1
PURPOSE
This
Regulation establishes the framework for SCTMP IT policy issuances, and
describes the structure, general issuance authority, policies,
responsibilities, standards, and procedures for issuing SCTMP Policies. The SCTMP covers infrastructure Information
Technology (IT) activities of the Service Center Agencies (SCA): Farm Service
Agency, Natural Resources Conservation Service, the Rural Development mission
area, and OCIO Information Technology Services (ITS).
2
SPECIAL
INSTRUCTIONS/CANCELLATIONS
a
Effective
Date. The SCTMP IT Policy Issuances system will
become effective immediately upon approval.
Any policy issued on or after the approval date will meet the criteria
established by this manual.
b
Series
Replaced. Not applicable.
c
Directives
Rescinded. The following portions of existing SCA
directives that apply to infrastructure IT activities are superseded by this
manual and are hereby rescinded:
NOTE: Existing SCA
directives that apply to IT activities will be rescinded when new directives
are released and published under the SCTMP IT Policy Issuances, and will be
identified in this section of the new directive.
3
POLICY
The
3900 Series of the Departmental Directives System is the primary means to issue
SCTMP policies. NOTE: Program and
non-IT Administrative directives issued within each specific established agency
will continue to be used, as they presently exist. There will be no change to current agency Program and non-IT
Administrative Directives.
4
AUTHORITY/REFERENCE
a
DR 0100-01,
Departmental Directives System
b
ASAR
3040-1, File Plan and Disposition Schedule
c
DM 3020-1,
Departmental Forms Manual
d
DR 1010-01,
Reorganization
5
SCOPE
If
there is any question of the extent or coverage of a function, a section may be
added on its scope. The Service policy
under which the function is to be performed should be stated, especially if
there may be a variety of interpretations.
6
ISSUING
AUTHORITY
The
issuing authority is the OCIO-ITS.
7
RESPONSIBILITIES
a
Directives
Management –
The
OCIO SCTMP Executive Project Manager (or successor), through delegation from
the OCIO is responsible for managing the SCTMP IT Policy Issuances, which
includes:
(1)
Ensuring
adherence to directives standards by reviewing, analyzing, and editing proposed
directives.
(2)
Soliciting
advice and assistance from the Service Center Agencies in the development of
common directives.
(3)
Ensuring
that no duplication, overlap, or conflict exists in a directive or with other
directives in the system.
(4)
Issuing a
checklist of all current Directives.
(5)
Maintaining
the working copy of all Directives.
(6)
Assisting
originators in planning, developing, consolidating, and coordinating directives
from the draft stage to completion and distribution.
(7)
Advising
originators in, and/or reviewing, the selection of the appropriate subject classification codes.
(8)
Controlling
the assignment of sequential numbers for directives.
(9)
Interpreting
and application of the directives system requirements.
b
Originator’s
Responsibilities-
Officials
and staff members of originating offices are responsible for ensuring that
their directives:
(1)
Are
consistent with established format and instructions of the System.
(2)
Contain
current instructions for proper administration.
c
Clearing
and Approving Officials-
(1)
Verify that
the proposed directive provides the most efficient, effective and economical
instructions for accomplishing the desired objective.
(2)
Withhold
final approval until a proposed directive has been cleared by other applicable
offices.
8
COMPONENTS
OF THE SCTMP POLICY ISSUANCES
a
Permanent.
SCTMP policies are written communications that initiate or govern
actions, conduct, or procedures.
b
Directives
include:
(1)
Guidance or
instructions that describe, establish, or explain policy, organizational
methods, or procedures.
(2)
Documents
that require action or improvement to the workload.
(3)
Written
information that is essential to the operation of the SCTMP.
c
Directives
Do Not Include:
(1)
Rules,
Regulations, and Rulemaking document.
(2)
Publications
issued primarily to and for the public.
(3)
Letters or
correspondence to individuals or to a single organization or several
organizations.
(4)
Emergency,
technical, personal reports.
(5)
User
Handbook for SCA Processing Systems.
d
Temporary:
Departmental
Notices (DN) are temporary directives to transmit material that is to be
retained no longer than one year. All
3900 Series DN containing requests for information must allow 30 calendar days. Any exception will be approved by the
Executive Project Manager (or successor) only.
9
SUBJECT
CLASSIFICATION CODES
a
Numbering
for these directives will be assigned by using the SCTMP Subject Classification
Codes and is a 7 digit identifier. The
first 4-digit identifier is 3900 for SCTMP Manuals, Directives and
Notices. The last digit in the 4-digit
identifier will be changed to identify a subject class within SCTMP (i.e. 3901
for Administration, 3902 for Security).
The last 3-digit identifier is an assigned sequential number. For example: 3900-001 is this Departmental
Regulation, 3900-002 will be the first general Directive released under this
system, and 3900-003 will be the first general Notice released under this
system.
10
FORMAT
Refer
to DR 0100-01, Departmental Directives System for format.
11
ORGANIZATION
OF CONTENT
Refer
to DR 0100-01, Departmental Directives System for organization of content.
12
COORDINATION
AND CLEARANCE OF SCTMP POLICIES
a
General.
The SCTMP is responsible for coordinating and obtaining formal clearance
of proposed directives with affected organizations, particularly when policy or
legal implications are involved. Proper
coordination and clearance eliminate inconsistencies, conflicts, and duplication
and assures agreement on policy, legal, and management concerns. Clearance officials should confine their
comments to those matters within their functional areas.
b
Informal
Coordination. Informal coordination of proposed
directives can greatly speed the formal clearance process. SCTMP will make use of this technique when
feasible.
c
Methods
Used in Clearing a Directive. Clearance can be handled by whichever of
the following methods is most appropriate for the particular directive being
cleared:
(1)
Simultaneous
Clearance. Simultaneously send a
separate copy of the draft to each office on the clearance form.
(2)
Sequential
Clearance. Route a single copy of the
draft to each clearance office in turn.
d
Clearance
Procedures.
(1)
Simultaneous
Clearance. The SCTMP will attach a copy of the clearance
form to each copy of the directive, identifying the particular addressee by
making a checkmark next to a name and title on the clearance form. The clearance official indicates the date
the directive package was received and the date it was returned to the
SCTMP. The clearance official also
initials the appropriate column of the clearance form denoting concurrence/
nonconcurrence and returns the directive, the clearance form, and any comments
to the SCTMP.
(2)
Sequential
Clearance. The SCTMP will attach a clearance form to
the directive identifying each clearance office in routing sequence and
forwards the package to the first clearance office.
13
MANDATORY
CLEARANCES
a
All SCTMP
Directives shall be sent to the Information Technology Working Group (or its
successor) for review, and the SCA CIOs for approval or concurrence.
(1)
Drafts
released for comments shall be signed by the originator. This authority may be redelegated to the
SCTMP Program Management Office (PMO).
(2)
The
originator shall ensure that the required levels of approval are identified and
secured.
b
All
directives that may have legal implications shall be referred to the Office of
General Counsel (OGC) for legal clearance.
c
All
directives shall be routed to Office of Budget and Program Analysis (OBPA) for
clearance.
d
All
directives that may require civil rights clearance shall be routed to the
Office of Civil Rights (OCR).
e
All
directives will be routed though the Departmental Directives Manager.
14
DISTRIBUTION
Distribution
of the 3900 Series will be initiated by the Departmental Directives Manager to
OCIO-ITS, who will in turn provide electronic notification of policy issuance
to all affected personnel.