DON Consolidated Card Program Management Division (CCPMD)

1. How to create Internal Operating Procedures DON Consolidated Card Program Management Division (CCPMD) 1

2. Internal Operating Procedures Here is what we are going to cover… Policy Levels Technical writing Format What to include in an IOP IOP Template 2 2

3. Level of Policy DoD Guidebook Establishes DoD Charge Card policy NAVSUPINST Provides DON GCPC policy Activity IOP Outlines activity GCPC procedure IOP

4. Authority & Types of Issuances DoD Guidebook Establishes DOD GCPC policy • Establishes program • Assigns Responsibilities • Consolidates processes common • to all charge card programs • Provides Business Rules • Does not contain procedures

5. Authority & Types of Issuances NAVSUPINST Provides DON GCPC policy • Provides Policy • Assigns Responsibilities • Consolidates Directives • Command Centric • Does not contain procedures

6. Authority & Types of Issuances Activity IOP Outlines activity GCPC procedure IOP • Provides activity/mission specific PROCEDURES • Determines policy options • By Order of the Commander/Director

7. Technical writing guidelines Before we hit the keyboard… Some quick pointers on writing clearly, concisely and effectively.

8. Technical writing guidelines Plain language – Focus on reader.

9. Technical writing guidelines Executive Order 12988 With respect to the review of existing regulations and the promulgation of new regulations, section 3(a) of Executive Order 12988, “Civil Justice Reform,” 61 FR 4729 (February 7, 1996), imposes on Executive agencies the general duty to adhere to the following requirements: (1) Eliminate drafting errors and ambiguity; (2) write regulations to minimize litigation; and (3) provide a clear legal standard for affected conduct rather than a general standard and promote simplification and burden reduction. With regard to the review required by section 3(a), section 3(b) of Executive Order 12988 specifically requires that Executive agencies make every reasonable effort to ensure that the regulation: (1) Clearly specifies the preemptive effect, if any; (2) clearly specifies any effect on existing Federal law or regulation; (3) provides a clear legal standard for affected conduct while promoting simplification and burden reduction; (4) specifies the retroactive effect, if any; (5) adequately defines key terms; and (6) addresses other important issues affecting clarity and general draftsmanship under any guidelines issued by the Attorney General. Section 3(c) of Executive Order 12988 requires Executive agencies to review regulations in light of applicable standards in section 3(a) and section 3(b) to determine whether they are met or it is unreasonable to meet one or more of them. DHS has completed the required review and determined that, to the extent permitted by law, this final rule meets the relevant standards of Executive Order 12988.

10. Technical writing guidelines Revised Version This rule meets the applicable standards in sections 3(a) and 3(b)(2) of Executive Order 12988. “The most valuable of all talents is never using two words when one will do.” ~Thomas Jefferson

11. Technical writing guidelines Use short simple words. Limit sentences to one thought and keep them brief (an average of 20 or fewer words) BeforeIf a deponent fails to answer a question propounded, or a party upon whom a request is made under § 4.70, or a party on whom interrogatories are served fails to adequately respond or objects to the request, or any part thereof, or fails to permit inspection as requested, the discovering party may move the administrative law judge for an order compelling a response or inspection in accordance with the request. AfterYou may move the administrative law judge for an order compelling a response or inspection if: • A deponent fails to answer a question; • A party upon whom you made a request under § 4.70, or a party on whom you served interrogatories either does not adequately respond or objects to the request; or • A party on whom you made a request under § 4.70, or a party on whom interrogatories are served does not permit inspection as requested. Rule of 20 – applies to paragraphs too!

12. Technical writing guidelines Write in the active versus passive voice Name an actor with the action being taken immediately after the noun.

13. Technical writing guidelines Helping Verbs. Use the following helping verbs to clarify the actor’s level of obligation. • Use SHALL to denote a MANDATORY action • Use WILL to denote an optional action or an action in the future • Use MAY to denote an optional action that the actor is authorized to perform (a right, privilege, or power that the actor may exercise at his or her discretion). • The HA MAY delegate responsibility to the A/OPC • The A/OPC WILL hold activity specific training • The CH SHALL complete the training

14. Technical writing guidelines Generic Pronouns. Do not use “he” or “she” or “his” or “her” separately as generic (possessive) pronouns. Use “his or her” but if at all possible, avoid gender specificity by using “they” or “their”. Abbreviations and Acronyms (A&A). The first time you use an abbreviation or acronym in a document, spell it out! Use of the Term “See” and Parenthetical Remarks. When the term “see” is used as directional material, place the phrase in parenthesis. (See “Directional Terms” bullet.) Directional Terms. Do not use directional terms or phrases (e.g., “above”, or “below”) when referring to a part of the issuance. Cite the particular paragraph being discussed. Avoid using “as follows” or “the following” if possible.

15. Format What format should I use for my IOP?

16. Format IOP as a Supplement + Activity Procedures Insert activity specific procedures into NAVSUP Instruction.

17. Format – IOP Supplement

18. Format – IOP Supplement IOP as a Supplement Pros – • Marries Policy with Procedure in one document. • Forces every participant to read Instruction. • Logical flow. Cons – • Length of document Considerations – • Keep Instruction numbering sequence intact.

19. Format – Stand Alone IOP PROCEDURES IOP Separate publication that references policy authority to establish procedures NAVSUPINST POLICY

20. Format – Stand Alone

21. Format – Stand Alone Stand Alone Pros – • Fastest way to publish an IOP. Cons – • Missing Policy and context • Rewording Instruction narrative • Not as user friendly Considerations – 1. Make reference to Instruction.

22. Format – Hierarchy Template DoD Guidebook NAVSUPINST IOP Template HL3/4 Procedures IOP IOP IOP HL5 Procedures HL 5 HL 5 HL 5 HL3/4

23. Format – Hierarchy Template Hierarchy Template Pros – • Good fit for larger commands • More procedural control Cons – • Additional issuance Considerations – 1. Size and complexity of Activity.

24. What to include in an IOP

25. What to include in an IOP Mandatory Procedures. NAVSUPINST assigns responsibility for creating certain procedures. Elect policy options. Policy makes allowances for some options that should be addressed in the IOP. Authority. Can’t change or contradict higher level issuances. Lawful order of the HA. Procedures. List WHO, HOW, WHEN – in procedural order. One stop shopping. Give the user all the tools – provide contact information, phone numbers, specific procedures, forms. Best Practice. Purchase Request Form/Checklist – cradle to grave process in one form.

26. What to include in an IOP Scope of an IOP: Written for CHs and AOs Specific step by step PROCEDURES. Must address Policy Requirements Clear and concise - leave no room for misinterpretation. Build integrity into your program.

27. NAVSUPINST 4200.99B, Chap 2, Para 7, item f. • Create and maintain Activity-specific IOPs to implement the DON GCPC policies of this instruction. The Activity IOP shall include procedures for: • Nomination, appointment and replacement of program participants. • Requirement processing and purchase authorization (obtaining funding, approvals) • Record keeping • Receipt, inspections acceptance of supplies and services purchased • Notifying the personal property manager of accountable property procurements, especially pilferable property

28. NAVSUPINST 4200.99B, Chap 3, Para 7, item f. • Reconciliation and verification of the CH’s statement and certification of the bank invoice for payment • Restricted purchases • Disciplinary/administrative actions • Closure of accounts upon CH transfer, retirement or termination of employment and ensuring the activity’s checkout process includes a requirement to physically turn in a departing CH’s card before departure. • Any other procedures applicable to the mission of the activity.

29. IOP Template

30. IOP Template

31. Questions? We are here to help.