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Issuance Process Graphic

Processing OCMO & WHS Issuances (updated 6/26/18)

STAGE 1A: Draft the Issuance
What You'll Do

  • Determine if your issuance is a directive, instruction, manual, administrative instruction, or directive-type memorandum.
  • For new issuances, assign a number using our guidelines. You will not need to assign a number if your issuance is a change or reissuance.
  • Follow the standards and use the Writing Style Guide and the Special Considerations Checklist while drafting your issuance.
  • Coordinate within your directorate (either AD, DBMAO, DOC, OPDS, or PPA) to be sure all agree with the proposed issuance. 
    • See OCMO Coord Addresses, Tables 1 thru 3 for the CATMS trigraphs. 
    • AD OCMO has an online list of authorized coordinators (only for Stage 1A coordination).



STAGE 1B: Coordinate Internally (with all OCMO Directorates)
What You'll Do




STAGE 2A: Precoordination Review
What You'll Do

  • Send the precoordination review package described in “Documents You’ll Use” to us via email at whs.mc-alex.esd.mbx.dod-directives@mail.mil (NIPRNET) or whs.mc-alex.esd.mbx.dod-directives@mail.smil.mil (SIPRNET).
  • We’ll assign an issuance compliance analyst, who will review the documents to make sure they are in compliance with DoD issuance guidance and standards.
  • When our review is complete, it will be returned to you for any necessary revisions and CMO Form 1 signature.
  • Documents You'll Use
    • Unsigned CMO Form 1  for DD 106 Signature
    • Your Unsigned DD Form 106
    • Your issuance
    • Your DD Form 818-1
    • Your list of OCMO coordinating officials
    • The signed DD Form 818s from internal coordination
  • Resources You'll Need
  • Related Training / Additional Info



STAGE 2B: Precoordination Revision
What You'll Do

  • Revise your issuance and any supporting documentation in accordance with Stage 2A. If you have any concerns about changes made to your issuance during Stage 2A, contact your Directives Division compliance analyst to discuss.
  • If you are requesting a legally objectionable review from General Counsel, proceed to Stage 2C. If not, proceed to Stage 2D.
  • Documents You'll Use
    • Your unsigned DD Form 106
    • Your unsigned CMO Form 1 for DD 106 Signature
    • Your issuance
    • Your DD Form 818-1
    • Your list of OCMO coordinating officials
  • Resources You'll Need
  • Related Training / Additional Info



STAGE 2C: Legal Objection Review
What You'll Do

This stage is optional.

  • Email your issuance and DD Form 106 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 compliance analyst will quickly check your material to make sure it meets required standards and inform the Portal Manager when it is ready for release.
  • The Portal Manager will release the action to OGC for its review. You will receive an email notifying you of the action, including the suspense date.
  • OGC will review your issuance to make sure it complies with law. You will need to be sure to make the changes that were identified as legal issues.
  • Documents You'll Use
    • Your Unsigned DD Form 106
    • Your issuance
  • Resources You'll Need
  • Related Training / Additional Info



STAGE 2D: DD Form 106 Signature
What You'll Do

  • If you got a legally objectionable review:
    • Adjudicate all OGC comments
    • If possible, don't make additional changes to your issuance or DD Form 106 other than those specified by OGC. If you do need to make changes, talk to the lawyer who did your review to make sure your changes don’t affect any legal determination.
  • Send the approval package described in Documents You’ll Use to your director or deputy director to electronically sign the CMO Form 1 for DD 106 Signature.
  • E-mail the approved package to the DoD Directives Inbox (unclassified) or whs.pentagon.esd.mbx.dod-directives@mail.smil.mil (classified).
  • Your compliance analyst will review your formal coordination package. If your package is complete, we'll will forward it via CATMS to the DA OCMO for DD Form 106 signature.
  • Documents You'll Use
    • Your unsigned DD Form 106
    • Your signed CMO Form 1 for DD 106 Signature
    • Your issuance
    • Your DD Form 818-1
    • Your list of OCMO coordinating officials
    • A blank DD Form 818 with subject line and table header completed (for posting to the Portal for formal coordination)
  • Resources You'll Need
  • Related Training / Additional Info



STAGE 3A: Coordinate Via Portal
What You'll Do

  • When the DD Form 106 is signed, we will post your issuance to the Portal. You will receive an email from the Portal notifying you that coordination has begun and of the suspense date.
  • If you’re coordinating with anyone who doesn't have access to the Portal, send the issuance, copy of the signed DD Form 106, and a blank DD Form 818 directly to them.
  • You will be notified by email each time a DoD Component posts its response to the Portal.
  • Documents You'll Use
  • Resources You'll Need
  • Related Training / Additional Info



STAGE 3B: Coordination Revision
What You'll Do

  • Confirm the coordinations you receive are signed by the right Component authority in accordance with Authorized Component Coordinators.
  • Copy comments to a DD Form 818-1 (use one form for all the comments you have received).
  • Review comments, note how you will adjudicate them in the DD Form 818-1, and adjust your issuance accordingly.
    • If any comments are legal in nature, your general counsel should advise you. If you got a legal objection review, contact the lawyer that completed it.
    • Follow the dispute resolution guidance in DoDI 5025.01 to address nonconcurs.
  • Create a List of Coordinating Officials.
  • Prepare a CMO Form 1 for Approval. If your issuance is a directive, use the CMO Form 1 for DSD Approval and create an Action Memo from the AD OCMO to the Deputy Secretary.
  • Documents You'll Use
  • Resources You'll Need
  • Related Training / Additional Info



STAGE 4A: Presignature Review
What You'll Do

  • Send the presignature package described in “Documents You’ll Use” to us via email at whs.mc-alex.esd.mbx.dod-directives@mail.mil (NIPRNET) or whs.mc-alex.esd.mbx.dod-directives@mail.smil.mil (SIPRNET).
  • Your package will be assigned to an issuance compliance analyst and you will be informed by email of the suspense date.
  • Your compliance analyst will review your package to make sure it is complete and conforms to DoD issuance standards.
  • Documents You'll Use
    • Unsigned CMO Form 1  for Approval (or DSD Approval)
    • Unsigned Action Memo (for DepSecDef approval only)
    • Your issuance
    • DD Form 818-1
    • List of Coordinating Officials
    • Any coordinations not posted to the Portal
    • Only for issuances requiring DepSecDef approval: DoDD Summary of Changes
  • Resources You'll Need
  • Related Training / Additional Info



STAGE 4B: Presignature Revision
What You'll Do

  • Revise your material according to your compliance analyst’s direction.
  • Contact your compliance analyst to discuss any questions or concerns.
  • If a second presignature is required, send the revised package described in “Documents You’ll Use” to us via email at whs.mc-alex.esd.mbx.dod-directives@mail.mil (NIPRNET) or whs.mc-alex.esd.mbx.dod-directives@mail.smil.mil (SIPRNET).
  • Documents You'll Use
  • Unsigned CMO Form 1  for Approval (or DSD Approval)
  • Unsigned Action Memo (for DepSecDef approval only)
  • Your issuance
  • DD Form 818-1
  • List of Coordinating Officials
  • Only for issuances requiring DepSecDef approval: DoDD Summary of Changes
  • Resources You'll Need
  • Related Training / Additional Info



STAGE 4C: Legal Sufficiency Review
What You'll Do

  • Email your package described in “Documents You’ll Use” 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 compliance analyst will quickly check your material to make sure it meets required standards and inform the Portal Manager when it is ready for release.
  • The Portal Manager will release the action to OGC for its review. You will receive an email notifying you of the action, including the suspense date.
  • OGC will review your issuance to make sure it complies with law. You will need to make all the changes that were identified as legal issues.
  • Documents You'll Use
  • Unsigned Action Memo (DepSecDef approval)
  • Unsigned CMO Form 1  for Approval (or DSD Approval)
  • Your issuance
  • DD Form 818-1
  • List of Coordinating Officials
  • Only for issuances requiring DepSecDef approval: DoDD Summary of Changes
  • Resources You'll Need
  • Related Training / Additional Info



STAGE 4D: Security Review
What You'll Do

  • Any issuance that will be publically accessible on the DoD Issuance Website must be cleared for release by the Defense Office of Publication and Security Review (DOPSR).
  • Incorporate the legal changes required by OGC in the legal sufficiency review into your issuance as appropriate. Consult with your Directives Division compliance analyst if any OGC changes are contrary to issuance standards.
  • Email the materials described in “Documents You’ll Use” to the SECREV inbox. Any questions about the DOPSR review process should be directed to them.
  • When you receive your review, make sure that a copy has been sent to us at whs.mc-alex.esd.mbx.dod-directives@mail.mil.
  • Documents You'll Use
  • Resources You'll Need
  • Related Training / Additional Info



STAGE 5A: Approval
What You'll Do

  • Prepare the issuance package described in “Documents You’ll Use” for approval as described in Table 4 in Processing ODCMO Issuances. Forward to your director or deputy for electronic signature of the CMO Form 1. Do not sign the action memo to the DepSecDef.
  • See Table 4 in Processing ODCMO Issuances for guidance on where and how you should route your approval package once the CMO Form 1 has been signed.
  • Documents You'll Use
    • Signed CMO Form 1  for Approval (or DSD Approval)
    • Unsigned Action Memo (for DepSecDef approval only)
    • Your issuance
    • DD Form 818-1
    • Legal Sufficiency Review
    • List of Coordinating Officials
    • Only for issuances requiring Deputy Secretary approval: DoDD Summary of Changes
  • Resources You'll Need
  • Related Training / Additional Info



STAGE 5B: Publication
What You'll Do (Not much at this point!)

  • We'll publish the issuance on the website within 2 days of receiving the approved package from the approval authority.
  • You’ll receive an email from the Webmaster once the issuance is published.
  • Documents You'll Use
    • None
  • Resources You'll Need
    • None
  • Related Training / Additional Info
    • Training Module 5B
    • Unclassified issuances with general releasability will be published on the Directives Division Website
    • Unclassified issuances with limited release will be protected by a CAC enabled firewall.
    • Classified issuances whose distribution isn’t controlled will be published on the classified Directives Division Website.
    • Classified issuances whose distribution is controlled will be returned to the OSD Component.



Special Procedures for Changes
What You'll Do

  • Review Section 7: Special Procedures for Changes in Processing DoD Issuances or Processing OCMO Issuances.
  • Review the Change Standards.
  • Contact us for the official version of the issuance (federal employees/focal points only). You will not be converting the format of the issuance.
  • Determine what type of change you need to do (administrative or substantive). See DoDI 5025.01 for definitions.

For Administrative Changes

  • Prepare a draft (unsigned) WHS Form for Approval, amending the language to clarify that this is a change. The paragraph on formal coordination should state that this isn't required per DoDI 5025.01.
  • Make the changes to the issuance following the standards.
  • Coordinate your changes internally.
  • Send your issuance and draft Form 2 to us via email at whs.mc-alex.esd.mbx.dod-directives@mail.mil (NIPRNET) or whs.mc-alex.esd.mbx.dod-directives@mail.smil.mil (SIPRNET).
  • After our review, make any necessary changes, get the CMO Form 1 signed, and send the files to us following the process in 5B.

For Substantive Changes

  • Prepare a draft (unsigned) DD Form 106 and CMO Form 1 for OCMO Internal Coord and make the changes to the issuance following the standards.
  • Follow the procedures in Stages 1B through 5B.
Documents You'll Use

For administrative changes:

    • CMO Form 1 for Approval
    • Your Issuance

For substantive changes:

    • Documents listed in Stages 1B through 5B.
Resources You'll Need
    • Change Standards
    • Related Training / Additional Info
    • Processing OCMO Issuances.

Related Training / Additional Info


Special Procedures for Cancellations
What You'll Do

 

  • Review Section 7: Special Procedures for Cancellations in Processing DoD Issuances or Processing OCMO Issuances.
  • Save a copy of the pdf version of your issuance from our website.
  • Prepare a draft (unsigned) DD Form 106. The purpose must explain your reasoning for cancelling the issuance. All DoD/OSD Components that coordinated on the version currently online must be collateral coordinators.
  • Follow the procedures in Stages 1B through 5B.
  • Documents You'll Use

For precoordination:

After formal coordination:

Resources You'll Need




General Information


(Complete processing procedures are available within Processing OCMO 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 OCMO or WHS, use the procedures for Processing DoD Issuances.

You will follow the procedures on this page and in DoD Instruction (DoDI) 5025.01, "DoD Issuances Program," to process all DoD issuances, whether you are 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)