# Presentation: 529908

## DEPARTMENTAL DIRECTIVES SYSTEM – DR 0100-001

**Matt Patrick**
**Departmental Directives Manager**
**202-690-0042**

## INTRODUCTION 

**The Office of the Chief Information Officer **
**is responsible for managing all aspects of the**
**Departmental Directives System.**
**Departmental Directives are used to issue policies,**
**procedures, and guidance which have general **
**applicability to two or more USDA agencies or **
**Staff offices.**

## INTRODUCTION CONT.

_**Departmental Directives:**_
**Establish program goals, objectives and policies;**
**Delegate Authority or assign responsibility;**
**Establish or change organizational structure; and**
**Establish procedures, standards, guidance, or methods of performing duties, functions, or operations.**

## COMPONENTS OF THE DEPARTMENTAL DIRECTIVE SYSTEM

**The following issuances make up the Departmental**
**Directives system:**
_**Permanent Directives**_** are continuing directives that**
**are in force until specifically canceled.  They are:**
_**Regulations**_** delegate authority; establish responsibility; and prescribe procedure governing USDA activities and operations.  DRs may also include selected material of an administrative nature that is published in the Federal Register or the Code of Federal Regulations****.**

## COMPONENTS OF DIRECTIVES CONT.

_**Manuals **_**are used for detailed, relatively lengthy technical guidance that is procedural in nature and Department wide in scope.  They provide standards and guidance pertaining to a particular subject or administrative function generally of the type that must be referred to on a daily basis.**
_**Temporary Directives**_** are not to exceed one year and cannot be amended.  They are:**
_**Notices **_**announce policy and procedure of Department wide interest that is temporary.**
_**Secretary’s Memoranda**_** establish or announce changes in major policy concerning missions and programs of the Department, direct or **

## COMPONENTS OF DIRECTIVES CONT.

- 	**implement action on these programs, or redirect or change policy or action in these areas.  Examples include actions which by law require the endorsement of the Secretary and delegations authority by the Secretary.  Items not requiring the Secretary’s endorsement should be issued  in another format.**

## ISSUING AUTHORITY

_**Regulations, Manuals, and Notices.**_**  The Deputy Secretary, Under Secretaries, Assistant Secretaries, other General Officers, Agency Heads and Directors of Departmental staff offices have the authority to issue Departmental Regulations, Manuals, and Notices within the scope of their delegated authority and assigned functions.**
_**Secretary’s Memoranda. **_**Only the Secretary or Acting Secretary may issue Secretary’s Memoranda.**

## OTHER DEPARTMENTAL ISSUANCE

**There are issuances with Department wide interest**
**which are not part of the Departmental Directives**
**System.  They are:**
_**Secretary’s Announcements**_**.  The Secretary’s vehicle for issuing transitory material of special interest and other information which does not conform to the description of a directive.  While they are not part of the Departmental Directives System, OCIO  will review and process them to ensure that they do not contain directive material.**

## OTHER DEPARTMENTAL ISSUANCE CONT.

_**Departmental Announcements**_**. The vehicle that the Deputy Secretary, Under Secretaries, Assistant  Secretaries, General Officers, and head of agencies and staff offices use for announcing informational items of wide interest (outside their own agency or staff office) that need not be signed by the Secretary.  Examples of such material are special interest days or week or “drives” where participation is discretionary in nature.  OCIO will not process Departmental Announcements.**

## RESPONSIBILITIES

**The Office of the Chief Information Officer will:**
**Manage all aspects of the Departmental Directives Systems, serving as a central control point to prevent overlapping, duplication, and conflict;**
**Establish policies, standards, and procedures for the Departmental Directive Systems;**
**Provide assistance, advice, and training to originators of Departmental directives; and**
**Review all draft Departmental directives prior to formal clearance.**

## RESPONSIBILITIES CONT.

**Office of Primary Interest will:**
**Prepare Departmental directives within the scope of their delegated authority;**
**Coordinate and clear proposed Departmental directives with affected organizational units;**
**Be responsible for typing and proofing Departmental directives and preparing final copy of directives initiated in their organizations prior to the formal clearance process;**

## RESPONSIBILITIES CONT.

**Prepare the Departmental directive in MS Word using Times Roman, 12 pt. font.  **
**Provide OCIO a camera ready paper copy and an electronic copy on disk or CD.   **
**After issuance of a Departmental directive, retain background materials (this includes comments received during clearance and the camera copy of the directive)****.**

## CLEARANCE PROCEDURES

**OPIs are responsible for coordinating and **
**obtaining formal clearance of proposed directives **
**with **_**Affected Organizations**_**, particularly when **
**policy or legal implications are involved.   Prior to **
**informal or formal clearances, the informal **
**coordination of directives is encouraged.**
_**Informal Clearance**_**.  The OPI prepares the draft **
**directives in final format and an AD-116, and forwards**
**both to OCIO.  OCIO will review the directive for **
**clarity and readability and the AD-116 for appropriate **
**clearances.**

## CLEARANCE PROCEDURES CONT.

_**Formal Clearance**_**.  The appropriate changes are to **
**be made by the OPI prior to forwarding  the **
**package to the remaining clearance officials. **
**Mandatory Clearances**
_**OCIO**_**.  All Departmental directives must be routed through OCIO.  List OCIO as the first and last clearance point on the AD-116.**
_**OGC**_**. ****OGC is a mandatory clearance office for directives signed by the Secretary, Deputy Secretary and Under and Assistant Secretaries –and- all Departmental directives with legal ramifications.**
_**OBPA**_**.  OBPA is a mandatory clearance office for ALL DIRECTIVES.  OBPA is the last clearance office prior to final signature.**

## Clearance Procedures Cont.

_**Assistant Secretary for Administration and the Office of the Executive Secretariat**_**.  All Departmental directives being signed in the Office of the Secretary must be cleared through the Assistant Secretary for Administration and the Office of the Executive Secretariat.**
**Clearance Generated Comments**
**The OPI will determine which comments should be **
**incorporated and revises the draft accordingly.**
**Prepares a memorandum to the signature authority **
**explaining any recommendations not adopted and why.**

## SIGNATURE AUTHORITY APPROVAL

**The signature authority signs and dates the AD-116 **
**signifying approval of the directive.  There are no**
**signatures on DRs, and DMs and DNs.  The **
**complete directive package is returned to the OPI. **
**The OPI forwards the directives and all copies of **
**the AD-116 to OCIO for review and processing.**
**Only the Secretary or Acting Secretary will sign**
**Secretary’s Memoranda.  The original copy of **
**Secretary’s Memoranda and Announcements are **
**also signed in addition to the AD-116**.

## End of Presentation

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