyst when MA-1 concurs on the justification memorandum.
Schedules and notifies the OPI to attend a DRB meeting in case of impasse.

MA-1.2 Analyst

Contacts the OPI to initiate development of a Policy or Notice, and being MA-1.2 Analyst assigned to work with them.
Provides brief overview of the Directives Program.
Provides guidance to the OPI in the development or revision of a Policy or Notice.
Ensures that a directive number is assigned to the Policy or Notice.
Schedules and notifies the OPI to attend a DRB meeting in case of impasse.

Initial Draft Begins when DRB Liaison disseminates the draft Policy or Notice
OPI	Uses the directives templates for development of the Policy or Notice. Engages the MA-1.2 Analyst, stakeholders, subject matter experts, and appropriate program counsel in its development. Ensures that the organization is in agreement with proposed draft Policy or Notice and that no internal conflicts exist. Emails a Microsoft Word file of the draft Policy or Notice to the MA-1.2 Analyst.
DRB	Ensures that the draft Policy or Notice is in compliance with Directives Program and that editorial review is performed and establishes a coordination schedule. Obtains clearance from the OPI on recommended changes to the Policy or Notice before coordination and sends a copy to the DRB Liaison.
MA-1.2 Analyst	Facilitates the Policy or Notice coordination process. Disseminates the Policy or Notice to the DRB.

Initial Draft

Begins when DRB Liaison disseminates the draft Policy or Notice

OPI

Uses the directives templates for development of the Policy or Notice.
Engages the MA-1.2 Analyst, stakeholders, subject matter experts, and appropriate program counsel in its development.
Ensures that the organization is in agreement with proposed draft Policy or Notice and that no internal conflicts exist.
Emails a Microsoft Word file of the draft Policy or Notice to the MA-1.2 Analyst.

DRB

Ensures that the draft Policy or Notice is in compliance with Directives Program and that editorial review is performed and establishes a coordination schedule.
Obtains clearance from the OPI on recommended changes to the Policy or Notice before coordination and sends a copy to the DRB Liaison.

MA-1.2 Analyst

Facilitates the Policy or Notice coordination process.
Disseminates the Policy or Notice to the DRB.

Review & Comment Coordination Begins when DRB Liaison disseminates the draft Policy or Notice
DRB Liason	Facilitates the Policy or Notice coordination process. Disseminates the Policy or Notice to the DRB.
DRB	Solicits, reconciles, consolidates, and approves comments. Submits comments to the DRB Liaison.
DRB Liason	Facilitates the Policy or Notice coordination process. Disseminates the Policy or Notice to the DRB.

Review & Comment Coordination

Begins when DRB Liaison disseminates the draft Policy or Notice

DRB Liason

Facilitates the Policy or Notice coordination process.
Disseminates the Policy or Notice to the DRB.

DRB

Solicits, reconciles, consolidates, and approves comments.
Submits comments to the DRB Liaison.

DRB Liason

Facilitates the Policy or Notice coordination process.
Disseminates the Policy or Notice to the DRB.

Redline / Strikeout Coordination Begins upon OPI receipt of DRB comments from DRB Liaison
OPI	Incorporates DRB comments into the Microsoft Word file of the draft to produce a redlined/strikeout file of the changes using the Track Changes feature. Emails redlined/strikeout file to the DRB Liaison by due date.
DRB Liason	Disseminates the redlined/strikeout file to DRB.

Redline / Strikeout Coordination

Begins upon OPI receipt of DRB comments from DRB Liaison

OPI

Incorporates DRB comments into the Microsoft Word file of the draft to produce a redlined/strikeout file of the changes using the Track Changes feature.
Emails redlined/strikeout file to the DRB Liaison by due date.

DRB Liason

Disseminates the redlined/strikeout file to DRB.

Approval Coordination
DRB	Performs final review. Convenes to discuss the review and any issues related to the proposed draft Policy or Notice. Reaches consensus on the redlined/strikeout file. Participates in the impasse process if consensus is not reached. (See IMPASSE PROCESS below.)
DRB Liason	Informs the OPI and MA-1.2 Analyst when MA-1 concurs in the approval of the Policy or Notice.
OPI	After being notified that MA-1 concurs in the approval of the Policy or Notce, submits the approval package (final clean draft Policy or Notice, and approval memo signed by the SO, and a synopsis) to the MA-1.2 Analyst in room 1G-051 and via email
MA-1.2 Analyst	Develops metrics report for MA-1. Ensures proper directive formatting. Performs final review. Forwards approval package to MA-1.
MA-1	Signs the approval memorandum. Forwards the approval package to the Secretary or Deputy Secretary for approval.
Secretary or Deputy Secretary	Approves the Policy or Notice.

Approval Coordination

DRB

Performs final review.
Convenes to discuss the review and any issues related to the proposed draft Policy or Notice.
Reaches consensus on the redlined/strikeout file.
Participates in the impasse process if consensus is not reached. (See IMPASSE PROCESS below.)

DRB Liason

Informs the OPI and MA-1.2 Analyst when MA-1 concurs in the approval of the Policy or Notice.

OPI

After being notified that MA-1 concurs in the approval of the Policy or Notce, submits the approval package (final clean draft Policy or Notice, and approval memo signed by the SO, and a synopsis) to the MA-1.2 Analyst in room 1G-051 and via email

MA-1.2 Analyst

Develops metrics report for MA-1.
Ensures proper directive formatting.
Performs final review.
Forwards approval package to MA-1.

MA-1

Signs the approval memorandum.
Forwards the approval package to the Secretary or Deputy Secretary for approval.

Secretary or Deputy Secretary

Approves the Policy or Notice.

Impasse Process
DRB Liason	Notifies MA-1.2 Analyst, OPI and DRB of an impasse and adds it to the agenda of bi-weekly DRB meeting.
MA-1	Facilitates resolution of the impasse with the OPI and DRB. Signs approval memorandum for Policy or Notice when the impasse is resolved and forwards it to Deputy Secretary. Advises contending DRB member and OPI to develop a summary paper when an impasse not resolved.
OPI & DRB Member	Develops and submits a summary paper to DRB Liaison in room 1G-051.
MA-1	Includes summary papers in the approval package. Forwards the approval package to Secretary or Deputy Secretary to render decision.
Secretary or Deputy Secretary	Renders a decision on an impasse. Approves the Policy or Notice.

Impasse Process

DRB Liason

Notifies MA-1.2 Analyst, OPI and DRB of an impasse and adds it to the agenda of bi-weekly DRB meeting.

MA-1

Facilitates resolution of the impasse with the OPI and DRB.
Signs approval memorandum for Policy or Notice when the impasse is resolved and forwards it to Deputy Secretary.
Advises contending DRB member and OPI to develop a summary paper when an impasse not resolved.

OPI & DRB Member

Develops and submits a summary paper to DRB Liaison in room 1G-051.

MA-1

Includes summary papers in the approval package.
Forwards the approval package to Secretary or Deputy Secretary to render decision.

Secretary or Deputy Secretary

Renders a decision on an impasse.
Approves the Policy or Notice.

Publication
MA-1.2 Analyst	Ensures final formatting and publishes the Policy or Notice in the current section of the Directives Portal.

Publication

MA-1.2 Analyst

Ensures final formatting and publishes the Policy or Notice in the current section of the Directives Portal.