Processing Odam Issuances

Summary

Current as of April 20, 2022
PROCESSING ODA&M ISSUANCES
TABLE OF CONTENTS
FORWARD ........................................................................................................................................ 3
General Principles. .................................................................................................................... 3
Authorities and Processing within ODA&M. ........................................................................... 5
a. Authorities. ..................................................................................................................... 5
b. Processing. ..................................................................................................................... 6
SECTION 1: DEVELOPMENT (STAGE 1) ............................................................................................ 7
1.1. Assign a Number to the Issuance. ..................................................................................... 7
1.2. Write the Issuance. ............................................................................................................ 7
a. For New Issuances. ........................................................................................................ 7
b. For New and Revised Issuances. ................................................................................... 7
c. Keep Track of Directive Changes. ................................................................................. 7
d. Coordinate the Issuance Within Your ODA&M Branch. .............................................. 8
e. Prepare the Forms. ......................................................................................................... 8
1.3. Submit Your Package for Development Review. ............................................................. 9
1.4. Coordinate the Issuance Within ODA&M (Internal Coordination). ................................ 9
1.5. Prepare the Package for Directives Division Precoordination Review. ......................... 10
a. Adjudicate the Internal Coordination Responses. ........................................................ 10
b. Prepare the Package for Directives Division. .............................................................. 10
SECTION 2: PRECOORDINATION (STAGE 2) .................................................................................... 11
a. Directives Division Precoordination Review. .............................................................. 11
b. OGC Legal Objection Review (LOR). ........................................................................ 11
c. DA&M Release for Formal Coordination.................................................................... 11
SECTION 3: FORMAL COORDINATION (STAGE 3) ........................................................................... 13
3.1. Coordinate Via the Portal................................................................................................ 13
3.2. Coordinators Without Access to the Portal. .................................................................... 13
3.3. Adjudicate Coordination Responses and Revise the Issuance. ....................................... 13
SECTION 4: PRESIGNATURE, LEGAL SUFFICIENCY, AND SECURITY REVIEWS (STAGE 4) ............... 14
4.1. Submitting the Package................................................................................................... 14
4.2. Presignature Review. ...................................................................................................... 15
4.3. LSR. ................................................................................................................................ 15
SECTION 5: APPROVAL AND PUBLICATION (STAGE 5) ................................................................... 17
SECTION 6: SPECIAL PROCEDURES FOR CHANGES ......................................................................... 18
6.1. About Changes. ............................................................................................................... 18
6.2. Drafting Changes. ........................................................................................................... 18
6.3. Entering a Releasability Statement. ................................................................................ 18
6.4. Processing Administrative Changes. .............................................................................. 19
a. Draft Development. ...................................................................................................... 20
b. Directives Division Review. ........................................................................................ 20
c. Signature of ODA&M Form 1. .................................................................................... 20
d. LSR. ............................................................................................................................. 20
TABLE OF CONTENTS 1
Current as of April 20, 2022
e. Get Approval to Publish the Change. ........................................................................... 20
6.5. Processing Substantive Changes. .................................................................................... 21
SECTION 7: SPECIAL PROCEDURES FOR CANCELLATIONS.............................................................. 22
7.1. About Cancellations. ....................................................................................................... 22
7.2. Processing Cancellations. ............................................................................................... 23
a. If You Are Processing the Cancellation. ...................................................................... 23
b. If You Want Us to Process the Cancellation for You. ................................................. 23
GLOSSARY ..................................................................................................................................... 25
G.1. Acronyms. ...................................................................................................................... 25
TABLES
Table 1. Stages in Processing Issuances ........................................................................................ 4
Table 2. Types of Issuance Actions ............................................................................................... 5
Table 3. Internal Routing Guide .................................................................................................... 6
Table 4. Approval Package Contents and Routing ...................................................................... 14
Table 5. Releasability Statements for Issuances .......................................................................... 19
Table 6. Releasability Statements for DoDMs Before 2007........................................................ 19
Table 7. What Happens During Formal Coordination and Presignature? ................................... 24
FIGURES
Figure 1. ODA&M Organizational Chart ...................................................................................... 8
Figure 2. Cancellation via Issuance ............................................................................................. 22
TABLE OF CONTENTS 2
Current as of April 20, 2022
FORWARD
GENERAL PRINCIPLES

This document provides procedures for action officers in the Office of the Director of
Administration and Management (DA&M) who are processing DoD directives (DoDDs),
instructions (DoDIs), and manuals (DoDMs); administrative instructions (AIs); and directive-
type memorandums (DTMs) for Deputy Secretary of Defense (DSD), DA&M, or Director,
Washington Headquarters Service (WHS) approval, as well as changes to and cancellations of
those issuances. In this document:
• “Issuance” includes DoDDs, DoDIs, DoDMs, DTMs, and AIs

• “You” refers to the action officer

• “We” and “Us” refers to the Directives Division

• “Our website” refers to the Directives Division Websites on the unclassified and
classified systems

• “The Portal” refers to the DoD Issuance Portal System

• Italicized text refers to supporting guidance available on our website

All offices and subordinate organizations in the Office of the DA&M (ODA&M) must
process issuances and their revisions, changes, and cancellations according to these procedures
and DoDI 5025.01, “DoD Issuances Program.” Sections 1 through 5 of these procedures address
establishing and revising issuances. Sections 6 and 7 contain unique requirements for changing
and cancelling issuances. Tables 1 and 2 show a brief description of the stages of the issuance
process and the types of issuance actions. See Table 1 of DoDI 5025.01 for issuance
coordination and completion timelines

All supporting documents referenced in these procedures are available on our website at:
https://www.esd.whs.mil/DD/ (unclassified)
https://directives.whs.smil.mil/index.html (classified)
Submit by e-mail all electronic versions of issuances to Directives Division for review to:
[email protected] (unclassified)
[email protected] (classified)
FORWARD 3
Current as of April 20, 2022
Table 1. Stages in Processing Issuances
STAGE ACTIONS
STAGE 1: DEVELOPMENT • You draft the issuance or revision and coordinate it
within your ODA&M branch

• Send the package as described in these processes to
us for a compliance review

• Coordinate the issuance throughout the ODA&M

Make necessary changes to your issuance

STAGE 2: PRECOORDINATION • We look at the issuance again to make sure it still
complies with required standards

• If appropriate, the Office of the General Counsel of
the Department of Defense (OGC) reviews the
issuance for legal matters

• You send the package to us for DD Form 106
signature and release on the Portal

STAGE 3: FORMAL COORDINATION • The issuance is coordinated throughout DoD

• You adjudicate and incorporate comments received
as appropriate

• If you have any outstanding primary coordinators or
unofficial coordination responses, contact us for
help

STAGE 4: PRESIGNATURE, LEGAL • We look at your approval package to make sure the
SUFFICIENCY, AND SECURITY REVIEWS issuance and supporting documentation comply with
standards

• You make any changes necessary; we send the
material to OGC via the Portal for a legal sufficiency
review (LSR)

• If your issuance will be available to the public
online, you send it to the Defense Office of
Prepublication and Security Review (DOPSR) for
approval for publication

STAGE 5: APPROVAL AND • You send us the final package requesting issuance
PUBLICATION approval. We review the final package and, if
everything is in order, forward it for approval

• Once the issuance is approved and returned to us, we
publish it on our website or return it to you if
distribution is controlled

FORWARD 4
Current as of April 20, 2022
Table 2. Types of Issuance Actions
ACTION TYPE DESCRIPTION
ESTABLISHING A Includes:
NEW ISSUANCE • DoDDs, DoDIs, DTMs, and DoDMs that establish or implement DoD policy,
assign responsibilities, or provide procedures for the DoD Components

• AIs that implement DoD policy established in a DoDD or DoDI and assign
responsibilities for the administration of the DoD Components that are serviced by
WHS and subordinate organizations, primarily in the National Capitol Region. AIs
can establish policy particular to those organizations supported by ODA&M

REISSUING AN
EXISTING Includes updating an issuance or combining two or more issuances

ISSUANCE
CHANGING AN Includes:
EXISTING • Administrative Changes

ISSUANCE
­ Changing an essential section of an issuance when it is made as a result of a
fully coordinated substantive change to a DoDD or DoDI the issuance
implements

­ Changing an issuance as a result of law, Executive order, or Secretary of
Defense (SD) or DSD direction when the change is taken, word for word, from
that direction

­ Changing only nonsubstantive portions of an issuance such as titles/dates of
references and organizational names/symbols

• Substantive Changes. Changes that amend an essential section(s) of an
issuance that appears to be or is potentially unnecessary, incorrect, misleading,
confusing, or inconsistent with other guidance

CANCELLING AN An issuance has served its intended purpose, is no longer needed, and is not
EXISTING appropriate for incorporation into a new or existing issuance

ISSUANCE
AUTHORITIES AND PROCESSING WITHIN ODA&M

a. Authorities

(1) DA&M

The DA&M has full authority over the DoD Issuance Program and its stages. The
DA&M approves ODA&M issuances for publication and administrative changes to DoDDs on
behalf of the SD and DSD

(2) Director, WHS

The Director, WHS, has the authority to approve publication of AIs

(2) Director, WHS Executive Services Directorate (ESD)

FORWARD 5
Current as of April 20, 2022
The DA&M has delegated authority to the Director, WHS ESD, to initiate coordination
(sign the DD Form 106, “DoD Issuances Program Coordination Initiation”) for ODA&M
issuances

b. Processing

ODA&M uses the Correspondence and Task Management System (CATMS) for processing
coordination and official correspondence. See Table 3 for general guidelines

Table 3. Internal Routing Guide
If your issuance is You’ll use…1 To send it to…
ready for…
Internal ODA&M Form 1 for Internal Appropriate ODA&M branch
coordination Coord contacts via CATMS (see
ODA&M Coord Process
Guidance Including CATMS
Addresses)
DD Form 106 ODA&M Form 1 for DD Form Directives Division via e-mail2
signature / 106 Signature
formal coordination
Director, WHS or ODA&M Form 1 for Approval Directives Division via e-mail2
DA&M Approval
DSD approval ODA&M Form 1 for DSD Directives Division via e-mail2
Approval
Action memo from DA&M to
DSD
1
Document(s) will be the “cover sheet” of your action package, informing leadership/coordinators about your action
request

2
Send to [email protected] or [email protected]

FORWARD 6
Current as of April 20, 2022
SECTION 1: DEVELOPMENT (STAGE 1)
1.1. ASSIGN A NUMBER TO THE ISSUANCE

a. Revised issuances will keep their number

b. For new DoDDs, DoDIs, or DoDMs, you may propose the basic 4-digit number (the digits
to the left of the decimal point). The number of an issuance is determined by its subject. Review
the DoD Issuance Numbering System on our website and identify which subject group applies to
the issuance. We’ll provide a temporary alphabetic 2-digit extension at precoordination review,
and the numeric extension will be set upon issuance publication

c. For new AIs, we’ll provide a temporary alphabetic designation during precoordination
review, which will be replaced by a number upon AI publication

1.2. WRITE THE ISSUANCE

a. For New Issuances

(1) Review DoD Issuances Defined and determine which type of issuance best suits your
purpose

(2) Follow our standards accordingly. Use of the current online template is mandatory

Don’t write over an earlier version of the issuance or modify an old version of the template to
resemble the current one

b. For New and Revised Issuances

(1) Review the DoD Issuances Style Guide, Issuance Process Checklist, and Special
Considerations Checklist

(2) As you write the issuance, refer to the templates, standards, guides, checklists, and
other resources available from the supporting material on our website. The Directives Division
compliance analysts are also available to help you during all stages of the process, and we offer
training classes as well
(https://www.esd.whs.mil/Directives/issuance_process/training_issuances/)

c. Keep Track of Directive Changes

If you are reissuing or changing a directive, the Office of the DSD requires a summary of
changes from the current version online (see DepSecDef Summary of Changes Template). The
summary won’t be needed until you submit the final package for approval, but you should be
aware of this requirement from the beginning and keep the necessary records

SECTION 1: DEVELOPMENT (STAGE 1) 7
Current as of April 20, 2022
d. Coordinate the Issuance Within Your ODA&M Branch

Coordinate the issuance within your ODA&M branch, including your leadership, and make
any changes necessary. See Figure 1 and ODA&M Coord Process Guidance Including CATMS
Addresses for information on the ODA&M branches and their subordinate offices

Figure 1. ODA&M Organizational Chart
e. Prepare the Forms

(1) DD Form 106

Use the instructions on the form along with the Sample DD Form 106 on the DoD Forms
Management Website (https://www.esd.whs.mil/Directives/forms/) to determine formal
coordination requirements. For DTMs or cancellations, all coordinators other than the
mandatory ones will be collateral. The Director, WHS ESD, will sign Block 13 (don’t have the
DD Form 106 signed at this stage)

SECTION 1: DEVELOPMENT (STAGE 1) 8
Current as of April 20, 2022
(2) ODA&M Form 1 for Internal Coordination

(a) Complete the ODA&M Form 1 for Internal Coord. Don’t have the form signed
at this stage

(b) You’ll be requesting coordination from those ODA&M branches having equity in
your issuance. See ODA&M Coord Process Guidance Including CATMS Addresses for
CATMS trigraphs and mandatory coordinators. Make sure these organizations are tasked on the
ODA&M Form 1

1.3. SUBMIT YOUR PACKAGE FOR DEVELOPMENT REVIEW

Submit the draft issuance, DD Form 106 (unsigned), and ODA&M Form 1 for Internal
Coordination (unsigned) to us for review before getting internal ODA&M coordination

a. We’ll review your material for content and compliance with DoD issuance standards and
current DoD policy

b. Once we return the edited package to you, incorporate our revisions. If you decide not to
accept recommended changes, be sure to check with your compliance analyst before internal
coordination to make sure these changes weren’t mandatory

1.4. COORDINATE THE ISSUANCE WITHIN ODA&M (INTERNAL
COORDINATION)

a. Have your leadership sign the ODA&M Form 1 electronically. Signing the form in hard
copy will create unnecessary additional work for you and your coordinators

b. Create a coordination action in CATMS and set the coordination suspense according to
the length of the issuance and the urgency of the action. A minimum suspense of 10 workdays is
customary for internal coordination of issuances. The action in CATMS must include:
(1) Signed ODA&M Form 1 for Internal Coordination

(2) Draft issuance or the issuance proposed for cancellation

(3) A blank DD Form 818, “DoD Issuances Coordination Response”

c. When receiving internal coordination responses, keep in mind:
(1) You must request coordination from Organizational and Management Support
Directorate, WHS, and the Pentagon Force Protection Agency; if they don’t respond to your
coordination request, contact us for help

SECTION 1: DEVELOPMENT (STAGE 1) 9
Current as of April 20, 2022
(2) Non-responses from any other ODA&M offices shouldn’t delay issuance processing
unless they are specifically assigned responsibilities. If a response is needed, contact us for help
at [email protected]

1.5. PREPARE THE PACKAGE FOR DIRECTIVES DIVISION PRECOORDINATION
REVIEW

a. Adjudicate the Internal Coordination Responses

Review and adjudicate internal coordination responses as they’re received, including
confirming that the coordination was received by an approved coordinator of the coordinating
agency according to ODA&M Authorized Coordinators

(1) Consolidate the coordination comments on a DD Form 818-1, “Consolidated DoD
Issuance Comment Matrix” and provide your responses in the matrix. You don’t need to include
administrative comments on the DD Form 818-1 (see DoDI 5025.01 for definition), but make
corrections in the issuance as appropriate

(2) If there are conflicts, make every effort to resolve them at the lowest level; involve
your chain of command in reconciling differences as appropriate

b. Prepare the Package for Directives Division

Prepare a package to submit to us by email for precoordination review. Package contents
include:
(1) An ODA&M Form 1 for DD Form 106 Signature. The DD Form 106 initiates
coordination with OSD and DoD Components outside of ODA&M via the Portal; this stage is
referred to as “formal coordination.” Prepare the ODA&M Form 1 for your director or their
deputy’s signature according to your internal procedures. Don’t have the form signed at this
time; you’ll be submitting the draft for our review

(2) Unsigned DD Form 106

(3) Issuance or copy of issuance proposed for cancellation

(4) DD Form 818-1

(5) ODA&M List of Coordinating Officials

(6) Copies of all internal coordinator ODA&M Form 1s (concur without comment, no
comment) or DD Form 818s (concur or nonconcur with comment) received

SECTION 1: DEVELOPMENT (STAGE 1) 10
Current as of April 20, 2022
SECTION 2: PRECOORDINATION (STAGE 2)
a. Directives Division Precoordination Review

Your compliance review will include reviews of the issuance, the ODA&M Form 1, and the
DD Forms 106 and 818-1, as well as the internal coordination comments and how they were
resolved. When we return the material to you, adjudicate and incorporate our changes and
comments as appropriate

b. OGC Legal Objection Review (LOR)

An LOR is now optional for all issuances. For efficiency purposes, ODA&M generally
discourages getting one unless you have a specific legal concern or if during development you’ve
identified your issuance as having Federal Register concerns. See Section 6 of DoDI 5025.01 for
complete information regarding the LOR

(1) If you do want to request an LOR and:
(a) The changes required from our precoordination review are minimal, we’ll clear
them with you and send your issuance directly to the Portal for LOR

(b) We’ve returned your issuance, adjudicate and incorporate our changes and
comments in the package and resolve any outstanding coordination issues noted. Send a clean
copy of the package as described in Paragraph 1.5.b. to us. Your compliance analyst will review
the material before it’s released to OGC and will work with you to resolve any outstanding
issues. We’ll release the issuance on the Portal and request OGC provide an LOR

(2) The Portal will automatically send you an alert e-mail when the LOR is released to
OGC and when OGC responds

(3) OGC will identify the issuance as “not legally objectionable” or “legally
objectionable.” If they found your issuance legally objectionable, see What Do I Do During
Legal Review for guidance. If it’s not legally objectionable:
(a) OGC will provide both legal comments and suggestions for improving the
issuance. Incorporate any legal changes required by OGC

(b) Once you have incorporated any legal changes required by OGC, don’t make any
additional changes to the issuance unless you clear them with the Associate Deputy General
Counsel (DGC) who completed the LOR and provide that concurrence to us

(4) If OGC doesn’t respond within the approved timeline (see Table 1 in DoDI 5025.01),
you may contact us to request withdrawal of the issuance from LOR

c. DA&M Release for Formal Coordination

(1) Get the ODA&M Form 1 for DD Form 106 Signature signed by your leadership

SECTION 2: PRECOORDINATION (STAGE 2) 11
Current as of April 20, 2022
(2) E-mail the complete formal coordination package to our organizational address:
(a) Signed ODA&M Form 1

(b) Unsigned DD Form 106

(c) Issuance. For cancellations, no copy of the issuance proposed for cancellation is
required. (We’ll obtain a copy of the issuance from our website.)
(d) ODA&M List of Coordinating Officials (internal)

(e) DD Form 818-1 (internal)

(f) Any electronic copies of internal coordinations, including comments, not sent
during our last review (see Paragraph 1.5.b.(6))

(g) A blank DD Form 818 (with completed subject and header information) for
posting to the Portal for formal coordination

(5) We’ll review the package to ensure that any changes required by OGC have been
made, if applicable, and that mandatory compliance requirements have been met and any
outstanding issues resolved. If issues remain unresolved, your compliance analyst will contact
you. Once issues are resolved, we’ll submit the formal coordination package to the DA&M via
CATMS for DD Form 106 signature

(6) When we receive the signed DD Form 106, we’ll post the coordination request to the
Portal. The Portal will electronically distribute it to the DoD and OSD Components on the DD
Form 106 and send you an e-mail alert. For information on Portal processes, contact the
Directives Administrator at [email protected]

SECTION 2: PRECOORDINATION (STAGE 2) 12

ODA&M Form 1 for Approval Directives Division via e-mail. 2. DSD approval. ODA&M Form 1 for DSD Approval Action memo from DA&M to DSD Directives Division via e-mail. 2. 1 . Document(s)will be t he “c ove rs eet” f you acti npackage, im g lea de rs/coo a tbou request. 2 . S en dto wh s .d. mbx.dod - irecti ve @ma ilor .p agon. dod ti a il.

Download Now

Documemt Updated

Popular Download

• › Philips Research Information Letter For Volunteers
• › Project Idea Template For Faculty Members Questions
• › Photo Paper Pro Platinum Canon Global
• › Practices Four Fold Brochure Vs 53 Ecofaithrecoveryorg
• › Process From Ms Publisher To Vistaprint Effective Church Com
• › Performance Management In A Covid19 World All Staff
• › Product Brochure Legal Review Att Business
• › Post Employee Handbook Amvets Dept Of Florida
• › Portfolio Programme Management Ppm Pwc
• › Printable Telephone Message Pad Template Hoover Web
• › Personal Document Locator Kpers Home
• › Plan Your Successful Cmdb Deployment Servicenow
• › Professionalizing Family Businesses Gearing Up The Start
• › Pharmaceutical Industry Fellowship Program
• › Printable Work Order Forms Electromedmarinecom
• › Please Print Or Type The Application For Employment
• › Plockmatic Blm50 Blm35 For Canon Group
• › Printing Services Work Order
• › Pdf To Flash Brochure Flash Ebrochure Maker
• › Personal Hygiene Health And Routine Ontario Youthcan

Frequently Asked Questions

Where will the odam congress take place?

The 14th ODAM congress will take place from July 11 to 13, 2023, in Bordeaux, France. It is organized by the Department of Ergonomics of Complex Systems of the National Polytechnic Institute of Bordeaux (Bordeaux-INP).

What is the administrative order 009?

Administrative Order No. 009 - Guidelines in the Certification of Eligibility of Non-DOST S&T Personnel Under Republic Act No. 8439, as Amended by Republic Act No. 11312 (Date Posted : 05 October 2021)

What are the memorandum circulars of the dost?

Memorandum Circular No. 001 - Memorandum Circular No. 001 - Amendment of Article VI of the DOST Memorandum Circular No. 006, Series of 2018 (Date Posted : 05 October 2021) Memorandum Circular No. 002 - DOST Guidelines for the Implementation of the Science and Technology (SCITECH) Superhighway Program (Date Posted : 05 October 2021)

What are the administrative orders for the dost stategic plan 2017 2022?

Administrative Order No. 009 - Creation of the Mancom Clusters for the Outcomes Identified in the DOST Stategic Plan 2017-2022 (Date Posted : 05 October 2021) Administrative Order No. 010 - Bar Review Grant under the DOST-Human Resource Development Program (DOST-HRDP) (Date Posted : 05 October 2021)