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Processing an Order or Guide

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Justification Memorandum

(Initial step towards developing a Order or Guide)

Office of Primary Interest (OPI)

  • Creates a justification memorandum for non-NNSA element or a justification memorandum for NNSA element to develop or revise a Order or Guide.
  • 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 to provide greater details regarding the need for the subject Order or Guide.

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 Order or Guide.
  • Reaches consensus on whether to recommend to MA-1 that the Order or Guide be developed.
  • Determines when an Order has significatnt budgetry or other resource impact on the Department, and informs OPI at DRB meeting.
  • 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 the Order or Guide, and 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 Order or Guide.
  • Ensures that a directive number is assigned to the Order or Guide.

Initial Draft

OPI

  • Uses the directives templates for development or revision of the Order or Guide.
  • Engages the MA-1.2 Analyst, stakeholders, subject matter experts, and appropriate program counsel in directive development.
  • Ensures that the organization is in agreement with proposed draft Order or Guide, and that no internal conflicts exist.
  • Verifies whether the Order or Guide requires additional documentation. If required, develops a crosswalk of requirements tracking. The requirements tracking and basis documentation is generally expected to be a crosswalk combined with an explanation of each requirement but may simply be a redlined/strikeout of the revised Order or Guide (e.g., where there are only a few changes to be made).
  • Emails a Microsoft Word file of the draft Order or Guide (in redlined/strikeout form if additional documentation required) to the MA-1.2 Analyst.
  • NOTE: If the proposed Order has significant budgetary or other resource impact on the Department, the OPI develops and submits a detailed financial impact analysis to the DRB and the Chief Financial Officer before final concurrence and approval of the Order

MA-1.2 Analyst

  • Ensures tha the draft Order or Guide is in compliance with Directives Program and establishes a coordination schedule.
  • Obtains clearance from the OPI on MA-1.2 Analyst's changes to the Order or Guide before submitting it for coordination on RevCom.
  • Ensures that the Order or Guide is posted on RevCom, and provides a copy of the file that was posted.
  • Ensures that the OPI receives a user ID and password to access RevCom.

Coordination: Review and Comment

(Begins when the draft Order or Guide is posted in RevCom)i>

Directives Point of Contact (DPC)

  • Logs into RevCom after being alerted via email that the directive is online. Clicks on the subject Order or Guide on the document list. Goes to the DOCUMENT button at the top of the page and selects REFERENCES to review the DPC memo for any special instructions.
  • Sets Organization Deadlines.
  • Goes to the VERSION button and selects SET DUE DATES. Sets separate due dates for the offices within the organization as appropriate.
  • NOTE: Extension to the commenting period are discouraged and will be granted only with the permission of the OPI.
  • Designates delegates and subject matter experts.
  • Goes to the VERSION button and selects ASSIGN USERS. Selects the appropriate the functional delegates and subject matter experts (SMEs) to review the Order or Guide. Selects ASSIGN USERS and NOTIFY buttons to inform delegates and SMEs via email to review and enter comments in RevCom.

Delegate/
SME

  • Logs in to RevCom, clicks on the subject Order or Guide on the document list.
  • Reviews the Order or Guide for organizational impact.
  • Provides either"major" or "suggested" comments.

DPC

  • Consolidates comments. Gets approval of the Secretarial Officer (SO) or designee for comments. Inserts the name of the SO or designee into the "Approving Official" box and his/her internet address in the "Copy to" box, when submitting the consolidated comments. The SO or designee and the OPI receive e-mail notifications that the comments have been submitted.
  • Emails requests for extensions to the OPI with a courtesy copy to the MA-1.2 analyst when appropriate.
  • Selects the "No Comment" button, if there are not comments.

OPI

  • Grants DPCs extenstions for review and comment discretionally, and notifies the MA-1.2 analyst of the decision via email.

Coordination: Comment Resolution

OPI

  • Logs into RevCom and reviews comment report under the Reports button for a consolidated list of comments.
  • Responds to each Major comment (response to Suggested comments is optional). Choose one of the following: ACCEPT, ACCEPT WITH MODIFICATION, or REJECT for each comment.
  • If ACCEPT is selected, uses the file posted from the MA-1.2 analyst to revise the draft to reflect the comment.
  • If ACCEPT WITH MODIFICATION is selected, revises the draft to reflect the accepted portion of the comment and provides a rationale for not accepting all of the comment.
  • If REJECT is selected, provides a rationale.
  • Establishes a line of communication with the commenters. As changes are made to the draft, uses the Track Changes feature in Microsoft Word to product a redline/strikeout.
  • Emails any request for extension on submitting responses and redlined/strikeout to the MA-1.2 Analyst. One extension may be granted by the MA-1.2 analyst. Thereafter, the need for additional extensions must be justified to the DRB.
  • Obtains the SO's or designee approval of comment resolution package and redlined/strikeout.
  • Submits the redlined/strikeout to the MA-1.2 analyst via email.

MA-1.2 Analyst

  • Approves resonable extensions for the OPI
  • Reviews the redline/strikeout for compliance.
  • Reaches agreement with the OPI on the MA-1.2 Analyst's changes to the Order or Guide.
  • Authorizes OPI to select the submit button in RevCom for posting comment resolution package.

OPI

  • Selects the "Submit" button to provide the comment resolution package in RevCom when authorized by MA-1.2 Analyst

MA-1.2 Analyst

  • Ensure posting of the redline/strikeout on RevCom for Informational Purposes Only.

Coordination: For Informational Purposes Only

DPC

  • Revises the redline/strikeout and the OPI's comment resolution
  • Sends any questions about the draft to the DRB representative.

MA-1.2 Analyst

  • Develops a metrics report for MA-1.
  • Ensures proper Order or Guide formatting.
  • Performs a final review.
  • Forwards the approval package to DRB Liaison

DRB Liaison

  • Disseminates the approval package to DRB.
  • Schedules and notifies OPI to meet with the DRB to provide further information on the directives as appropriate.
  • Performs final review.
  • Forwards approval package to MA-1.

Final Review and Approval

DRB

  • Performs final review.
  • Convenes to discuss the review and any issue related to the proposed draft Order or Guide.
  • Recommends to MA-1 whether to sign the approval memorandum for draft Order.
  • Recommends to MA-1 to approve Guide.
  • Participates in the impasse process if consensus is not reached. (See IMPASSE PROCESS below.)

MA-1

  • Approves Guides.
  • Signs approval memorandum for Orders.
  • Forwards the approval pacakage for an Order to the Deputy Secretary for approval

Deputy Secretary

  • Approves Order.

OPI

  • Provides a crosswalk of requirements tracking, if required, to the MA-1.2 Analyst within 60 days after approval of the Order and Guide

Impasse

(Occurs when DRB does not reach a consensus or OPI cannot resolve nonconcurrence)

DRB Liaison

  • Notifies the OPI and DRB on an impasse and adds it to the agenda of the bi-weekly DRB meeting.

MA-1

  • Facilitates the resolution of an impasse with the OPI and DRB.
  • Signs the approval memorandum for an Order when impasse is resolved and forwards it to the Deputy Secretary.
  • Approves a Guide when impasse is resolved.
  • Advises contending DRB members and OPI to develop a summary paper when an impasse is not resolved.

OPI & DRB Member

  • Develop and submit a summary paper to the DRB Liaison in Rm. 1G-051.

MA-1

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

Secretary or Deputy Secretary

  • Renders a decision on impasse.
  • Approves the Order.

Publication

MA-1.2 Analyst

  • Ensures final formatting and publishes the Order or Guide in the current section of the Directives Portal.
  • Ensures that a crosswalk of requirements is posted with the approved Order or Guide on the Directives Portal