PROCESSING AIs AND DA&M/WHS ISSUANCES

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 WHS Form 2 for Internal Coordination signed by the ODA&M, PFPA, or WHS Component Director or Deputy of your office.
  • Route the signed WHS Form 2, 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), for internal coordination. See DA&M 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 authorized by an approved DA&M 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 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:
    • Signed WHS Form 2 used for Internal Coordination
    • Clean Microsoft Word copy of the revised issuance
    • Unsigned SD Form 106, "DoD Issuances Program Coordination Record"
    • Unsigned WHS Form 2 for Formal Coordination
    • List of DA&M Coord Officials
    • Consolidated SD Form 818
    • Internal coordinations received, including comments (Adobe .pdf version).
  • Your Directives Division 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), submit the WHS Form 2 for electronic signature by your director or his or her deputy.
  • E-mail to the DoD Directives inbox (unclassified) or whs.pentagon.esd.mbx.dod-directives@mail.smil.mil (classified) the formal coordination package:
    • Signed WHS Form 2 for Formal Coordination
    • Unsigned SD Form 106
    • Clean Microsoft Word copy of the issuance
    • List of DA&M Coord Officials
    • Consolidated SD Form 818 (internal comments)
    • Any electronic copies of WHS, PFPA, and ODA&M 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 Directives Division 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, the Directives Division will forward it via SACCP to the DA&M 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 Component Directives 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 Component Directives focal point may help you to reconcile differences.
  • Use the template on the DoD Issuances website to compile a list of coordinating officials.
  • Prepare the appropriate WHS Form 2 for issuance signature. If your issuance is a directive, you'll also prepare an action memo from DA&M requesting DepSecDef signature. Templates for both are on our website.
STAGE 4A: Presignature Edit
  • E-mail the complete presignature package to whs.mc-alex.esd.mbx.dod-directives@mail.mil (unclassified) or whs.pentagon.esd.mbx.dod-directives@mail.smil.mil (classified):
  • If the issuance is a directive, you must include:
  • Your Directives Division 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
  • Send the final signature package (documents listed below) to your director or his or her deputy for their electronic signature on the WHS Form 2 for Signature.
  • E-mail to the DoD Directives inbox (unclassified) or whs.pentagon.esd.mbx.dod-directives@mail.smil.mil (classified):
    • Signed WHS Form 2 for Signature
    • Action memo to DepSecDef (if the issuance is a directive)
    • 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)
  • If the package is correct and complete, the Directives Division will forward it via SACCP for signature.
STAGE 5B: Publication
  • The Directives Division will publish issuances within 3 days of obtaining the signed hard copy final package and any other required documentation.
  • 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 publishe

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
  • Locate the most current Word version of the issuance from your Component records. Make sure that it matches the pdf version published on the DoD Issuances Website. If you don't have a copy of the published issuance please contact DoD Directives for help.

  • 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 Send the hard copy package (action memorandum and issuance) to your Component head for action memorandum signature.

  • Follow established procedures within your Component 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 theDoD Directives inbox (unclassified) or whs.pentagon.esd.mbx.dod-directives@mail.smil.mil (classified) for review.

  • Follow the standard issuance process in Stage 2B 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 your Component head for action memorandum signature.

  • Send the hard copy package to us via the OSD mailroom or courier. If the issuance is a directive, we'll forward it for Deputy Secretary of Defense approval. Don't send via the U.S. Postal Service.
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 your Component determines an issuance for which it has responsibility has served its purpose and is not appropriate for incorporation into a new or existing issuance, the Component initiates its cancellation. An issuance can either be cancelled by:

    • A 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 initiated by your Component 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.

  • 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," and any coordinations not provided on the portal.

Secretary or Deputy Secretary of Defense Signature

  • Upon receiving the legal sufficiency review discussed in Stage 4C, follow your OSD Component's internal procedures to have your Component head sign the action memorandum. Forward the signed package to the Secretary or Deputy Secretary of Defense for approval.

  • The final package will be sent back to us after it's approved. The cancelled issuance will be removed from the DoD Issuance Website(s) and we'll notify you and your Component Directives focal point.

OSD Component Head or Principal Staff Assistant Signature

  • Upon receiving the legal sufficiency review discussed in Stage 4C, follow your OSD Component's internal procedures to have your Component head sign the action memorandum.

  • Upon receiving the signed action memorandum requesting cancellation, send the final package (hard copy and electronic) to us. The cancelled issuance will be removed from the DoD Issuance Website(s) and we'll notify you and your Component Directives focal point.

PROCEDURES

(Complete processing procedures are available within Processing AI's and DA&M WHS Issuances)

The procedures on this page apply to issuances that originate in the Office of the Director of Administration and Management and Washington Headquarters Services offices. If you’re not in an office within ODA&M 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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