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Processing a Policy or Notice

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Justification Memorandum

Initial step towards developing a Policy or Notice

OPI

DRB Liaison

  • Located within MA-90, 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 Liaison

  • Notifies the MA-90 Analyst when MA-1 concurs on the justification memorandum.
  • Schedules and notifies the OPI to attend a DRB meeting in case of impasse.

MA-90 Analyst

  • Contacts the OPI to initiate development of a Policy or Notice, and being MA-90 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-90 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-90 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-90 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 Liaison

  • 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 Liaison

  • 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 Liaison

  • 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 Liaison

  • Informs the OPI and MA-90 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 Notice, submits the approval package (final clean draft Policy or Notice, and approval memo signed by the SO, and a synopsis) to the MA-90 Analyst in room 1G-033 and via email.

MA-9 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 Liaison

  • Notifies MA-90 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-033.

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-90 Analyst

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