PROCESSING ODCMO ISSUANCES (Including AI's)

Issuance Process
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STAGE 1A: Draft the Issuance
STAGE 1B: Coordinate Internally
  • Edit and revise the documents, accordingly. If rejecting changes or recommendations, discuss with the Directives Division editor.
  • Get the ODCMO ICR signed by the Director or Deputy Director of your office. Printing the ICR as a .pdf file first will allow your leadership and the coordinators to sign electronically.
  • Route the signed ODCMO ICR, a copy of the revised draft issuance, and a blank SD Form 818, "Comments Matrix for DoD Issuances" (save to desktop) in the Staff Action Control and Coordination Portal (SACCP) or via e-mail for internal coordination. See ODCMO Coordination E-mails if you are not using SACCP.
  • Set the suspense according to the length of the issuance and the urgency of the action (a minimum suspense of 10 workdays is customary).
  • Confirm coordinations received are from an approved ODCMO authorized coordinator.
  • Review and adjudicate comments and consolidate them into a single SD Form 818 as they are received. Revise your issuance accordingly.
STAGE 2A: Precoordination Edit
    E-mail the DoD Directives Inbox (unclassified) or whs.pentagon.esd.mbx.dod-directives@mail.smil.mil (classified) for Directives Division:
    • Clean Microsoft Word copy of the revised issuance
    • Unsigned SD Form 106, "DoD Issuances Program Coordination Record"
    • Unsigned action memo requesting SD 106 signature
    • Consolidated SD Form 818
    • List of ODCMO Coord Officials
    • ODCMO coordinations received (signed ICRs or e-mail), including comments (Adobe .pdf version).
    Your editor will review and edit the documents to make sure they are consistent with DoD guidance and standards.
STAGE 2B: Precoordination Revision
  • Edit and revise the documents accordingly. If rejecting changes or recommendations, discuss with your Directives Division editor.
STAGE 2C: Legal Objection Review
  • Effective October 1, 2013, this review is optional, except for issuances that have been designated as requiring publication in the Federal Register. OSD Components may either request this review via the Directives Portal System or move forward to Stage 2D.
  • E-mail the revised documents submitted in the precoordination review to the DoD Directives inbox (unclassified) or whs.pentagon.esd.mbx.dod-directives@mail.smil.mil (classified) to post to the Directives Portal System.
  • Your Directives Division editor will review the issuance to make sure it is ready for release to the Office of the General Counsel (OGC). When the issuance has been released to OGC, you'll get an e-mail notification that includes the suspense date. See What Do I Do During Legal Review? for further guidance.
  • OGC will perform a legal objection review of your issuance and post the results to the portal.
  • If the issuance is legally objectionable, OGC will provide instructions to bring it into compliance with law.  Don't make any changes other than those requested by OGC or a second OGC review may be needed.
STAGE 2D: SD Form 106 Signature
  • After adjudicating OGC's recommendations (if any), have your director or his or her deputy sign the action memo requesting SD 106 signature.
  • E-mail to the DoD Directives inbox (unclassified) or whs.pentagon.esd.mbx.dod-directives@mail.smil.mil (classified) the formal coordination package:
    • Signed action memo requesting SD 106 signature
    • Unsigned SD Form 106
    • Clean Microsoft Word copy of the issuance
    • List of ODCMO Coord Officials
    • Consolidated SD Form 818 (ODCMO comments)
    • Any electronic copies of ODCMO internal coordinations, including comments, not submitted during precoordination edit
    • Blank copy of the SD Form 818 to be used for formal coordination on the portal
  • Your editor will review the issuance to make sure it's ready for release for formal coordination. If the formal coordination package is correct and complete, we’ll forward it via SACCP to the DCMO or Director, WHS for SD106 signature.
STAGE 3A: Coordinate Via Portal
  • Your Directives Division editor will post the issuance to the portal. When the issuance has been released for coordination, you'll get an e-mail notification that includes the suspense date.
  • The portal will send you e-mails as coordination responses are posted. Contact the Portal Manager at theDirectives Program Portal inbox if you need help.
  • See "Offices with Access to DoD Directives Portal." You must send the coordination package to any coordinators not on this list and are responsible for getting their response.
STAGE 3B: Coordination Revision
  • Confirm coordinations received are authorized using the Component-Specific List of Positions Authorized or Delegated Authority to Coordinate on DoD Issuances.
  • Review and adjudicate comments in a consolidated SD Form 818, "Comments Matrix for DoD Issuances" as they are received and change your issuance accordingly.
  • If any comments seem legal in nature, work with your office focal point to find an associate general counsel to advise you. If you got a legal objection review, contact the lawyer that completed it.
  • Record only substantive and critical comments on the SD Form 818 (see instructions on page 1 of the form). If there are conflicts, make every effort to resolve them at the lowest level, but don’t be afraid to elevate it to your leadership! Your focal point may help you to reconcile differences.
  • Use the template on the DoD Issuances website to compile a list of coordinating officials.
  • Prepare an action memo requesting issuance signature or approval of change or cancellation. Templates are on our website.
STAGE 4A: Presignature Edit
  • E-mail the complete presignature package to DoD Directives inbox (unclassified) or whs.pentagon.esd.mbx.dod-directives@mail.smil.mil (classified):
    • Unsigned draft action memo requesting signature or approval
    • Final draft of the new, revised, changed, or cancelled issuance
    • List of Coordinating Officials
    • Consolidated SD Form 818
    • Any coordinations and comments from coordinators that do not have access to the portal
  • If the issuance is a directive, you must include an Executive Summary of Changes (if reissuing or changing a current DoD directive)
  • Your editor will review the package to make sure that all edits and formal coordination comments have been addressed.
STAGE 4B: Presignature Revision
  • Edit and revise the presignature package accordingly. If rejecting changes or recommendations, discuss with your Directives Division editor.
  • If a second presignature review is required, resubmit the presignature package (documents listed in Step 4A) to whs.mc-alex.esd.mbx.dod-directives@mail.mil (unclassified) or whs.pentagon.esd.mbx.dod-directives@mail.smil.mil (classified) for Directives Division review.
STAGE 4C: Legal Sufficiency Review
  • Send the revised presignature package to DoD Directives inbox (unclassified) or whs.pentagon.esd.mbx.dod-directives@mail.smil.mil (classified) to post to the Directives Portal System.
  • Your Directives Division editor will review the issuance to make sure it is ready for release to the Office of General Counsel (OGC). When the issuance has been released to OGC, you'll get an e-mail notification that includes the suspense date. See What Do I Do During Legal Review? for further guidance.
  • For reissued or changed directives, include the executive Summary of Changes
STAGE 4D: Security Review
STAGE 5A: Signature

Prepare the issuance package for signature or approval; electronic copies of:

  • Action memo requesting signature or approval
  • Clean Microsoft Word copy of the issuance
  • Consolidated SD Form 818
  • List of Coordinating Officials
  • Executive Summary of Changes (if reissuing or changing a current DoD directive)
  • DOPSR approval (if appropriate)
  • OGC LSR

If your office is in… Your issuance package will go to… Via…
  • MP&AD
  • O&CD
  • PP&AD
DCMO via your directorate head SACCP or hard copy package
  • AD
Directives Division Directives Division via e-mail1

1Send to whs.esd.mbx.dod-directives@mail.mil or whs.pentagon.esd.mbx.dod-directives@mail.smil.mil.


STAGE 5B: Publication
  • The Directives Division will publish issuances within 3 workdays of getting the signed hard copy from the signator’s office. If you are in PP&AD, MP&AD, or O&CD, you will need to send electronic copies of the final package to us for publication preparation.
  • Unclassified issuances that are cleared for public release will be published on the unclassified DoD Issuances Website: http://www.dtic.mil/whs/directives/
  • Unclassified issuances that are NOT cleared for public release will be:
    • Published on the unclassified DoD Issuances Website behind a CAC-enabled firewall if they are marked For Official Use Only.
    • Returned to the OSD Component if they will be controlling distribution.
  • Classified issuances whose distribution isn’t controlled will be published on the classified DoD Issuances Website. Controlled distribution issuances will be returned to the OSD Component.
  • The Directives Division Webmaster will e-mail the action officer of the issuance when the issuance has been published

SPECIAL PROCEDURES FOR CHANGES

About Changes
  • A change amends no more than 25% of an existing issuance and has the full authority of the issuance. A changed issuance retains its original date (initial publication or last coordinated revision) and its original signature.

  • If more than 25% of an issuance requires change, the entire issuance must be revised, coordinated, and reissued with a new date and signature.

  • Changes will be visible in red text (see standards for making changes). Font features should be used instead of MS Word Track Changes.
Preparing the Issuance for a Change
  • Contact us at DoD Directives for the most current Word version of the issuance.

  • Deleted information must be shown in red font with red strike-through. Always show deleted text first, placing new text after the deleted text (if applicable). New information must be shown in red italics.

  • Releasability statements must be included in all DoD issuances posted to the NIPRNET. For guidance on determining releasability, go to DoDD 5230.09, DoDI 5230.29, and Secretary of Defense Message: Information Security/Website Alert.

  • Determine the type of change:
    • Administrative: Alters only nonsubstantive portions of an issuance such as titles and dates of references and organizational names and symbols.

    • Substantive: Amends essential section(s) of an issuance that have changed due to recent and specific Executive, Legislative, or SecDef/DepSecDef direction OR that appear to be or are unnecessary, incorrect, misleading, confusing, or inconsistent with other sections or DoD issuances.
Administrative Change Process

Process Overview

Precoordination Review Legal Objection Review Formal Coordination Legal Sufficiency Review Office of Security Review
Yes No No No No

  • Follow the directions in Stage 1B to coordinate the draft changed issuance internally. Revise the issuance consistent with any internal coordination comments received.
  • E-mail the unsigned action memorandum and a copy of the changed issuance to the DoD Directives inbox (unclassified) or whs.pentagon.esd.mbx.dod-directives@mail.smil.mil (classified) for review.
  • Follow the standard issuance process in Stage 2A to complete the precoordination review (you'll be revising the action memorandum instead of the SD Form 106).
  • Send the hard copy package (action memorandum, issuance) to the DCMO or Director, WHS for approval.

If your office is in… Your issuance package will go to… Via…
  • MP&AD
  • O&CD
  • PP&AD
DCMO via your directorate head SACCP or hard copy package
  • AD
Directives Division Directives Division via e-mail1

1Send to whs.esd.mbx.dod-directives@mail.mil or whs.pentagon.esd.mbx.dod-directives@mail.smil.mil.

  • We will publish the change once it has been approved and the hard copy returned to us. If you are in MP&AD, O&CD, or PP&AD, you must send the electronic versions of the completed files to us at theDoD Directives inbox (unclassified) or whs.pentagon.esd.mbx.dod-directives@mail.smil.mil.

Substantive Change Process

Process Overview

Precoordination Review Legal Objection Review Formal Coordination Presignature Review Legal Sufficiency Review Office of Security Review
Yes Optional Determined by Directives Div and owning Component Yes Yes Yes

All substantive changes to DoD issuances must be fully coordinated and require all legal reviews and approval of the Defense Office of Prepublication and Security Review per DoDI 5025.01


SPECIAL PROCEDURES FOR CANCELLATIONS

About Cancellations
  • If you determine an issuance for which you have responsibility has served its purpose and is not appropriate for incorporation into a new or existing issuance, initiate its cancellation. An issuance can either be cancelled by:
    • Another DoD issuance, published in accordance with the standard issuance process, declaring in its purpose that your out of date issuance is cancelled; or
    • A separate action you initiate declaring the issuance is out of date.
  • An issuance is cancelled by the original signing authority. All cancellations must be coordinated (collateral) with appropriate DoD Components and confirmed by the Office of General Counsel.
Processing Cancellations
  • Follow the standard issuance process beginning with Stage 1B.
  • The precoordination package discussed in Stage 2A includes an unsigned SD Form 106, "DoD Directives Program Coordination Record," and a .pdf of the original issuance being cancelled. All the agencies that coordinated on the online version of the issuance must be listed on the SD Form 106 as collateral coordinators.
  • Although a legal objectionable review isn’t mandatory, it is recommended. There’s no point in formally coordinating if the cancellation would cause a legal problem.
  • See Stage 3A for information on formal coordination.
  • The presignature package discussed in Stage 4A includes a clean copy of a draft cancellation action memorandum, list of coordinating officials, SD Form 818, "Comments Matrix for DoD Issuances" (if applicable) and any coordinations not provided on the Portal.

PROCEDURES

(Complete processing procedures are available within Processing ODCMO Issuances)

The procedures on this page apply to issuances that originate in the Office of the Deputy Chief Management Officer and Washington Headquarters Services offices. If you’re not in an office within ODCMO or WHS, use the procedures for PROCESSING DOD ISSUANCES.

You’ll follow the procedures on this page and in DoD Instruction (DoDI) 5025.01, "DoD Issuances Program," to process all DoD issuances, whether you’re creating a new issuance, reissuing an existing one, or changing or cancelling your issuance.

Refer to Table 1 of DoDI 5025.01 for timelines for issuance coordination and completion.

ISSUANCE SUBMISSIONS

ALL electronic submissions of issuances to the Directives Division (DD) for review shall be made by e-mail to:

  • DoD Directives inbox (unclassified)
  • whs.pentagon.esd.mbx.dod-directives@mail.smil.mil (classified)

Timelines for coordination and completion of DoD issuances

SUMMARY OF CHANGES MADE - JUNE 19, 2012

***The office of the Deputy Secretary of Defense requires that reissued directives include a summary of the changes made. The DoD directive action memo and processing procedures have been updated and a sample is available: Directives_Reissuance_Samples ***


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