BISON STAFF OFFICER'S GUIDEBOOK HEADQUARTERS DEPARTMENT OF THE ARMY WASHINGTON, D.C. FOREWORD The Staff Officer's Guidebook was compiled under the joint auspices of the Office of the Chief of Staff, Army, and the Office of the Secretary of the Army. Prior to 1972 there was no single document an individual could turn to in finding out basic facts he/she needed to know. As a result, staff officers, both military and civilian, sometimes never learned certain techniques or sources of information that would have made their jobs easier. This guidebook will be of value to you only if you know what is in it. Take a few minutes to familiarize yourself with the contents and organization of the guidebook: The purpose of the guidebook is to point you in the right direction rather than give you highly detailed information. You will find pertinent Army regulations and other references cited throughout the guidebook. Points of contact (POC) and phone numbers for each subject area are centrally placed at Appendix D. This appendix has two parts. The first part deals with general POC within agencies, and the second part is related to information appearing elsewhere in the guidebook. You will note that this book covers information that extends beyond duty requirements, providing information on commissaries, recreational facilities, arrangements for space available air travel, and the like. Many of the areas covered will be of interest to all family members. Additional copies of the guidebook can be obtained from the Army Publications Directorate, Pentagon Distribution Counter, 18928. Published by Office, Chief of Staff, Army (DACS-DMS) in collaboration with Office, Secretary of the Army Pentagon, Washington, DC July, 1988 TABLE OF CONTENTS SECTION I. SOME HELPFUL HINTS Role of a Staff Officer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Guidelines to Consider............. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 SECTION II. STAFF PROCEDURES AND INFORMATION Acronyms and Army Terms............................................... 5 Army Operations Center (AOC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Army Regulations and Directives.... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Civilian Employee Servicing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Civilian Grade Structure.................................................. 6 Civilian Hours of Work and Leave . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Civilian Jobs (Establishing or Changing) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Civilian Official Personnel Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Civilian Performance Management and Recognition System (PMRS) . . . . . . . . 7 Civilian Performance Ratings and Career Appraisals . . . . . . . . . . . . . . . . . . . . . . . 8 Civilian Personnel (Management-Labor Relations) . . . . . . . . . . . . . . . . . . . . . . . . . 8 Civilian Position Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Civilian Recognition and Awards.......................................... 9 Civilian Staffing.................... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Civilian Training . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Civilian Upward Mobility . . . . .. . .. . . .. . . . . . . . . .. . . . . . . . . . .. . .. .. . . . .. . . . . . 9 Clearance of Statistical Material . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Command/Internal Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Committees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Congressional Inquiries . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Coordination . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Decentralization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Decision Briefings (Action Officers) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Duty Officer Requirements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Equal Employment Opportunity................. . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Field Operating/Staff Support Agencies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Filing System............................................................ 13 Financial Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 For Official Use Only Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 FORSCOM/TRADOC Liaison Office . . . . . . . . . . . . . . . . . . . . . .. .. . .. . . . . . .. .. . 14 FORUM................................................................. 14 Freedom of Information (5 USC 552) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Information Systems Command (ISC) Liaison Office . . . . . . . . . . . . . . . . . . . . . . . 15 International Standardization Actions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Joint Chiefs of Staff Actions.............................................. 15 Legislative Affairs........................................................ 15 Litigation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Manpower Management............ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 Memorandums (Use of) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Message Preparation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Multiple-Address Letter (HQDA) .. . . . . . .. . . . . . .. . . . .. . . .. . . .. . . . . . . . . .. . . . 17 Office Address Symbols........................ . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Official Mail Cost Control Program........................................ 18 Operations Management Information System (OPTIMIS) . . . . . . . . . . . . . . . . . . . 18 Operations Security (OPSEC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .. . . .. . . . . .. 18 Organization and Functions-HQDA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Planning, Programming, Budgeting, and Execution System (PPBES)........ 19 Privacy Act . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Public Affairs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Publications Printing Schedule . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Publications Regulating HQDA . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Relationships-Army Secretariat and Army Staff . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Release of Personnel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 Reports (Management Information) Initiation of Requirements for........... 22 Safety and Occupational Health Office . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Security................................................................. 23 Staff Action Control Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Studies (Initiating and Processing)........................................ 24 Suggestion Program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Trip Books . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Washington HQs Services Building Circulars . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 White House Correspondence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 White House Liaison . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Written Communications................................................. 25 SECTION Ill. PROFESSIONAL SERVICES/SUPPORT AVAILABLE Administrative Service Centers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Audiovisual Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Automatic Data Processing (ADP) Support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 Building Administration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Building Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Bus Transportation (DOD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Conference Facilities.................... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28 Counterintelligence Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28 Courier Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28 Defense Technical Information Center (OTIC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28 Inspector General Assistance............................................. 29 Maps (Where to Obtain).................................................. 29 Military History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Military Pay Matters...................................................... 30 NATO Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 News Clipping and Analysis Service (DOD)................................ 30 Office Furniture and Equipment....... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Office Space . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Pentagon Entrances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Pentagon Library Services............ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31 Personnel Security. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Procurement Services.................................................... 32 Publications (How to Obtain) . .. .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Reimbursement for Approved Local Travel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 Reproduction and Printing Services....................................... 33 Retrieving Retired Records . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Safe Repairs............................................................. 34 Sedan Transportation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Special Messenger Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 Telecommunications Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 SECTION IV. PERSONAL SERVICES AND INFORMATION 36 Air Transportation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 AMTRACK........ .. .. . . . . . . ... .. . . . . .. . .. .. . . . . . . .. . .. .. . .. .. . . . . . .. . .. Armed Forces Hostess Association........................................ 36 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36 Banking Services 37 Blood Donor Program.................................................... 37 Building Passes.......................................................... Bus and Metrorail Transportation (Public) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37 Buying Services (Discount)............................................... 37 38 Carpools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Child Care Centers (Nurseries) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 38 Clothing Sales Stores . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Commissaries/Country Stores . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Community Service Centers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Concourse Bulletin Board (Pentagon) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Credit Union (Pentagon) 39 Educational Opportunities........ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Household Goods (Pickup and Delivery) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 39 Housing Accommodations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Identification Cards and Tags (Military and Dependents) 40 Legal Assistance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Locator Service . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 40 Mail (Personal) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 Medical Services......................................................... 41 Notary Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Officers' Open Messes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Package Stores (Class VI) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Parking 42 Passports and Visas . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42 Pentagon (Finding Your Way) Pentagon Officers Athletic Center......................................... 42 43 Post Exchanges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Post Tags (Automobiles) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43 43 Recreational Services . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43 Religious Activities....................................................... 44 Schools (Children)............................. . . . . . . . . . . . . . . . . . . . . . . . . . . 44 Travel Arrangement (PCS and TOY). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Uniform and Appearance Standards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 APPENDIX A. B. C. Part I. II. APPENDIX D. PART I. II. Ill. APPENDIX E. Part I. Part II. Conference Facilities..................................................... 45 Reciprocal Privileges (Officers' Open Messes) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 Glossary of Terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52 Glossary of Buzz Words, Abbreviations, Expressions and Official Terminology Commonly Used at HQDA............................ . . . . . . . . . . . . . . . . . . 55 Terms and Abbreviations Applicable to Joint Actions............... . . . . . . . . 69 Points of Contact Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75 Telephone Numbers for Agency Points of Contact for Common Administrative and Management Services. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76 Specific Points of Contact . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79 Pentagon Entrances . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87 Organization of the Department of the Army . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89 Organization, Office of the Secretary of the Army . . . . . . . . . . . . . . . . . . . . . . . . . . 91 Organization, Army Staff . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92 SECTION I SOME HELPFUL HINTS ROLE OF A STAFF OFFICER An officer assigned to the HQDA Staff must understand the direction and priorities of the Army leadership much as one is expected to know the commander's intent in a tactical unit. The major difference between staff actions at this level and subordinate levels is the magnitude of their impact. Staff actions at DA level affect the Total Army and, often, U.S. and allied defense efforts. The specific role of a staff officer is job related and will vary by agency. No particular agency can be considered a microcosm of the overall headquarters. Some positions will call on an officer to develop detailed plans or devote full attention to one highly specialized area. In other cases, responsibility will be extremely broad, with a large part of the day devoted to expediting staff work. Generally speaking, the role of a staff officer is to get things done by not waiting to be told what to do, actively seeking areas that need attention, and not hesitating to stand up and be counted. As a professional, the staff officer seeks ways to achieve a more professional Army, such as assigning priority to those actions which should provide the maximum payoff to the Army in terms of success in combat, staff efficiency, and improved procedures and not devoting an inordinate amount of attention to areas which are unrelated to the Army mission. A staff officer researches an area carefully and ensures that the recommendations he/she provides the decisionmakers are founded on fact and stated with precision. The final test of completed staff work is this: If you yourself were the commander, would you be willing to sign the paper you have prepared? Would you stake your professional reputation on its being right? If your answer would be "no," take the paper back and rework it, because it is not yet completed staff work. GETTING STARTED Learning a new job always presents some difficulties. There are doubts and uncertainties as to how best to proceed. How you start tends to influence the degree of final success. Over the years, you undoubtedly have developed your own techniques for rapidly coming to grips with new responsibilities. What works for one officer may not work for another. Following are a few points you might consider in getting started. • Recognize that officers on their first assignment in the Pentagon are not expected to be experts on the full range of their responsibilities and have a total picture of their role in a complex staff environment. The officers around you who appear so capable were no better equipped than you when they first were assigned to the HQDA Staff. They have had the benefit of time to develop techniques and to establish the personal contacts requisite to carrying out their duties. Your contemporary action officers, like you, are continually learning. • Do not be afraid to ask questions of your predecessor if you have the opportunity to overlap. Also, ask questions of your fellow action officers and immediate supervisors. • Review any SOP's that may exist. • Familiarize yourself with staff directives that govern your activities. • Become familiar with what is in the office files. This is a good way of learning the peculiarities associated with the various types of staff actions handled by your office. • Identify those individuals in your own agency and in other agencies with whom you can expect to deal on a frequent basis. Get to know them. Cooperate with them; they will expect a high professional level of cooperation from you. • Review documentation, as time permits, that will serve to build rapidly your expertise in your staff areas. • Make no recommendations regarding change of organization or procedures until you are fully grounded in your new duties. GUIDELINES TO CONSIDER Become fully familiar with staff relationships. Staff relationships in Washington are complex and staff officers often find themselves operating in several different arenas, such as Army Staff and Office, Secretary of Defense, on the same day. Procedures and policies vary. Sometimes there will be heavy involvement with Joint Chief of Staff actions. The sooner you "learn the terrain" the better able you will be to discharge your responsibilities effectively. Initiate and maintain action liaison with your counterparts in Office, Secretary of Defense (OSD). You are expected to maintain an awareness of actions being taken at OSD level which impact on your functional responsibilities. Similarly, you are expected to respond quickly to OSD requests for information and keep your OSD counterparts informed. Such actions, judiciously taken, can lead to improved integration of DOD activities. Informal information exchange is essential and does not violate command channels. Be diplomatic and pleasant in your dealings with others. This is always a good rule. The staff is made up of individuals, and maintenance of harmonious relationships will make your assignment to the staff more enjoyable and productive. In most staff jobs you will have some cause to deal with members of other Services, OSD personnel, and even the general public. How they I view the Army will be tempered by the attitude you project. Do not write when you can phone or discuss a matter personally. Nothing uses up a staff officer's time more quickly than writing memoranda. Quite often such memoranda are unnecessary. Learn what can be accomplished by phone or personal contact and develop a list of contact personnel and phone numbers to use in handling actions. Caution: Do not trust your memory when handling things informally; keep a simple record of whom you contacted and the outcome. Suspense dates are not inflexible. Given good reasons, suspense dates often can be extended. When an action is received, imme diately evaluate the time allowed to complete it. When time is obviously insufficient, submit a prompt request for extension. Do not wait until the last minute to do this-it may not be possible to extend the suspense (e.g., OSD deadline). Before initiating an action, ask yourself this question-is it really necessary? When slack periods develop, do not use time to generate unnecessary paperwork. Your value to the Staff or expertise as a staff officer is not judged by the numberof papers you can produce. A common failing, when slack develops, is to rewrite directives that do not need rewriting or to generate some new requirement or report. Consider the impact on organizations in the field or other HODA agencies. Efficient administration is achieved by minimizing paperworknot by creating more. Always use the proper media and procedures in preparing a staff action. At HQDA level, staff actions can follow any of several formats. To communicate your recommendations effectively, you need a solid working knowledge of the various types of media. Keep handy a copy of CSR 310-2, Army Staff Publications and DA Memorandum 340-15, Staff Action Process. These two directives will give you most of the information you need to know on preparation of Chief of Staff Regulations (CSR), Chief of Staff Memorandums (CSM), Decision/ Information Memorandums, and Information Papers. Personnel assigned to the Army Secretariat should be familiar with OSA Memorandum 2-1 which covers preparation of OSA memoranda. When dealing with written communications, concentrate on substance, not word play. One syndrome commonly associated with a staff environment is the tendency to spend an excessive amount of time writing and rewriting papers. Staff papers need to be well organized and written clearly, but they do not need to be literary masterpieces. Substance is the essential element. Write to express, not impress. While professional writing ability is not a requirement, you will be expected to submit papers that use proper spelling, grammar, and administrative procedures. You should use the active voice in your writing. DA Pamphlet 310-20 will give you pointers on improving your writing. Hand-carry Important actions. Message centers and record rooms, based on the volume of paperwork processed, are not always able to make prompt delivery. Of necessity, their priorities may differ from your own. It is always better to hand-carry important staff actions personally to the agency concerned, remembering security requirements in the process. Hand-carrying the action also places you in the position of being able to tell your superior exactly where the staff action is. Also, it may allow for on-the-spot clarification of any questions related to the action at the time you deliver it, thus avoiding unnecessary wheel spinning. Integration and coordination are essential Horizontal integration of effort based on a shared understanding of the Army's direction and priorities between all areas of HQDA, to include the Army Staff, Secretariat, and their subordinate operating agencies, is essential. As an action officer, you must recognize your specific duties and responsibilities in the context of the Army as a whole entity. This will require an active role while developing and coordinating your actions and a proactive role when providing input for someone else's action. If you maintain a passive role with a narrow view of your specific area of interest, you will do yourself and the Army a disservice by failing to contribute fully. When you go to another agency or echelon for a "chop" (concurrence/sign off), make sure you go to the right person. Not everyone is autho rized to chop for an agency. The safest course of action is to deal through your counterpart to determine the proper point of contact. Coordination will be accomplished by the quickest and most informal method appropriate to the action and its classificati0n. Accomplish as much coordination as possible during the draft stages. This will preclude major revisions on the final copy. Make sure the individual you are coordinating with clearly understands what the agency is being asked to chop. Remember the staff process is a two way street. The action you help expedite today may help you move yours tomorrow. Further details on coordination, including concurrences and nonconcurrences, can be found in DA Memo 340-15. Always follow through. It's as important to a staff officer as it is to a golfer. Every directive must be accompanied by positive provision for followup to ensure that it is obeyed. You can crank out tons of paper, but unless you have your hand on the pulse and have a way of positively checking the results achieved you may be wasting your time and the Army's resources. Track each action until it closes. This will also make it possible for you to keep your supervisor advised of its status. Do not turn your desk into a filing cabinet. Once an action is complete, make sure the record copy is placed in the office files. Do not sandbag such cases in your desk. The same applies to papers obtained from the office files, library and other sources. Have a sense of history. While the Modern Army Recordkeeping System (MARKS) provides for the systematic maintenance and disposal of records, only sound judgement will preserve records of continuing value and eliminate all others. Many officers find it difficult to determine what is record as opposed to nonrecord material. In addition, action officers often find it necessary to keep working paper files even though the record copy is sent to the office files. Significant, unclassified documents are included in the Operations Management Information System (OPTIMIS). In addition to assisting other action officers with their research efforts, the OPTIMIS automated information retrieval system allows easy access to your files and maintains an audit trail of your actions, as well as those of your predecessors. Therefore, before your departure for a new assignment, contact your agency's Records Management Officer to review your working papers for record copies. In addition, the Center for Military History will be happy to send a representative to review remaining documents for any that may be valuable in writing the history of the Army. Hold to a normal duty day to the extent possible. The 12-to 14-hour day can be avoided. After 8 to 10 hours of continuous staff work, productivity begins to drop significantly, often typified by having to reread the same paper two or three times to understand it. Normal hours keep you fresh, thus tending to increase your level of efficiency. It will also allow you more time with your family-a factor of importance to the Army. Regular work hours also help conserve resources in a number of ways. Electricity for lighting is saved and you are better able to use public transportation or a car pool, thus conserving fuel. There is one last consideration. If you work long hours, your subordinates may interpret this as a requirement to stay as well, even when there is no work to be done. Respect the opinion of your colleagues. From the standpoint of background and experience, civilian professionals will often have much more knowledge of a given subject area than their military associates can expect to acquire during a normal tour of the HQDA Staff. Conversely, military professionals will usually have the advantage of recent field experience and technical training. The Staff operates as a team-each person complementing the ability of others. Remember the mission. Avoid tunnel vision. Sure, your job is important, but think in terms of the basic Army mission-success in combat. View your assigned responsibilities in terms of that mission and those agency functions that support it. This is the Hallmark of a Professional Staff Officer. Be security conscious. Action officers often must review or originate highly classified information. This frequent ex posure, plus an environment of haste and ur gency, can tend to cause carelessness and security violations. Be sure that classified records are secured promptly, classified waste is destroyed without delay, and office safes are locked and checked before you leave the area. Never leave classified documents, notes, and other materials unattended, in your desk, or in a box subject to being buried. Don't retain any classified paper you don't absolutely have to keep. Screen classified files regularly to weed them out. Reinforce good performance. When employees do a good job, let them know it. This will serve to promote further improvements. Don't be overly critical. Remember that "abilities wither under fault-finding, blossom under encouragement." Maintain a point of contact list. A record or list of your points of contact and counterparts in other agencies not only assists your coordination efforts, but is a valuable aid to other action officers who may, due to circumstances, be required to pick up one of your actions on short notice. It also will be extremely useful to your replacement and save headaches, time, and grief after your departure. Keep a personal set of key directives. It will pay to study and learn certain regulations from cover to cover. Your personal reference set of directives should, as a minimum, consist of the following: 1. AR 10-5-covers HQDA organization and functions. 2. DA Memo 10-7-prescribes relationships between the Army Staff and Army Secretariat. 3. DA Memo 340-15-the action officers' Bible when it comes to staff actions. 4. CSR 10-5-spells out those specific functions authorized to be performed by the Army Staff and defines them. SECTION II STAFF PROCEDURES AND INFORMATION ACRONYMSANDARMYTERMS To simplify communications, many acronyms and "buzz words" are used within the Staff. For example, it is easier to refer to CHART than it is to spell out "Clearing House for Augmenting Resources for Training." Much paperwork and typing are saved by using abbreviations and brevity codes. AR 31050 is your prime source in deciphering acronyms. AR 310-25 is equally helpful in defining basic Army terms. Aside from official acronyms, you will encounter what can be classed as unofficial jargon. A briefing, for example, may be referred to as a "dog and pony show," and a "chop" is a signature acquired during coordination which indicates approval. The list is lengthy and constantly changing. Terms are often specialized and not in general use. The best advice is to stay alert to new terms and make sure you understand them. Some of the more common terms and buzz words are covered in the Glossary at Appendix c. REFERENCES: AR 310-25, Dictionary of United States Army Terms. AR 310-50, Authorized Abbreviations and Brevity Codes. ARMY OPERATIONS CENTER (AOC) The AOC, located in Room BF741C, is a command center for staff effort during emergency operations and readiness type actions. It is operational 24 hours a day and also serves as an operational information center for Headquarters, Department of the Army. During periods of increased military alert or domestic crisis, you may find yourself detailed to duty in the AOC on short notice as part of an augmentation requirement. Certain officers are routinely designated as part of the augmentation on a continuing basis. They should refamiliarize themselves with AOC operations at periodic intervals. Walk-through familiarization tours oftheAOC are conducted as part of the briefing for augmentees (only) held the last Friday of every month. It will pay to have at least a passing familiarity with the following directives: DA Memo 1-4, Augmentation by the Army Staff of the Army Operations Center. DA Memo 1-16, Army Operations Center. CONTACT: See code 3, Part II, Appendix D. ARMY REGULATIONS AND DIRECTIVES The basic source of information on the preparation and staffing of DA publications (exclusive of DA Memos, CSRs, CSMs, and other local media) isAR 310-3. This regulation makes provision for preliminary editing service for draft ARs. This service is available from the U.S. Army Publications and Printing Agency (USAPPA). Since editing resources are limited, anyone interested in obtaining this service should contact the Direct Support Publishing Operations Division, telephone: 325-0848 or 325-0849, prior to submitting a manuscript for editing. Once the publication is staffed, coordinated and approved, your agency publications officer will assist in arranging for printing and distribution. DA Form 260 (Request for Printing of Publi cation) is used in forwarding the new or revised publication to APPA. For specific information on the proponents of an existing DA publication, including the name and telephone number of the individual who last prepared it, call APPA. Details concerning the preparation of HQDA multiple-address letters are contained in DA Pam 310-20. See PUBLICATIONS REGULATING HQDA for information on preparation of DA Memos, CSRs, and CSMs. Also, see MULTIPLE ADDRESS LETTERS (HQDA). OSA Memo 2-1 provides guidance on preparation of OSA mem oranda. REFERENCES: AR 310-3, Preparation, Coordination, and Approval of DA Publications. DA PAM 310-20 Administrative PublicationsAction Officers Guide. CONTACTS: Agency Publications Control Officer (Part I, Appendix D). Also see code 7, Part II, Appendix D. CIVILIAN EMPLOYEE SERVICING Civilian personnel management advice and assistance are provided by your servicing civilian personnel office (CPO). Headquarters, Department of the Army (ARSTAF and OSA) activities are supported by Personnel and Employment Service-Washington (P&ES-W) in the Pentagon. Because of their location in the NCR, certain field operating agencies of the HQ are 'serviced by Military District of Washington (MD\IY) CPOs located in the Hoffman II Building and at Fort Myer. The following services and assistance are provided: (1) position management and classification; (2) fill of vacant positions; (3) employee performance evaluation; (4} training and career development; (5) incentive awards; (6) management/employee relations; (7) employee benefits; (8} injury compensation; (9) leave'administration; (1 0) and labor relations. In addition to the above, the civilian personnel offices administer the legal, regulatory, and procedural contracts established within the Federal personnel system. Staff officers are encouraged to seek assistance on individual personnel actions and problems, as well as matters of broader scope. CONTACT: See code 19, Part II, Appendix D. CIVILIAN GRADE STRUCTURE The Congress has established three major classification systems intended to help provide equal pay for equal work in the Federal Gov ernment. a. The General Schedule Classification System, which covers more than one million whitecollar workers in professional, administrative, technical, clerical, and protective occupations. Under the Classification Act, the Office of Personnel Management (OPM) and the agencies have responsibility for grading jobs and placing them within the General Schedule GS-1 toGS.:. 18. Agencies are responsible for such classifica tion of jobs up through GS-15, using standards published or approved by OPM. b. The Federal Wage System covers bluecollar workers in trades, crafts, laboring, and similar occupations. The Federal Wage System Classification Plan (called the Job Grading System) has 15 nonsupervisory grades and separate grading structures for supervisors and others. All jobs under that system must be graded in accordance with or consistent with the common job grading standards and instructions published by the OPM. For jobs not covered directly by published standards, grades are determined by comparison with standards for closely related occupations. c. The Senior Executive Service includes most managers and supervisors, grades GS-16 through Executive Level IV, and bases compensation and retention on individual and organizational performance. There are six established pay levels for executives, ES-1 to ES-6. CIVILIAN HOURS OF WORK AND LEAVE Generally, employees are on an 8-hour day, 40-hour week. Work in excess of these hours may be compensated by paid overtime or by compensatory time off in accordance with Civil Service regulations. Uncompensated overtime work cannot be required at certain grades. Leave for civilians is precisely prescribed for both annual leave and sick leave. For guidance on authorizing, controlling, and reporting the hours worked and leave of employees, check with your administrative office on ground rules or with your personnel or financial management office. to ensure that the files are current. REFERENCES: HQDA personnel may review their files in the OSA Memo 8-20, Leave Regulation and Technical Services Division, Personnel and Em Policy. ployment Service-Washington, Pentagon, RoomMOW Reg 690-555, Overtime. 30727. An appointment must be made with aAR-1-3, Hours of Work, Tours of Duty, and representative of that office to review your files. Weekend and Holiday Staffing. Files may not be removed from the current fileMOW Reg 690-630, Absence and Leave. area. CONTACTS: CIVILIAN PERFORMANCE MANAGEMENTAgency Administrative Officer (Part I, AppenAND RECOGNITION SYSTEM (PMRS) dix D). Also see code 20, Part II, Appendix D. Chapter 54 of the "Civil Service Retirement Spouse Equity Act of 1984," established a Per CIVILIAN JOBS (ESTABLISHING OR formance Management and Recognition System (PMRS) for supervisors and management offi CHANGING) cials in grades GM-13, 14, and 15. The systemBefore you can fill a position or select an provides for the use of performance appraisalsemployee, the nature of the work to be peras the basis for (a) determining adjustments informed must be determined, documented, and ?asic pay by merit increases and general pay classified for pay purposes. mcreases, and (b) making performance award If you have responsibility for establishing or determinations. In essence, it is a pay-for-per supervising an organization, you will want to formance system. contact your civilian personnel office for aid in • Employees covered by this system are superdeveloping jobdescriptions. The Resource Manvisors and management officials. Inclusion of aagement Office, OSA, and Staff Management position in this system is an agency determinaand Services Division (SMSD), OCSA, are sourtion. However, unless otherwise excluded, all ces of assistance for TDA structure and organipositions classified as supervisors or managerszational alignment. in accordance with the Supervisory Grade EvaPosition classification specialists will work luation Guide (SGEG), are covered by the PMRS.with you and are responsible for classifying and Other positions not classified by the SGEG may grading your civilian jobs. The criteria outlined also be identified as asupervisor or management in AR 570-4 must be followed in converting a official for PMRS purposes.military job to a civilian one, or the reverse. PMRS employees do not receive step increasesAlways check with the Resource Management as their GS counterparts do. Instead, they get Office, OSA, or SMSD, OCSA, as applicable, on merit increases which are the equivalent or parorganizational considerations. Also check with tial equivalent of a step increase based on their the servicing civilian personnel officeon position performance appraisals. Such increases are givenstructure before proceeding. each year, effective the first pay period on or after 1 October and are based on performance REFERENCES: appraisals given as of 30 June. An employee in AR 570-4, Manpower Management. the lower third of the pay range (below the rateCSR 570-4, Manpower Management. for step 4 of the General Schedule for the grade) MOW Reg 690-501, Position and Pay Manwho receives a fully successful rating or aboveagement. receives the full dollar equivalent of a step increase. An employee in the uppertwo-thirds of CONTACTS: the pay range (at or above the rate for step 4 of Agency Manpower Management Officer (Part the General Schedule forthe grade) who receives I, Appendix D). afully successful rating or above receives the full Also see code 21, Part II, Appendix D. dollar equivalent of a step increase. An employee • in the upper two-thirds of the pay range (at orCIVILIAN OFFICIAL PERSONNEL FILES above the rate for step 4 ofthe General Schedule Official personnel files for civilian employees forthe grade) who receives an exceptional rating also receives the full dollar equivalent of a step are maintained in their servicing civilian person increase. An employee in the uppertwo-thirds of nel office. It is the responsibility of each employee 7 the pay range who receives a highly successful OSA Memo 8-22, Performance Evaluation. rating receives one-half of the dollar equivalent of a step increase. An employee in the upper CONTACT: two-thirds of the pay range who receives a fully successful rating receives one-third ofthe dollar See code 22, Part II, Appendix D. equivalent of a step increase. Employees who receive either a minimally satisfactory or an unsatisfactory rating receive no merit increases. CIVILIAN PERSONNEL (MANAGEMENT LABOR RELATIONS) Employees covered under the PMRS also receive the annual general (comparability) increase Employees have the right to form, join, andbased on their performance appraisals. Emassist any labor organization. A labor organizaployees rated fully successful or higher receive tion which has been accorded exclusive recognithe full general increase; employees rated mintion is the representative of the employees in theimally satisfactory receive one-half ofthe general unit it represents and is entitled to act for andincrease; and employees rated unsatisfactory negotiate collective bargaining agreements covreceive no general increase. ering all employees in the unit.The law also states that PMRS employees who For guidance and assistance on conductingreceive an exceptional rating must be given a business with labor organizations, contact theperformance award (cash) in addition to adjustEmployee Relations Specialist who services yourments (e.g., merit increase, general increase) to organization.their basic pay. CONTACT: See Code 23, Part II, Appendix D. CIVILIAN PERFORMANCE RATINGS AND CAREER APPRAISALS Each civilian will receive an annual performCIVILIAN POSITION MANAGEMENT ance rating. "Career Program" employees covThe policy ofthe Department of the Army is toered by CPR 950-1 receive additional apprais design and establish civilian position structures als and ratings by use of a variety of forms. that provide the proper balance of skill levelsRating dates are established according to the necessary to support productive, economicalperformance appraisal system applicable to the work units to accomplish the assigned missionemployee (Senior Executive Service, Merit-Pay and function of the organization. The processSystem or General Performance Appraisal used to accomplish this objective is positionSystem). management.Employees whose individual performance Position management (PM) is a systematicmeets the criteria for a cash or honorary award series of actions taken by line management in increase may be recommended by the supervi reaching decisions regarding the identification sor for such recognition. and assignment of duties and responsibilities to In those instances when employee perform a position or group of positions in support of aance is judged unsatisfactory, or only marginspecific function or mission. The final results of ally satisfactory, contact the servicing Manage this process are reflected in the position andment Employee Relations Speciali~t for your grade structure shown on the TDA and inagency prior to taking any action. There are a approved job descriptions covering the posinumber of procedural steps that may be required tions of the organization, together with theirin such cases. classification (titles, occupational series, and REFERENCES: grade levels) as determined by Position Classification Specialists. The job descriptions, classifiAR 690-400, Chapter430, Performance Eval cation, and the number of positions establisheduation and Rating. for each job constitute the position and gradeAR 690-440, Chapter432, Reduction in Grade structure.and Removal Based on Unacceptable PerPM is recognized throughout DOD as in interformance. nal function of line managers who are responsiAR 690-950-1, Career Management. ble for accomplishing the work and who haveOSA Memo 8-2, Within-Grade Increases. authority to approve the assignment of duties 8 and responsibilities. PM is also an essential element in compensation management as it impacts on the budget process and in the development of manpower requirements. REFERENCE: DA PAM 690-8, Guide to Position Management for Key Military and Civilian Personnel. CIVILIAN RECOGNITION AND AWARDS There are many awards that civilian employees may receive ranging from a simple letter of commendation to the President's Award for Distinguished Federal Civilian Service. Certain awards are frequently associated with an annual performance appraisal. If you have occasion to recommend special recognition for an employee, you can get specific guidance by calling a Management-Employee Relations Specialist in your servicing civilian personnel office. REFERENCES: AR 672-20, Incentive Awards. OSA Memo 8-21, Quality Increase. OSA Memo 8-24, Incentive Awards Program. OSA Memo 8-23, Performance Requirements and DOD Guide. CONTACT: See code 24, Part II, Appendix D. CIVILIAN STAFFING • If you are responsible for selection and assignment of civilians in your organization, you will want to maintain a full complement of civilians all or most of the time and be sure that their talents are used effectively. To do this, you will need to anticipate vacancies as far in advance as possible; be aware of the skills, knowledges, and abilities essential for successful performance in civilian positions; and consider the needs and desires of civilians when making work assignments. Your administrative office can advise you on the paperwork needed to initiate civilian personnel actions such as promotions, reassignments, and resignations. The Staffing Specialist servicing your organization can give you technical guidance on completing such actions. REFERENCES: AR 690-5, Requirements for Specialized Details. AR 690-300, Employment. OSA Memo 8-1, OSA Merit Promotion System. MOW Reg 690-296, Requesting and Processing Position and Personnel Actions. MOW Reg 690-335, Promotion and Internal Placement. CONTACT: See code 25, Part II, Appendix D. CIVILIAN TRAINING If you supervise civilians whose jobs require them to have additional Army, Civil Service, or college training, or who may be interested in improving their skills, contact your servicing ci vilian personnel office. Many training opportunities are available. If you would like a better understanding of the Civil Service system and the management of civilian employees, there is a training course available for you also. REFERENCE: OSA Memo 8-40, Training and Development. CPR 410, Training. CONTACT: See code 26, Part II, Appendix D. CIVILIAN UPWARD MOBILITY The civilian upward mobility program focuses Federal personnel policy and practice on the implementation of specific career opportunites for qualified employees in grades GS-9 or below informed of actions which affect them. They(and wage grade equivalents) who are in "dead should learn about these actions through officialend" positions. The objectives of the program Army information media rather than by relianceare: on commercial news sources, or even worse, by-To promote full utilization of human rerumor.sources, consistent with staffing needs, to Because the Army must speak to its own, accomplish assigned functions. OCPA has a Command Information Division-To provide opportunities for interested and which is tasked to keep Army internal audiencesmotivated employees so they may advance in informed. You, the action officer, must keepaccordance with their abilities and with manOCPA informed if it is to do its job.agement requirements. Professionally qualified public affairs officers-Tofurther the goals established by the EEO will assist you in explaining Army decisions, polAffirmative Action Plan. icies, and programs to Army audiences. OCPAInterested employees and supervisors should action officers try to stay aware of ongoing projcontact their servicing civilian personnel office ects, but you must take the lead to ensurefor details. OCPA's assistance. Inform OCPA action officers REFERENCE: early in the action. They will honoryour agency'sdesire not to release information prematurely.MOW Reg 690-714, Civilian Personnel UpBut to serve you and the Army on a timely basis,ward Mobility they need planning time. CONTACT: REFERENCES: Code 27, Part II, Appendix D. AR 360-5, Public Information. AR 360-81, Command Information. CLEARANCE OF STATISTICAL MATERIAL CONTACT: From time to time you may be asked to compile Army statistical material for release to ConAgency Public Affairs Liaison Officer. gress, the press, or some other outside source.Such requests normally will be received via COMMITTEESOCPA, OCLL, OASA (FM), or OSD.It is important that such requests for informaWorking groups, task forces, study groups, tion be acted on promptly. However, in the rush panels, boards, and councils may be considered"committees" and, as such, require formal ap to respond do not overlook the need to have the statistics cleared. ODCSINT clearance for proper proval before being established.If you become involved with setting up a security classifications is also required. committee, AR 15-1 and CSR 15-2 provide All statistical material prepared or assembled necessary guidance. They also spell out ap by HQDA for release will require a stamp ofapproval. Do not ask for clearance until all assoproval authority required and references to usein processing your request. To save unneces ciated staff coordination has been accomplished. sary effort, check with the contacts listed atREFERENCE: Appendix D for guidance before proceeding.Directives in the 15series (ARs, DA Memos, DA Memo 360-3, Clearance of Statistical CSRs, CSMs) should prove useful in developing Material for Release Outside the Department of committee arrangements. Duration of the com the Army. mittee and membership determine the publicaCONTACTS: tions media thatwill be used to announce estab lishment of the committee. Agency Statistical Clearance Officer (see PartI, Appendix D). REFERENCES: COMMAND/INTERNAL INFORMATION AR 5-5, The Army Study System.AR 15-1, CommitteeManagement.Many Army Staff actions ultimately impact on OSA Memo 2-19, Committee Management.members of the Army family. At some point, CSR 15-2, Establishment and Support forArmy members (soldier or civilian) need to be Committees. 10 expressed in a courteous tone in conveying the CONTACTS: message. Civilianize terminology as much as Agency Committee Management Officer. (See possible. Be sure to address all issues raised in Part I, Appendix D.) the inquiry, place technical terms in layman's Also see code 30, Part II, Appendix D. language, and don't cite an AR alone as the basis for an action. Ifan AR must be mentioned, quote, paraphrase, enclose an extract copy, or explainCONGRESSIONAL INQUIRIES the policy prescribed by the regulation. The Army communicates with six major conAbove all, provide all the facts. OCLL must gressional committees, and a centralized procehave complete information in order to provide dure for the conduct of congressional activities accurate and timely responses to Congress. within DA is required to assure timely and consistent responsiveness. To achieve the desired REFERENCE: AR 1-20, Legislative Liaison. centralized control and support, the Chief of DACS-DMC SOP, Congressional Responsibil Legislative Liaison (CLL) is designated as DA proponent for overall congressional affairs polities. icy, strategy, and Army positions. The Assistant CONTACT:Secretary of the Army (CW) (ASA(CW)), the See code 31, Part II, Appendix D. Assistant Secretary of the Army for Financial Management (ASA(FM)) through the Budget Liaison Office (SAFM-BUL) in The Office of the COORDINATION Director of the Army Budget (ODAB), and The Judge Advocate General (TJAG) continue to Almost every staff paper demands some form enjoy those special relationships with Congress of coordination, whether internal to your agency arising from specialized areas of interest and or with other agencies.congressional desires. For example, the Budget DA Memorandum 340-15is your basic guide Liaison Office provides direct coordination with for policies and procedures related to coordinathe Congressional Appropriations Committees. tion. The following general policies apply: These unique relationships, however, are not First, coordination is to be accomplished by intended to contravene Army Staff centralization the quickest and most informal method apwithin OCLL for congressional activities. The propriate to the action and its classification. accuracy and shortturnaround time that characCoordination on clean-cut issues, as distinterize most congressional activities demand guished from comprehensive staff studies, should precise definition and practice of Army internal be accomplished by telephone.coordination procedures and channels. In order Second, effective coordination between the to answer large numbers of congressional inArmy Staff and Army Secretariat is stressed. As a quiries, OCLL relies upon the Army Staff for matter of general procedure, actions being information. A routing slip is used to convey brought to the attention of both the Chief ofStaff instructions for an appropriate response to the (GSA) and Secretary of the Army (SA) will be action agency. If you receive a "congressional" discussed during developmentwith the appropfor action, remember these tips: riate civilian assistants to the Secretary. Coordination with principal civilian assistants to the SA a. The suspense date must be met. OCLL operates on a close time margin and establishes must be addressed in decision memorandums suspenses accordingly. forwarded to OCSA. Third, the agency responsible for an action b. Personal coordination with the OCLL and may establish suspenses during the coordina ODAB action officers is encouraged if questions tion process. or problems arise. Early coordination may pre Fourth, the agency head is authorized to delevent a last-minute crash. gate coordination authority to action officers. c. Hand-carry your response to OCLL and Fifth, action officers must remember that some ODAB at the same time whenever possible. Staff agencies, in addition to having staff func d. Remember that the response you prepare tional responsibility for certain areas, have cerwill be read by civilians who are not accustomed tain operational responsibilities. When seeking to military jargon. Use a frank, direct approach coordination, do not confuse operational coor 11 dination with staff coordination. An attempt should be made to resolve non concurrences at the lowest possible level. When impossible to resolve at action officer, division, or directorate level, they normally will be resolved by the agency head with primary staff responsi bility for the action. REFERENCES: DA Memo 340-15, Staff Action Process. DA Memo 10-7, Relationship Between the Secretariat and the Army Staff. CONTACT: See code 32, Part II, Appendix D. DECENTRALIZATION Decentralization, characterized by delegation ops a staff paper is the person who customarilypresents any related briefings. This includes of authority and management by exception, typi briefings up to and including the Chief of Staff fies staff operations at HQDA. and Secretary of the Army. Staff agency heads are delegated authority totake final action for the Secretary of the Army or As a related matter, action officers can expect to be called in for consultation. This may involve Chief of Staff on appropriate subjects in their an impromptu briefing. Such meetings are some functional areas of responsibility. See COOR times referred to as "see me's." DINATION. There are several rules to remember on brief AR 10-5 provides general information on ings. Whenever possible, rehearse the briefing in functional responsibilities at HQDA. Appendix D to CSR 10-5 provides a detailed rundown, includadvance to fix time required and perfect delivery. ing definitions, of functions for which various BE BRIEF. Ifcalled by the decisionmaker directly,report to him/her directly. Debrief yoursuperiors Army Staff agencies have responsibility. Basi after the meeting. cally, decentralization means giving managers Prepare a memorandum for record imme maximum latitude, rather than requiring that all diately following a briefing while facts are fresh decisions be made at the highest levels. Applica tion of this principle at HQDA goes beyond relain your mind, covering any guidance or signifi tionships between top decisionmakers (e.g., SA, cant comments provided by the decisionmaker. CSA, and agency heads) and extends to the DUTY OFFICER REQUIREMENTS lowest levels.The purpose of decentralization is two-k>ld. HQDA is represented by the HQDA OperaFirst, it allows for efficient decisionmaking. tional/Administrative Duty Officer. This requireSecond, it ensures that staff members are given ment is handled by the Army Operations Centerthe greatest opportunity for professional growth (AOC).through assignment of important responsibilities. Certain agencies have their own full-time dutyofficers. All agencies are required to have an REFERENCES: on-call duty officer during other than normalAR 10-5, Organization and Functions, Deduty hours.partment of the Army. REFERENCE: CSR 10-5, Organization and Functions, Army Staff. CSR 1-20, Army Staff Duty Officers. CONTACT: CONTACT: See code 36, Part II, Appendix D. See code 39, Part II, Appendix D. DECISION BRIEFINGS {ACTION OFFICERS) EQUAL EMPLOYMENT OPPORTUNITY The action officer who researches and devel-The Equal Employment Opportunity (EEO) 12 program is intended to assure that all agency heads, officials, and supervisors (military and civilian) select, develop, recognize, and utilize the capabilities of each employee without regard to race, color, religion, lawful political or other affiliation, marital status, sex, age, national origin, mental or physical handicap. Individuals who believe that they have been subjected to discrimination in EEO matters may use, as a matter of right, the EEO complaint procedure. REFERENCES: CPR 713, Equal Employment Opportunity. OSA Memo 8-29, Equal Employment Opportunity. CONTACT: See code 41, Part II, Appendix D. FIELD OPERATING/STAFF SUPPORT AGENCIES Until 1972, field extensions of the Army Staff were called Class II activities. Such activities are now covered by different terms of reference. A field operating agency (FOA) refers to those organizations which have the primary mission of executing policy. Such activities would be re quired even in the absence of the headquarters to which they report. They report to HQDA only because this is the most logical organizational relationship, e.g., TAPA. A staff support agency (SSA) exists primarily to assist HQDA. Such agencies assist in the for mulation of policies and procedures or provide necessary administrative or logistical support. Such organizations would not exist in the ab sence of HQDA, e.g., US Army Command and Control Support Agency. REFERENCE: AR 570-8, Army Management Headquarters Activities. FILING SYSTEM It is important that you become familiar with the filing system in your office. The Modern Army Recordkeeping System (MARKS) provides for all papers to be filed according to the subject. A list of file numbers should be maintained by each office. If this list (usually only a few numbers and descriptions) accurately reflects the functions of the office, clerical personnel have no difficulty in placing papers in the proper file. However, you should assist in determining proper filing if the subject is complex. File label captions suitable for your office's particular needs may be suffixed to a procedure and are recommended in order to make the files easier to use. Never retain official file copies in your "reference" or "working paper" files. Also avoid, where possible, intermixing classified and unclassified papers. Your agency Records Manager can assist in making the distinction between records of continuing value and those of temporary value. Even files of temporary value may contain papers of historical significance to Army historians. Once a year, usually in January, files that have served their purpose are destroyed. Those that have historical, legal, or further administrative value are retained in current files or are retired to the Washington National Records Center (WNRC), GSA, 4205 Suitland Road, Suitland, Maryland 20746. Instructions for destruction or retirement are shown on file labels. Retired records are identified on Standard Form 135, maintained in your office, and may be recalled from WNRC if needed. Key unclassified correspondence/studies are indexed into the Operations Management Information System (OPTIMIS) automated data base. This information retrieval system aids fellow action officers in conducting research, provides points-of-contact, and often prevents the "reinvention of the wheel." See also RETRIEVING RETIRED RECORDS. REFERENCES AR 340-1, Records Management Program. AR 25-400-2, Modern Army Recordkeeping System. CONTACT: Your Records Management Officer (Part I, Appendix D). FINANCIAL MANAGEMENT Although HQDA funding embraces a number of appropriations, most expenditures are covered by three basic appropriations-Military Personnel, Army (MPA); Operations and Maintenance, Army (OMA); and Other Procurement Army (OPA). Only OMA and OPA money is allocated to the Secretariat and/or the Army Staff. Financial management for HODA is centrally controlled. Expenditure data are maintained by agencies. Requirements and reports are submitted by each agency in much the same manner as they are on a post. However, at this level a great many more restraints are imposed (i.e., congressionally directed departmental expenditure ceilings). Although certain exemptions exist, Army policy is to provide maximum disclosure within the limits of National Security. Use caution and do not release classified records, budgetary, or precontract acquisition information except as specifically authorized. If you have special or unusual requirements, it is important that you recognize them as early as possible and submit appropriate justification for approval to your Financial Management Officer. High priority requirements can generally be met, albeit at the expense of lesser requirements. REFERENCES: AR 37-1 00-xx, The Army Management Structure. OSA Memo 14-1, Financial Management Account Structure. CSR 37-1, Financial Management Account Structure. CONTACTS: Agency/Activity Financial Management Officer. Also see code 43, Part II, Appendix D. FOR OFFICIAL USE ONLY INFORMATION The handling of sensitive and classified information is part of a staff officer's daily routine. Sometimes there is a failure to distinguish properly among the various categories of information which require protection. This has most often been true of information labeled FOR OFFICIAL USE ONLY (FOUO). Material may only be designated FOUO if it falls under one of exemptions two through nine of the Freedom of Information Act. Remember that FOUO material is unclassified infor.mation. Current procedures encourage filing of FOUO material with unclassified papers. There is no longer a requirement that such information be kept under lock and key, or even in a locked room, as long as the material is kept in a building with controlled access (e.g., Pentagon). There continues to be a requirement for more stringent safeguarding of certain categories of particularly sensitive FOUO information (e.g., Inspector General reports, and personnel tests). REFERENCE: AR 340-17, "Release of Information and Records From Army Files." CONTACTS: Your Records Management Officer. Also see code 44, Part II, Appendix D. FORSCOM/TRADOC LIAISON OFFICE The FORSCOM/TRADOC Liaison Office provides assistance to action officers in coordinating activities between the Army Staff and HQ FORSCOM/TRADOC activities and maintains a library of numbered FORSCOM and TRADOC publications. To provide a means for exchange of documents between the commands, a daily courier service operates between the Liaison Office and HQ TRADOC, and the Defense Post Office operates a daily command pouch between HQDA and HQ FORSCOM. REFERENCE DACS-DS Memo, FORSCOM/TRADOC Liaison Office. CONTACT: See code 57, Part II, Appendix D. FORUM The U.S. Army Forum is a network of volunteer soldiers and civilians who contribute useful, innovative perspectives and approaches to critical Army issues. As of 2 May 1988, the U.S. Army Forum had 1,800 members participating on 50 subnets. Each subnet is a group of people who share a common interest or area of expertise. The U.S. Army Forum uses a computer based teleconferencing system for group discussion, group decisionmaking and exchange of messages and information among subnet participants who are not physically co-located or working on identical time schedules. The computer system maintains public discussions and private messages for the Forum participants at all times. The U.S. Army Forum is administered by the Commander, Decision Systems Management Agency, through the Director of Management. CONTACT: HQDA (CSDS-FM) See code 45, Part II, Appendix D. FREEDOM OF INFORMATION (5 USC 552) The 1974 amendments to the Freedom of Information Act (FOIA) imposed certain time limits on responding to public requests for information. In general, requests must be acted on within 10 working days of receipt by the action office. Although certain exemptions (e.g., classified records) exist, Army policy is to provide maximum disclosure within the limits of National Security. For specific procedures in handling FOIA actions, contact your FOIA representative or administrative officer. REFERENCE: AR 34Q-17, Release of Information and Records from Army Files. CONTACT: See code 46, Part II, Appendix D. INFORMATION SYSTEMS COMMAND (SC) LIAISON OFFICE The USAISC Liaison Office provides assistance to action officers in coordinating activities between Army Staff and HQ, USAISC. The Liaison Office is a general source of information for USAISC activities worldwide. The Liaison Office maintains files on selected major USAISC programs/projects for a limited period of time. There is no daily courier service or daily command pouch service between the Liaison Office and HQ, USAISC. CONTACT: See code 57, Part II, Appendix D. INTERNATIONAL STANDARDIZATION ACTIONS Some staff officers will deal with actions relat ing to International Standardization. These actions result from the United States being a signatory to International Agreement, e.g, NATO, ABCA, SEATO, and CENTO. In most cases, the action required is to provide Army comments or input. However, in other cases, selected staff officers are required to represent the United States at international meetings, either as the principal representative or as backup to the principal. Because of the unique aspects of dealing in the International Standardization arena, you should become familiar with the basic pro cedures. REFERENCE: AR 34-1, United States Participation in International Military Rationalization/Standardization/ lnteroperability (RSI) Program. CONTACT: See code 53, Part II, Appendix D. JOINT CHIEFS OF STAFF ACTIONS Most officers assigned to the Army Staff will deal with OJCS actions from time to time and in some cases frequently. Usually, it's a case of the Army being asked to comment on or provide input to a Joint Staff Action Paper. Various terms are assigned to staff action papers at OJCS level that are not common to the Army Staff, such as: Flimsy, Buff, Green, Red Stripe, and Blue Bullet. Your agency Joint Action Control Officer should be able to answer any questions not covered by the Army Handbook for Joint Actions. See Part II, Appendix C, for glossary of Joint Actions terminology. CONTACTS: Your Agency Joint Action Control Officer. Also see code 54, Part II, Appendix D. LEGISLATIVE AFFAIRS Some staff actions such as drafting a legislative proposal can be expected to have legislative implications. Because of the considerations asIf unable to identify the Army counsel resociated with such actions, especially in the area sponsible for a particular case, contact the Litof coordination, you should check out all proigation Division. In particular, do not comment oncedural requirements before proceeding. pending litigation without first obtaining theThe Chief, Legislative Liaison, is responsible concurrence of the responsible Army litigationto the Secretary of the Army and is responsive to counsel.the Chief of Staff for the formulation, coordina REFERENCE: tion, and supervision of policies and programs concerning the Army's relations with Congress. AR 27-40, Legal Services: Litigation. However, other agencies also have a prescribed See code 58, Part II, Appendix D. role. The ASA(FM) Budget Liaison Office, for example, is responsible for liaison with the MANPOWER MANAGEMENT Appropriations Committees of the Congress. Manpower Management can be viewed as aIn any action you are associated with, be alert process. It involves both spaces (representingto possible congressional interest. positions and their associated dollar costs) andREFERENCES: people. AR 1-20, Legislative Liaison. The process begins with the allocation offunds based on, and supporting, a manpower SOP, Responsibilities in Connection with Army authorization level. Spaces are then suballo Appearances Before Committees of Congress cated to HQDA organizations. Next, tables of and Other Related Actions (published by DACSdistribution and allowances (TDA) are devel DMC). oped or existing TDAs are adjusted.CONTACT: HQDA departmental manpower authorization See code 56, Part II, Appendix D. levels are fixed, in aggregate, by Public Law,Executive Orders, and Secretary of the ArmyLITIGATION decision. Due to limited resources available, manpower Issues involved in actions assigned to the increases in one activity are normally offset by a HQDA Staff are often the subject of litigation corresponding decrease somewhere else. Agenbrought by or against the Army and its officials in cies and activities are usually required to absorbFederal courts. At any moment, more than 1300 new missions by directing effort from lowersuch cases are pending challenging Army perpriority functions. Introduction of labor-savingsonnel, procurement, environmental, operational devices and systems is a continuing means ofand other decisions and policies. The Judge making maximum use of those manpower reAdvocate General (TJAG) is responsible to sources that are available.defend the Army, its military and civilian officials Office, Secretary of the Army activities submitand employees in civil litigation in Federal, state a request for any increased authorization throughand foreign courts. Attorneys assigned to the the Administrative Assistant to the Secretary ofLitigation Division, OTJAG, fulfill this responsithe Army. Army Staff activities submit requestsbility in cooperation with attorneys of the to the Office, Chief of Staff. Department of Justice.Even seemingly routine actions may seriously REFERENCES: damage or embarrass Army interests in related AR 5-1, Army Management Doctrine. litigation. When the subject matter of an action is AR 10-5,Organization and Functions, Departin litigation, or there is reason to believe litigation ment of the Army.is imminent, it is essential to coordinate the proAR 570-4, Manpower Management.posed action with the Army attorney in the LitGSA-Organization and Functions Manual.igation Division responsible forthe case. This is CSR 10-5, Organizations and Functions, especially true in replying to inquiries from outArmy Staff. side the Department of Defense, including mem bers of Congress and the news media, or taking CONTACTS: administrative actions which might serve to Agency/Activity Manpower Management Of reverse or alter actions previously taken, which ficer (Part I, Appendix D). have since become the subject of actual litigation. Also see code 61, Part II, Appendix D. 16 MEMORANDUMS (USE OF) MULTIPLE-ADDRESS LETTERS (HQDA) The memorandum is the primary internal corThese multiple-address letters (normally sent respondence format for HQDA. There are two to three or more addresses) bear the authority basic types of memorandum. line BY ORDER OF THE SECRETARY OF THE ARMY and are signed by the Administrative Action memorandums are used to submit recommendations and staff actions which require Assistant to the Secretary of the Army. They are used to convey short term guidance or informa decision/signature by an official in OCSA or tional material to major Army commands and/or OSA.Information memorandums are used to proHQDA agencies. Such letters are not used to vide information not requiring a decision or sigchange an official DA publication, issue longnature by an official in OCSA or OSA. term policy, direct action of a continuing nature, DA Memo 340-15 outlines procedures and forward information that requires dissemination by addressees to subordinate commands, or formats. forward draft copies of official publications with REFERENCE: instructions to use the draft, pending receipt of DA Memo 340-15, Staff Action Process. the printed publication. HODA letters must contain an identifying three-part number: a subject series (table 2-1, MESSAGE PREPARATION AR 310-2); the last two digits of the year in Staff Communications Control Division (SCD), which issued; and a serial number within the Pentagon Telecommunications Center (PTC), yearly series, e.g., HQDA Letter 600-88-1. All exercises command and control for the Secreletters specify an expiration date which will not tary of the Army and the Chief of Staff over exceed 2 years from date of publication. messages originated by or addressed to HODA, A HODA letter should be typed in final form on except those exempted by DA Memo 105-1. Department of the Army letterhead stationery. Guidance for message preparation can be File reference, letter number, expiration date, found in DA Memo 105-1 and AR 105-31. Your and signature should be omitted. The letter agency's communications section will provide should then be sent to the Plans and Projects answers to specific questions regarding mesDirectorate (SAAA-PP), Room 3E741, Pentagon, sage preparation or message dispatch which are for final processing. not addressed in basic references. Problem REFERENCES: areas encountered in the dispatch of messages or message processing should be referred to AR 310-2, Identification and Distribution of that section. Additional assistance can be proDA Publications and Issue of Agency and Comvided by the SCD Operations Officer. mand Administrative Publications. All messages must be transmitted from PTC CONTACTS: by means of Optical Scanners. Check with your agency's communications section to determine Agency Publications Control Officer. if your messages must be typed in OCRE font on Also see code 67, Part II, Appendix D. DD Form 173 (OCR) Joint Messageform. Those messages received from agencies authorized to OFFICE ADDRESS SYMBOLS use another form must be retyped, with the chance of error introduced and delay as well. Correspondence procedures call for the use You can speed the process and ensure accuracy of office symbols in addressing correspondence by preparing your messages on DD Form 173 and mail within HQDA.In addressing mail (enve (OCR). lopes and messenger envelopes of the SF 65 series), make sure that the correct completeREFERENCES: address contains all the elements specified in AR • AR 105-31, Record Communications. 340-9 with no extraneous symbols. DA Memo 105-1, Staff Communications. Official Use paid indicia envelopes or labels may not be used for reply mail except when theCONTACTS: request is to another Army activity, agency or Agency/Activity Administrative Officer. installation. All other correspondence which Also see code 64, Part II, Appendix D. encloses a preaddressed envelope or label for 17 ease of response must use "Business Reply" envelopes and labels. REFERENCES: AR 340-9, Office Symbols. AR 340-15, Preparing and Managing Correspondence. CONTACTS: Agency Administrative or Records Management Program Officer. OFFICIAL MAIL COST CONTROL PROGRAM HQDA is required to reimburse the US Postal Service for Army-wide use of penalty postage and fees. AR 340-3 establishes the DA Official Mail Cost Control Program and sets forth policies and procedures for holding official mail costs to the minimum consistent with required delivery date, security, and accountability requirements. It also provides policy and guidance on official indicia mail, addresses the procurement and use of postage metering equipment, the selection of mail classes and special mail services, consolidated mailings, and permit mailings. REFERENCE: AR 340-3, Official Mail Cost Control Program. CONTACTS: Agency Official Mail Control Officer (OMCO). Also see Code 70, Part II. Appendix D. OPERATIONS MANAGEMENT INFORMATION SYSTEM (OPTIMIS) OPTIMIS is an easy to use computerized ser vice that allows an Army Staff action officer to access unclassified data bases from any personal computer. Three data bases currently reside on OPTIMIS; Action Officer (AO), Redbook, and MAFFA. AO identifies completed actions, reports and studies, directives, and other ADP systems. AO serves as a sophisticated reference system of various information sources to assist the action officer in research efforts. The unclassified version of the Army I nformation Book (REDBOOK) exists as a data base in OPTIMIS. It is designed to provide action officers a single authoritative source of information about Army policies and programs. The MAFFA data base is an automated version of AR 25-400-2, MARKS. The database allows full text search in looking through the Army Regulation to locate the needed file number, descriptions, disposition and other information designed to help identify the Army File number ing system. Electronic Mail is the most popular utility on OPTIMIS. The MAIL utility allows a user to send electronic messages to other users, either inter nal or World Wide (DON), in a matter of minutes. The computer is operational 24 hours a day, 7 days a week and may be accessed via a wide variety of computer terminals, communicating word processors and personal computers. The computer will prompt and guide you through your queries in easy-to-understand language. OPTIMIS can be a valuable tool in maximizing research efforts and is capable of saving the individual action officer hundreds of manhours. See code 71, Part II, Appendix D. OPERATIONS SECURITY (OPSEC) OPSEC is the protection of military operations and activities resulting from the identification and subsequent elimination or control of intelligence indicators which are susceptible to hostile exploitation. OPSEC coordinates physical security, information security, signal security, and deception/countersurveillance activities plus certain aspects of intelligence, counterintelligence, electronic warfare, and psychological operations. The Deputy Chief of Staff for Operations and Plans is responsible for the Army OPSEC program which is monitored through the DA OPSEC Steering Committee. Unlike most security programs, OPSEC is concerned with both classified and unclassified information if such information can provide indicators to hostile intelligence revealing friendly sensitive operations or activities. In this context, while one piece of information may not be classified an aggregate often should be protected. Particular attention should be given to this OPSEC consideration in the preparation of messages discussing operational and readiness matters. Often, the use of FOR OFFICIAL USE ONLY and ENCRYPT FOR TRANSMISSION ONLY is appropriate. OPSEC support can be obtained by contacting the Pentagon Resident Office. REFERENCES: AR 340-17, Release of Information and Records From Army Files. AR 530-1, Operations Security. CSR 15-21, Department of the Army Operations Security Steering Committee. CONTACTS: See code 33, Part II, Appendix D. See code 74, Part II, Appendix D. ORGANIZATION AND FUNCTIONS-HODA Basic responsibilities of HQDA (OSA and the Army Staff) are approved by the Secretary of the Army and described in AR 10-5 and DA General Orders. Organization and functions for each Army Staff agency are approved by the Chief of Staff and are covered by CSRs in the 10 series. In order to understand these CSRs, you need to have a good working familiaritywth CSR 105, Organization and Functions: Army Staff. If your boss asks you to identify those organizations on the Staff having responsibility for Operational Readiness, for example, CSRs in the 10 series will give you the answer, identifying involvement with the function down to division level across the Staff. Usually, several agencies will have involvement with a functional area even though only one has overall Army Staff re sponsibility. CSR 10-5 describes how to prepare a CSR on organization and functions in the 10 series, defines the four types of Army Staff functioning (i.e., Staff, Management Support, Monitorship, and Operational), and lists those discrete basic subject functions (over 180) authorized to be performed by the Staff. Under the current system, every man-year of staff effort, or function thereof, can be directly tied to one of those basic subject functions. AR 570-4 will tell you about staffing stand ards, organizational criteria, and other informa tion essential to an office manager. Also see MANPOWER MANAGEMENT. REFERENCES: AR 10-5, Organization and Functions, Depart ment of the Army. OSA Organization and Functions Manual. CSR 10-5, Organization and Functions, Army Staff. CSR 10-10, Office, Chief of Staff, Army. CSRs in 10 series (a separate CSR for each Army Staff agency). CONTACTS: Agency Manpower Management Officer. Also see code 75, Part II, Appendix D. PLANNING, PROGRAMMING, BUDGETING AND EXECUTION SYSTEM (PPBES) The Planning, Programing, Budgeting and Execution System is the title for a series of processes and events that comprise DOD's resource management system. PPBES is a cyclic process where the resources to be spent are reviewed annually for several years in advance. In each of three phases, OSD issues guidance; the Services, defense agencies and the JCS request resources; and SECDEF issues a decision. As a particular year nears the budgeting phase, the issues become less planning oriented and more resource constrained. Each phase is delimitated by the documents that are exchanged. The cycle begins with the planning phase when the JCS issues the Joint Strategic Planning Document (JSPD) which proposes strategy and recommended force levels needed to attain national military objectives. Based on this document, OSD issues the Defense Guidance (DG) which provides general strategy for the mid-range planning phase. It precedes and guides the draft DOD Consolidated Guidance (CG) memorandum that is published for formal review and comment by the Services. Changes are recommended by Service chiefs and decided by the SECDEF. The resulting changes are published in the final CG that be gins the formal programming phase. The CG provides programming guidance and sets re source levels. The Services respond with their Program Objective Memoranda (POM) stating requirements for resources and justifying pro grams. The Army POM is developed by combin ing many packages of required resouces. Each package is called a Management Decision Pack age (MDEP). New MDEPs and changes to old MDEPs enter the Army programming process from many sources. Major Army Commands (MACOMs) submit new MDEPs or changes to existing MDEPs in a document called Program Analysis and Resource Review (PARR). PARRs are reviewed by the DA Staff and are one of the inputs used in assembling MDEPs for use in preparing the Army POM. The JCS then submits to OSD a Joint Program Assessment Memoran dum (JPAM) assessing the capabilities and risks associated with the POM force. A period of for mal discussions (program review cycle) follows and concludes with the SECDEF decisions in the Program Decision Memorandum (PDM) on the acceptability of the proposed programs and resource levels. In the budget phase, PDM resource levels are translated into the upcoming Service budgets. These are reviewed by OSD and modified by Program Budge Decision. What survives is voluminously documented and submitted to Congress as the DOD portion of the President's Budget. REFERENCES: AR 1-1; Planning, Programming, Budgeting, and Execution System, dated 9 July 1986. DA PAM 5-9; Planning, Programming, Budgeting, and Execution System, dated 1 August 1986. DA PAM 5-XX (Draft); Management Decision Package (MDEP) Procedures for Program Development, dated 15 December 1987. PRIVACY ACT The Privacy Act of 1974 imposes some severe limitations upon all Army personnel. In general, the Act requires that all systems of records be reported in the Federal Register, that no unnecessary personal information be collected from employees, and that all employees be allowed to see records maintained on them. All staff officers should become familiar with the Army Privacy Regulation (AR 340-21) which states how requests for information are to be processed and what actions are legal under the Act. The AR also names the Access and Amendment Refusal Authorities (AARA) who are the only individuals who may deny access to or amendment of a record under the Privacy Act. If you receive a Privacy Act request, check with your Privacy Act officer for guidance on processing and answering the inquiry. For extremely sensitive issues, The Judge Advocate General's Office can provide necessary assistance. Because criminal penalties can be levied against individuals who willfully violateselected sections of the Act, it is critical that all staff officers read the Privacy Act and acquaint themselves with the privacy efforts currently 1 underway in the Army. ' REFERENCE: AR 340-21, The Army Privacy Program and AR 340-21 Series (System Notices and Exemption Rules). CONTACT: See code 83, Part II, Appendix D. PUBLIC AFFAIRS Almost everything the Army does, classified or unclassified, has an impact on the American public. Consequently, staff officers should con sult with OCPA, Policy and Plans Division (SAPA-PP), on every action which may have the slightest impact on the public or the Army's internal audience. Because the Army and DOD must speak with a single voice, all news releases and contacts must be coordinated with OCPA. If you are unsure of whom to contact, your agency executive officer or public affairs liaison officer can assist you. While you are assigned to the DA Staff, you may have an official or personal reason to have a manuscript cleared for open publication or delivery as a speech. These manuscripts should be sent to the Office of Security Review, (SAPAOSR). Allow 5 to 8 days for speeches and 30 days for clearance of magazine articles. There are several basic ways information can reach the public: through a news release, direct contact with a news media representative, DA speakers before ciyilian groups, etc. If your message is for soldiers and their families or other elements of the Total Army's internal audience, you should contact OCPA, Command Information Division (SAPA-CI). That division provides information to the field in many forms such as "Soldiers" magazine, ARNEWS, Commander's Call, Sergeants Business, and Soldiers Radio and Television Service. REFERENCE: AR 360-5, Public Information. AR 360-61, Community Relations AR 360-81, Command Information DA Memo 360-9, Review and Clearance of Information for Release Outside the Department of Defense. CONTACTS: Agency Public Affairs Liaison Officer. Also see code 85, Part II, Appendix D. PUBLICATIONS PRINTING SCHEDULE In the planning process, action officers must consider the time required to get the publication to the user. For example, processing, reproduction, and distribution of HQDA letters can be completed in 8 to 10 workdays plus mail time. A draft of a circular 'with up to 12 doublespaced pages of manuscript requires approximately 17 workdays to print and distribute from the Publications Center. This includes 5 days for processing to the printer, 7 days for printing, and 5 days for distribution. To this time must be added mail time as is indicated in figures 7-8 and 7-9, AR 340-3, dated 10 June 1976. Publications with a greater number of pages, illustrations, or new forms require additional time. REFERENCES: AR 310-3, Preparation, Coordination and Approval of DA Publications. AR 340-3, Official mail. CONTACT: See code 7, Part II, Appendix D. PUBLICATIONS REGULATING HQDA HODA, like any Army organization, operates under two series of regulations: Army-wide regulations and local publications. a. Army Regulations (AR). There are ARs that only apply to HQDA and Army activities in the National Capital Region (NCR). A good example is AR 1-21, Administrative Space Management. b. DA Memorandum (DA Memo). Such memorandums apply to HQDA (i.e., both OSA and the Army Staff) and sometimes the US Army Military District of Washington (MOW). c. HQDA Letter (formerly referred to as TAG letter). These multiple-address letters are used to convey short-term policy guidance or information in correspondence format to major Army commands (MACOM) or HQDA elements/agencies. Such letters carry a 2-year expiration date (maximum) and are not used to disseminate information properly covered by DA Circulars or Army Regulations. d. DA Circulars. The DA Circular is used for instructions relating to one-time actions and information of a temporary nature having both Army-wide and/or HQDA impact. Expiration date cannot exceed 1 year. As compared to the HQDA Letter, the DA Circular is a "shotgun" instrument; whereas, the former has only a few addresses. e. OSA Memorandum (OSA Memo). These memos apply only to the Army Secretariat and its SSAs and contain either original material or supplement ARs, CPRs, or other directives. f. Chief of Staff Regulation (CSR). The CSR covers policies, instructions, procedures, and information of a continuing nature applicable only to the Army Staff. g. Chief of Staff Memorandum (CSM). The CSM is a multiple-address, correspondencestyle publication containing policies, instruc tions, and information of a temporary nature. They are applicable only to the Army Staff. Policies with long-term implications are sometimes published initially as a CSM and later as a CSR DA Memo, or AR. ' h. Building Administrative Instructions, Manuals, and Circulars. The publications are issued by DOD Building Administrators in each of the major buildings in the NCR and normally apply to all building occupants. In some cases, such publications are addressed to specific agencies. Content may be either directive or informational in character. See Washington HQs Services Building Circulars. In addition to the above, the heads of each Army Staff agency are authorized to issue basic administrative instructions pertaining to their agency or its field extensions. They may also issue supplements to ARs, as authorized by AR 310-3 and AR 310-2. However, supplements are considered part of the basic regulation. Also see ARMY REGULATIONS AND DIRECTIVE and MULTIPLE-ADDRESS LETTERS (HQDA). REFERENCES: AR 310-1, Publications, Blank Forms, and Printing Management. AR 310-2, Identification and Distribution of DA Publications and Issue of Agency and Command Administrative Publications. AR 310-3, Preparation, Coordination, and Approval of Department of the Army Publications. DA PAM 310-20, Administrative Publications: Action Officers Guide (Annotated version). DA PAM 310-1 Consolidated Index of Administrative Publications and Blank Forms. OSA: Index of OSA Office Memoranda Series. CSR 310-1, Index of Chief of Staff Regulations. CSR 310-2, Army Staff Publications. Hoffman Building Administrative Manual. Nassif Building Administrative Manual. Commonwealth Building Administrative Manual. CONTACTS: Agency Publications Control Officer. Also see code 86, Part II, Appendix D. RELATIONSHIPS-ARMY SECRETARIAT AND ARMY STAFF The Office of the Secretary of the Army is composed of the Secretary; the Under Secre tary; five Assistant Secretaries; the General Counsel; the Administrative Assistant; the Direc tor of Information Systems for Command Con trol, Communications and Computers; The In spector General, The Auditor General; the Chief of Legislative Liaison; the Chief of Public Affairs; and the Office of Small and Disadvantaged Bus iness Utilization; and such staff as may be re quired. The elements are referred to as the Secretariat. The Secretary of the Army (SA) is responsible for the conduct of all affairs of the Department of the Army subject to laws and other acts of Con gress and to the direction, authority, and control of the President and of the Secretary of Defense. The Chief of Staff, in addition to other duties prescribed by law, is the principal professional military assistant and advisor to the SA and is authorized by him to supervise the members and organizations of the Army. Formalities related to the relationships between the Secretariat and the Army Staff are explained in DA Memo 10-7. Functional responsibilities of the Secretariat and the Army Staff are contained in AR 10-5. Relationships between the two staffs are char acterized by an extensive network of informal information channels. Daily coordination and exchange of information between members of the Secretariat and the Army Staff are essential in assuring well integrated staff work. All memo randa prepared by the Army Staff must address coordination with the Secretariat. Also see STAFF ACTION CONTROL PROCESS REFERENCES: AR 10-5, Organization and Functions: Department of the Army. DA Memo 10-7, Relationships Between the Secretariat and the Army Staff. DA Memo 340-15, Staff Action Process. CONTACT: See code 89, Part II, Appendix D. RELEASE OF PERSONNEL When the news media announce (before normal working hours) that the Federal government wi II be closed because of weather or other emergency, individuals designed as essential personnel are still expected to report to work. In the event that (during normal working hours) Federal workers are to be released early, the Office of Personnel Management will notify agency personnel directors by telephone of the dismissal notice. Personnel will then be released by zones; those employees living in counties farthest from the Beltway will be released first, those living in the District will be released last. Your personnel office can help you identify in which zone you live. REFERENCE AR 1-13, Release of Personnel. CONTACT: See code 90, Part II, Appendix D. REPORTS (MANAGEMENT INFORMATION), INITIATION OF REQUIREMENTS FOR Think twice before you initiate a requirement for information. Most requirements for data submission (report from one agency to another) are controlled by assigning a Requirement Control Symbol (RCS). Some are exempt, depending on use of the data. New information requirements must be justified and approved based on essentiality and cost. See your agency Management Information Control Liaison Officer for guidance in formulat ing, initiating, or revising an information requirement and estimating the resource implication of the request. But FIRST determine if the data are already available elsewhere; check with ARCS (Automated Reports Control System). ARCS is a system for control of HQDA recurring information (reporting) requirements. The currently approved controlled requirements are maintained in an automated inventory which can be interrogated via remote terminal using RCS of keyword (descriptor term) retrieval. Interrogation of the control data can be used to determine if similar approved requirements already exist (if so, think of the time and money you save). REFERENCE: AR 335-15, Management Information Control System. AR 335-11, List of Approved Recurring Management Information Requirements. CONTACT: Agency Management Information Control Liaison Officer. SAFETY AND OCCUPATIONAL HEALTH declassification or, mark the document "OADR" (Originating Agency's Determination Required). OFFICE c. It facilitates the promulgation of classificaThe CG, Military District of Washington, is tion guides by permitting their issuance by anresponsible for providing accident prevention official who has program or supervisory respon leadership for and safety support to HQDA, its sibility over the information and is authorized to assigned staff support and field operating agen classify information originally at the highest levelcies in the NCR. of classification prescribed in the guide. Commensurate with this responsibility, each d. Information may be classified if its unauthoragency has designated an official to ensure ized disclosure "resonably could be expected"compliance with the Army Safety Program. to cause damage to national security. REFERENCES: e. Unrestricted access to reproduction machines can save many hours of work. It can also DA Memo 385-2, Headquarters, Department cause serious security hazards unless the operaof the Army Safety Program. tor is familiar with the security aspects of reproAR 385-10, The Army Safety Program. duction. Classified material which is reproducedAR 385-40, Accident Reporting and Records. is required to be brought under the same control as the parent document. Classified material CONTACT: should be reproduced only in areas specificallyAgency Safety Officer (Part I, Appendix D). designated for this purpose. Individuals who work with classified material SECURITY should become familiar with both DOD 5200.1-R and AR 380-5. Executive Order 12356 (2 April1982), National Also see COUNTERINTELLIGENCE Security Information, caused important changes SERVICES. to be made in security procedures throughout the Government. Some of the changes are cited REFERENCES: below. DOD 5200.1-R, Information Security Programa. Authority to exercise original classification Regulation. is restricted to those who are designated in writAR 380-5, Department of the Army I nformaing. The authority is personal and cannot be tion Security Program. delegated. b. It eliminated the General Declassification CONTACTS: System. Classified documents must now reflect Your Agency Security Manager (see Part I,a specific date or event (certain to occur) for Appendix D). Also see codes 33 and 94, Part II, Appendix D. STAFF ACTION CONTROL PROCESS The Executive Communications and Control , (ECC) Office within the Office of the Secretary of the Army and the Office of the Chief of Staff serves as a clearing house for all substantive actions related to the Headquarters, Department of the Army. It also acts as the point of contact for Principal Officials, Headquarters, Department of the Army and, in appropriate instances, the White House, the Defense Secretariat and Joint Chiefs of Staff. ECC can quickly give you the status of any action being worked by the HQDA Staff, as well as advice on processing papers for decision. Suspense control is monitored by this office. Requests for extensions to HODA Staff supenses established by OSA, OCSA or higher authority 23 will be processed through ECC. CONTACT: See code 96, part II, Appendix D. STUDIES (INITIATING AND PROCESSING) Studies on any subject which require either support by a civilian contractor, or support by other Staff agencies, major commands, or the U.S. Army Concepts Analysis Agency (such that tasking by a directive is indicated) come under the cognizance of the Office of the Secretary of the Army and, therefore, require certain special procedures. The Office of the Secretary of the Army, Office of the Chief of Staff, and each Army Staff agency have a Study Coordinator who is an expert on these matters. When you are assigned a study project, your first reference point should beAR 5-5. Next, consult with the Study Coordinator in your agency. Another prime source of information is the Army Study Section in the Pentagon Library. This covers a large collection of Army studies. Also, the Study Section has a computer terminal for retrieval of study information from the Department of Defense Technical Information Center (OTIC). Another source of studies and references is an OPTIMIS data terminal which is also located in the Library for information retrieval purposes. Use of this retrieval system may save you from plowing ground that has already been covered. If the authoritative work is current, use it as it applies to your task. REFERENCE: AR 5-5, The Army Study System. CONTACTS: Agency Study Coordinator. Also see code 97, part II, Appendix D. SUGGESTION PROGRAM All personnel, both miltary and civilian, are encouraged to participate in the Suggestion Program. Suggestion forms can be obtained through your Administrative Office. The program is administered through civilian personnel channels. Monetary awards.are given for suggestions that lead to substantial dollar savings. All employees who have suggestions approved receive some form of recognition. REFERENCE: AR 672-20, Incentive Awards. CONTACT: See code 98, Part II, Appendix D. TRIP BOOKS A trip book is a compilation of selected subjects requested by principal officials of OCSA and OSA in preparation for and as an aid during visits to commands, installations, and activities within and outside the continental United States. The Office of the Chief of Staff has the primary responsibility for preparation of trip books for the Secretary of the Army, the Chief of Staff, the Under Secretary of the Army, and the Vice Chief of Staff. Trip books for other HQDA officials are prepared by the traveler's office. All Staff agencies are responsible for providing input as required and may be requested to prepare complete trip books when the traveler's interest is primarily within the agency's area of responsibility. Data is submitted in the information paper format as prescribed in DA Memo 340-15. Details on trips books are contained in DA Memo 1-22. REFERENCE: DA Memo 1-22, Trip Books. CONTACT: See code 101, Part II, Appendix D. WASHINGTON HQs' SERVICES BUILDING CIRCULARS The Washington Headquarters Services (WHS) Building Circular system is designed to provide timely information to occupants of the Pentagon and all other DOD occupied facilities in the National Capital Region. This system ensures that personnel are informed of important developments and changes in building administration and services (e.g., parking policies, food services, repair and maintenance projects, energy conservation initiatives, etc.) CONTACT: See Code 78, Part II, Appendix D. WHITE HOUSE CORRESPONDENCE Correspondence from the White House is normally routed to the action agency by the White House Liaison Office (WHLO) in the Executive Communications and Control (ECC) Office, Headquarters, Department of the Army. All communications addressed to the President and referred to DA for action must be acknowledged by the close of business of the HQDA suspense date. Only incumbents of those positions listed in AR 1-9are authorized to sign replies to White House correspondence. Normally a White House Fact Sheet is used to transmit information requested by or deemed essential for the White House. Fact sheets requested by the White House through OSD are transmitted by a covering memorandum which can be signed only by those officials authorized in AR 1-9. Full particulars on format and procedures related to White House Fact Sheets are found in DA Memo 340-15. REFERENCES: AR 1-9, White House Liaison, Communications, and Inspections. DA Memo 340-15, Staff Action Process. CONTACT: See code 102, Part II, Appendix D. WHITE HOUSE LIAISON The White House Liaison Office (WHLO) in ECC conducts liaison between HQDA and the White House through OSD (Office of the Special Assistant to the SECDEF) on all matters, except processing legislation (which is the responsibility of the CLL and ASA(FM)) and those matters processed through the JCS, OSD, or OSA. All written and telephonic contacts with the White House are coordinated with the WHLO. The WHLO will be informed promptly of any written requests received direct from the White House prior to taking any action. This policy excludes requests directed to, or correspondence processed in, the Office of the Secretary of the Army. REFERENCE: AR 1-9, White House Liaison, Communications, and Inspections. CONTACT: See code 103, Part II, Appendix D. WRITTEN COMMUNICATIONS DA Memo 340-15 and AR 340-15 give guidance on preparation of correspondence. SECTION Ill PROFESSIONAL SERVICES/SUPPORT AVAILABLE ADMINISTRATIVE SERVICE CENTERS Administrative Service Centers (ASC) are located in all major DA-occupied buildings. ASCs provide a full range of common use, expendable supplies and forms, as well as reproduction services. Expendable supply items normally not stocked will be procured on special order if requested. Special supply items urgently needed may be procured on short notice if circumstances justify. A pass is required to gain admittance to ASCs. An orientation visit to your nearby ASC will give you an awareness of the variety of supplies available. REFERENCE: AR 1-6, Administrative Service Centers. CONTACT: See code 1, Part II, Appendix D, for list of ASC locations and phone numbers. AUDIOVISUAL SERVICES HQDA receives a full range of audiovisual services from the U.S. Army Visual Information Center. The services are: still and motion picture photography, still photo laboratory sciences, television services with video taping and kinescope capabilities, motion films and still photo library services, projection room and auditorium facilities for previewin9 or showing audiovisual materials, and loan of portable AV equipment. I Also available are: audiovisual presentation design and facilities engineering consultant services; graphic arts services (including illustrations, reproduction of black and white or color transparencies, slides, TV and film title and storyboards, flip charts, viewgraph transparencies, signs, posters, etc.); self-service facilities for the rapid production of "first cut" transparencies and other briefing materials. Some agencies continue to have organic graphic arts support. OSA has a Graphics Section and OSA personnel may use that facility in arranging for any form of graphic arts support. CONTACTS: Agency graphic arts facility, as appropriate. Also see code 8, Part II, Appendix D. AUTOMATIC DATA PROCESSING (ADP) SUPPORT At HQDA, you will be confronted with a complex environment, and to compound this complexity you will find an assortment of hardware, software and systems. There are several places you can go for assistance as an action officer or decisionmaker. First, you may contact your agency Information Management Officer (IMO) or Decision Systems Management Officer (DSMO) who can provide support related to a particular staff area. Second, you may contact the HQDA Training and Assistance Center (TRAAC). The U.S. Army Decision Systems Management Agency (DSMA) collaborated with Information Systems Command -Pentagor:1 to establish the consolidated Center. This facility combines functional user training and expert technical assistance in one office. Army computer users can call or visit anytime during normal business hours and get direct answers or technical assistance, or schedule training. An action officer or decisionmaker at HQDA may use HQDA Decision Support Systems, the Broadband Cable Network, the ASG System or the DON Gateway. At HODA, there are multiple office systems such as PROFS and Office Power. There are graphics and text and desktop publishing. There are communications gateways between some systems while others are stand alone. Most are UNCLASSIFIED only; some allow secure connected processing; some up to SECRET in stand alone only. There are systems unique to given functional areas which may incorporate significant office automation capability and may impact on or need to interface with the "general use" office automation systems. Most systems require logonids and passwords. The goal of the HQDA TRAAC is to be a onestop organization for the action officer regardless of his or her automation question or training requirements. REFERENCES: AR 25 series. CSR 18 series. TB 18 series. CONTACTS: See code 9, Part II, Appendix D. BUILDING ADMINISTRATION The Deputy Assistant Secretary of Defense, Administration (Director, Washington Headquarters Services), is responsible for centralized management of GSA controlled or leased buildings in the National Capital Region. This responsibility is exercised through the WHS Building Administration Division and full-time DOD Building Administrators assigned to each major building and area. The on-site DOD Building Administrators are responsible for the following: a. Space management: onsite DA approval authority for most alteration and construction requests; monitors all physical moves and space utilization. b. Internal security: overall physical security (except Pentagon) plans and activities of the building; determines and supervises execution of building admittance procedures to include establishing building security hours and pass requirements. Overall physical security for the Pentagon is the responsibility of the Space Management Services Division (Director, Washington Headquarters Services). c. Official interbuilding transportation: represents tenants with responsible authorities on population, bus schedules, etc. d. Special contingency plans: develops and monitors implementation of plans to cope with bomb threats, civil disturbances, etc. e. Fire prevention and civil defense: develops and maintains overall building plans to reduce the possibility of fires and safeguard tenants. f. Building safety. g. Parking control. h. Process and monitor trouble calls. All DA assigned/occupied space in the NCR is centrally managed and controlled. Three elements of WHS concerned with space, supplies, and furniture are: Defense Telecommunications Service-Washington (DTS-W), Defense Supply Service-Washington (DSS-W). and Space and Building Management Service-Washington (SBMS-W). SBMS-W represents DA on Armyrelated building space matters, reviews and approves requests for repairs, alterations, improvements, etc., and controls all requests for office relocations to and within the NCR. All requests for office space, furniture upgrade and related issues for Army Staff elements within the Pentagon should be submitted in accordance with applicable regulations. Should the necessity arise, however, Staff Management and Services Division, OCSA, has responsil:>ility for establishing priorities among Army Staff agencies. To initiate action on the above, contact your agency Administrative Officer or Space Management Officer. REFERENCES: AR 1-21, Administrative Space Management. AR 1-29, Telephone and Intercommunications Services in the NCR. AR 1-39, Defense Supply Service-Washington. CONTACT: See code 11, Part II, Appendix D. BUILDING SERVICES All basic building services are obtained through your Building Administrator. These services include trash removal, changing light bulbs, office cleaning, temperature adjustments, rodent control, circuit breakers/blown fuses, water leaks and other trouble calls. Within the Pentagon, most services can be obtained by calling one phone number. Safe repair problems should be addressed to your Security Manager. See also SAFE REPAIRS. CONTACTS: Your Building Administrator. Also see code 13, Part II, Appendix D. (Pentagon personnel only.) BUS TRANSPORTATION (DOD) Scheduled DOD bus transportation is a service to be used to the maximum extent possible, without regard to grade or position. Bus schedules and routes are published in the back of the DOD Telephone Directory. Transfer points are specified. This is a very inclusive bus service that provides service to most federally occupied buildings in the NCR. See also REIMBURSEMENT FOR APPROVED LOCAL TRAVEL. REFERENCE: AR 58-1, Management, Acquisition and Use of Administration Use Motor Vehicles. CONTACTS: Agency Office Motor Vehicle Transportation Officer (OMVTO). Also see code 14, Part II, Appendix D. CONFERENCE FACILITIES For your convenience, a list of conference facilities is shown in Appendix A along with square footage of facility, location, seating capacity, audiovisual and training aids that come with it, organization it belongs to, phone number to call, and rules governing use. COUNTERINTELLIGENCE SERVICES The execution of security policy and plans and the development of requirements for the Pentagon are assigned to the Director, Physical Security Division, Washington Headquarters Services (WHS), subject to the policy direction of the Deputy Assistant Secretary of Defense (Administration). The Pentagon Resident Office (PRO) provides counterespionage and other counterintelligence investigations for the Pentagon. The ~RO responds immediately to all Subversion land Espionage Directed Against the Army (SAEDA) incidents, as well as any attempts to obtain clas sified information on an unauthoriz~d[basis or other actions which endanger national security. I During evening hours, the PRO is ~ervi~ed by a code-a-phone which is monitored ori aregular basis. Your message will be given to an agent who will contact you no later than the following working day. In an emergency, the Office of the Deputy Chief of Staff for Intelligence (ODCSINT) Watch Officer in the Army Operations Center (AOC) has the capability to dispatch immediately an agent 24 hours daily. Agency security managers should contact the PRO for advice and assistance for any of the following: security education, security surveys and evaluations, technical surveys and inspec tions, threat briefings, etc. The Director, Physical Security Division, WHS, is responsible for scheduling and supervising bulk destruction of classified material for the Pentagon. This division maintains liaison with the PCF. REFERENCE: (FOUO) DOD Directive 5100.49, Pentagon Counterintelligence Program. CONTACTS: Agency Security Manager. Washington Headquarters Services (OSD): 3C345, 55052. Also see code 33, Part II, Appendix D. COURIER SERVICE The Armed Forces Courier Service (ARFCOS) is a tri-service agency of the Army, Navy and Air Force responsible for the secure and expeditious transportation of highly classified and sen sitive materials requiring protected handling by courier. Headquarters, ARFCOS and the Washington Station (ARFCOSTA-WA) are located at Ft Meade, MD.. ARFCOSTA-WA is responsible for servicing the metropolitan area of Washington, D.C. Elements in the Pentagon who have TOP SECRET, classified CRYPTO materials or any other qualified materials which meet the criteria specified in AR 66-6 may use the services of the Washington Courier Substation located in the Pentagon. The substation is located in room 1 C-240 and is open from 1000 to 1345, Man, Wed, and Friday. REFERENCES: AR 66-5, ARFCOS Administration and Operations. AR 66-6, ARFCOS Charter. CONTACTS: ARFCOS Representatives. See code 34, Part II, Appendix D. DEFENSE TECHNICAL INFORMATION CENTER (OTIC) The Defense Technical Information Center (OTIC) at Cameron Station is the central depository for technical reports generated by the research, development, test, and evaluation activities of the Department of Defense. Technical reports are also received from other U.S. Government agencies and from several foreign nations on a reciprocal or voluntary basis. OTIC operates, for organizations registered for service, the Research and Technology Work Unit System, a fully automated data bank containing work unit information descriptions of current Defense-sponsored efforts in research and technology. The technical report collection includes more than a million titles. The Army Studies Section of the Pentagon Library has an on-line terminal to the data bank at OTIC. This is extremely useful for bibliographic searches. Also see PENTAGON LIBRARY SERVICES. CONTACT: See code 38, Part II, Appendix D. INSPECTOR GENERAL ASSISTANCE Department of the Army personnel, military or civilian, must be afforded the opportunity to submit complaints, allegations, or requests for assistance to an Inspector General without fear of retribution. Inspector General services for personnel as signed to HQDA Staff or field operating agencies are provided by the U.S. Army Inspector General Agency located in the Pentagon. Individuals may submit their requests in writing, telephoni cally, or in person. The confidentiality of the requester will be maintained. REFERENCE: AR 20-1, Inspector General Activities and Procedures CONTACT: See code 52, Part II, Appendix D. MAPS (WHERE TO OBTAIN) Maps are available to DOD personnel in the Washington area from a variety of sources, including: a. Pentagon Map Supply Branch, Defense Mapping Agency, located in the Pentagon. A large selection of maps covering all countries of the world is available, including topographic, geodetic, hydrographic, aeronautical, CIA, National Geographic, and city maps. There is no charge. b. Federal Records Center, Suitland, Maryland. This is a good place to go for some hard-tofind maps. c. National Geographic Society. d. Center for Military History. CONTACT: See code 60, Part II, Appendix D. MILITARY HISTORY The Center for Military History is located on the fourth floor of the Pulaski Building, 20 Massachusetts Avenue. The Chief of Military History advises the Chief of Staff on historical matters and directs HODA Staff historical activities. Services provided by the Center are described as follows: Reference services. Responds to inquiries pertaining to American military history, conducts research, and prepares brief historical reports. chronologies, bibliographies, and studies. The library has a working area available to staff officers as well as to the general public, and a specialized archival service is available. Organizational history. Determines, prepares, and distributes lineage and honors certificates for TOE units. Supervises the Army's organizational history program. Historical properties and art. Supervises historical properties in Army custody, Army Museum System, and the Army Art Program. Major publications. Publishes major historical works. Completing the series the U.S. Army in World War II, U.S. Army in the Korean War, U.S. Army in Vietnam, and the Army Lineage Series. Publishes official military histories of a special ized nature to include clinical volumes. Staff support. Supports the Army Secretariat and the DA Staff in areas of organizational history, exhibits, and special subjects in response to requests for historical background materials. Analyzes from an historical perspective matters of current and potential strategic, operational, and tactical concern to the DA Staff. Publishes the DA annual historical summary. REFERENCES: AR 870-5, Military History. AR 870-15, Army Art Collection. AR 870-20, Historical Properties and Mu seums. CONTACT: See code 65, Part II, Appendix D. MILITARY PAY MATTERS The Finance and Accounting Office, United States Army Military District of Washington, provides financial services. In-processing can be accomplished at the Fort Myer, Pentagon, or Buzzard's Point offices. No appointment is necessary at the Pentagon Division, but appointments are required for inprocessing at the Fort Myer and Buzzard's Point Divisions. Pay changes and inquiries can be accomplished at all three locations. Travel pay can be applied for at any office: the normal lag-time for TOY travel payment is 5 days. Leave and Earnings Statements are distributed by unit identification code to each agency. You will receive yours through your administrative office. Out-processing is arranged between the officer and personnel office. The personnel office notifies the Finance and Accounting Office of the date and location where the officer will pick up his or her finance records (either the Pentagon or Fort Myer Division). CONTACT: See code 66, Part II, Appendix D. NORTH ATLANTIC TREATY ORGANIZATION (NATO) DOCUMENTS The Central U.S. Registry (CUSR) is the U.S. Government's sole central distribution point for NATO documents. Maintaining a vast collection of NATO documents since the inception of NATO in 1949, and having personnel who are totally familiar with the NATO organization, the CUSR will provide assistance in obtaining NATO documents and information relating thereto, and also provide guidance on NATO document handling procedures. Although the CUSR has direct ties to and deals directly with NATO HQ and Supreme Headquarters Allied Powers Europe (SHAPE), many HQDA staff elements have appointed U.S. NATO Control Officers who are responsible for the control and handling of all NATO material. These designees are located in the element's established U.S. NATO subregistry or control point and are generally collocated in the classified documents control unit. Anyone desiring NATO documents, to include messages, should initially contact their element's NATO Control Officer or as a last resort, the CUSR. REFERENCE: AR 385-15, Safeguarding Classified NATO Information. CONTACTS: Agency NATO Control Officer (Part I, Appendix D). Also see code 68, Part II, Appendix D. NEWS CLIPPING AND ANALYSIS SERVICE (DOD) The U.S. Air Force, as executive agent for DOD, conducts the news clipping and analysis services required by the headquarters activities of DOD. These services include summaries and interpretations of published materials, research and reference services, maintenance of a research morgue containing news and periodical clippings, and daily publication of a compilation of selected current news, editorials, and features concerning Defense affairs. The daily compilation of current news is published in two parts, the "Early Bird" at 0800 hours and the "Late Bird" at 1200 hours, and is available through agency Administrative Officers. The afternoon version, called the "Blue Bird" comes out at 1400 hours. The "Weekender" is also published and available each Monday morning. CONTACT: Agency Administrative Officers. OFFICE FURNITURE AND EQUIPMENT General Services Administration (GSA) and Office of the Secretary of Defense (OSD) have prescribed standards for office furnishings which must be met. New office equipment must be justified in terms of need and trade offs between equipment costs and personnel. Office machines, including typewriters, can not be replaced unless the request is supported by an accompanying condemnation certificate, obtainable through agency supply channels. REFERENCES: AR 1-39, Defense Supply Service Washington. OSA Memo 12-12. Use of Admin Service Centers, Supplies, Furniture, and Equipment. CONTACT: Agency Equipment Program Representatives. OFFICE SPACE The General Services Administration (GSA) and the Office of the Secretary of Defense pre scribe standards for office space. Appendix A to AR 1-21 spells out the space allowance criteria (maximum) by position (e.g., branch chief) and grade level. Space falls into one of two broad classifications: private office space and open office space. AR 1-21 also spells out square footage re quired for various types of office equipment and is, therefore, a useful tool in developing office arrangements. Each Staff agency is responsible for proper distribution and use of occupied space. Policies related to requests for new office space and reporting on adjustments in assigned office space are covered in DA Memo 1-8. Office space in the Pentagon is a limited com modity. Therefore, assigned space may not necessarily conform to the standards specified in AR 1-21. DA policy is to collocate related activities to the maximum extent possible. REFERENCES: AR 1-21 Administrative Office Space. DA Memo 1-8, Pentagon Space Utilization. OSA Memo 12-10, Space Assignments, Office Moves, Building Alterations, and Repairs. CONTACTS: Agency Space Management Officer. Also see code 69, Part II, Appendix D. PENTAGON ENTRANCES Hours of operation, location, telephone numbers. CONTACT: See Appendix D, Part Ill. PENTAGON LIBRARY SERVICES You are encouraged to use the services of the Pentagon Library which you will find to be an excellent information, reference and research resource. It is open to all DOD personnel and enjoys an excellent reputation throughout the National Capital Region. The library is a mixture of old and new. This includes regulations, periodicals and newspap ers that may date back to the early 1800's. You will also find the most recent books, journals, documents, and online search services which cover every subject of current interest to DOD personnel. The library's legal and legislative reference collection is considered to be among the best in the metropolitan area. The Military Documents Section contains a complete set of all current and superseded Army Regulations. All Defense sponsored research can be accessed and ob tained online. The library compiles and distributes topical bibliographies, special reading lists, briefing guides, commemorative publications, a bi monthly bibliography of new acquisitions, and an annual catalog of periodical holdings, all of which are available upon request. When a specific item is not available in the library, it can be borrowed from another facility via the Interlibrary Loan System. The fully automated Pentagon Library fea tures an easy-to-use online public catalog. Li brary staff members are available to assist in use of its system, services and collections. Operation hours are 0900-1600, Monday through Friday, Pentagon Room 1A518. Also see STUDIES (INITIATING AND PRO CESSING). CONTACT: See code 79, Part II, Appendix D. PERSONNEL SECURITY within your time constraints, as well as ensure Personnel security support encompasses the that funds are obligated before the authority granting, revocation, and denial of security expires at the end of a fiscal year. clearances; processing of special category ac REFERENCE: cess requirements; and certification of securityclearances of visitors, be they staff personnel DOD 5335.2-M-1A, Requisitioning Procedures Handbook. visiting a command or other agency/commandpersonnel visiting the staff. Personnel security DOD 5335.2-N-1B support services are provided through the Office, AR 1-39, Defense Supply Service, WashSecretary of the Army (OSA) Security Office. ington. The Security Office issues clearances, briefs CONTACTS:and debriefs personnel on special categoryinformation, and informs each agency of securYour Equipment Program Representative (Part ity clearances issued to assigned personnel. I, Appendix D). A stop at the Security Office is required during Also see code 84, Part II, Appendix D. in-processing and out-processing. Military personnel must have their 210 file and medical PUBLICATIONS (HOW TO OBTAIN) records with them when in-processing. Civilian personnel are processed by the servicing Civ Offices receive DA publications on initial disilian Personnel Office at time of hire. tribution. Each agency or office having a publiThe Security Office will also provide assist cations account should periodically review (at ance in preparing required forms for processing least annually) their subscription forms (DAsecurity clearances. Form 12-R series) indicating those publications and quantities they desire to receive on a Also see SECURITY and COUNTERINTELLIGENCE SERVICES. continuing basis. Changes to previously submitted DA Form 12_:._R series can be made by pre REFERENCES: paring a DA Form 12-99-R (Standard Army AR 604-5, Clearance of Personnel for Access Publications System 12 Series Subscription to Classified Defense Information and Material. Change Sheet) and forwarding to the Publica tion Centers. · AR 690-1, Civilian Applicant and EmployeeSecurity Program. The Publications Center, a counter service OSA Memo 11-1, Security. facility located in room 1B928, Pentagon, keeps CSR 380-3, Personnel Security. a stock of unclassified Army regulations, Armycirculars, DA Memos, CSRs and DOD directivesCONTACTS: and instructions. Publications not stocked by thePentagon Branch can be obtained from the Pub Agency Security Manager (Part I, AppendixD). lications Center, Baltimore, MD. DA Form 4569 (USAAGPC Requisition Code Sheet) is the only Also see code 80, Part II, Appendix D. authorized form used for requisitioning publica PROCUREMENT SERVICES tions directly from the Publication Centers. Instructions for completing this form are found inProcurement services are provided by Defense DA Pam 310-10 (The Standard Army PublicaSupply Service-Washington (DSS-W). Your agentions (STARPUBS) L!Jsers Guide). Blank formscy Equipment Program Representative.or Supply are provided through the Defense Supply SerCoordinator will provide procedural .guidance vice located at Rm 3t3 and 4, Pentagon, 57143.and process your request for procurement of Publications assistance is available from yoursupplies, equipment, and services. activity Publications Control Officer (PCO).It will take DSS-W 45 to 150 days to fill an REFERENCES: approved request. DOD policy requires competi tive procurement of items. Also, there are someAR 310-2, Identification and Distribution oftimes manufacturing delays. For these reasons, DA Publications and Issues of Agency and it is important that you submit your request as Command Administrative Publications.early as possible. Early submission will help DA Pam 310-1, Consolidated Index of Armyensure that contractual requirements are met Publications and Blank Forms. 32 DA Pam 310-10, The Standard Army Publications System (STARPUBS): Users Guide. DA Cir 310-85 series, the Standard Army Publications System (STARPUBS): Revision of the DA 12-series forms. OSA Memo 2-3, Publications, Printing, Policy and Procedures. CONTACTS: Agency Publications Control Officer (Part I, Appendix 0). Also see code 87, Part II, Appendix D. REIMBURSEMENT FOR APPROVED LOCAL TRAVEL You can be reimbursed for local travel, Metrobus, Metrorail, mileage, taxis, and parking fees (civilian only), incident to travel in the National Capital Region (NCR). The NCR includes: District of Columbia; Montgomery and Prince Georges Counties in Maryland; Arlington, Fairfax, Loudoun, and Prince William Counties in Virginia; and the cities of Alexandria, Fairfax, and Falls Church. An lmprest Fund Cashier is available in the Pentagon for reimbursement of approved use of privately owned or commercial vehicles to ac complish local official business. Normally, reimbursement is not made when the route used is served by DOD Bus Transpor tation or a car can be obtained. See also BUS TRANSPORTATION (DOD), BUS TRANSPORTATION (PUBLIC), and SEDAN TRANSPORTATION. CONTACT: Agency Administrative Office. REPRODUCTION AND PRINTING SERVICES The first consideration in evaluating an agency reproduction and printing job is its size. A small job can be easily accomplished at the Adminis trative Service Center. Machines in these Cen ters are equipped to handle jobs that require legal size paper, in addition to those requiring standard size. For larger jobs (up to 25,000 impressions), use the Defense Printing Service Branch offices. These branch offices are located in most DOD occupied buildings in the NCR. Large reproduction requirements (other than DA publications) not meeting the above criteria should be sent to Defense Printing Service. DO Form 282, DOD Printing Requisition, will be prepared in such cases and forwarded to U.S. Army Publications and Printing Agency, Room BE845. Organization expense account (OEA) must be cited by the requesting agency. Direct contact with the Publications and Printing Agency is encouraged. This agency provides assistance in dealing with the publication of circulars, regulations, and forms as well as printing and distributions. Also see ADMINISTRATIVE SERVICE CENTERS. REFERENCES: DOD 5200.1-R, DOD Information Security Program Regulation. AR 310-1, Publications, Blank Forms, and Printing Management. AR 310-3, Preparation, Coordination, and Approval of Department of the Army Publications. AR 310-8, Defense Printing Service, Wash ington. AR 380-5, Department of the Army Information Security Program. DA Pam 310-20, Administrative Publications: Action Officers Guide. OSA Memo 2-3, Publications and Printing: Policy and Procedures. CONTACTS: Agency Printing Control Officer (Part I, Appendix 0). Also see code 92, Part II, Appendix D. RETRIEVING RETIRED RECORDS Long-term and permanent records of HODA are transferred to GSA and stored at the Washington National Records Center (WNRC) in Suitland, MD. For routine retrieval of records from WNRC, identify those needed by checking SF 135s in your Office Records Transmittal Files (25-400-2f); complete Optional Form 11, including all information on accession box, and WNRC location numbers. Get your agency's Records Management Program Office (REMPO) to help you if in a bind. Send the Form 11 to WNRC, Stop 386, and you should receive the records you need within a week. For urgent requests, simply ask your REM PO to call WNRC. In such cases, receipt can be arranged within 24 hours. Make sure the request is urgent. Submitting routine requests under an urgent guise degrades the quality of both routine and urgent services. If you cannot identify accurately the document you need, ask your REM PO to arrange for you to go personally to WNRC to locate them. You'll need the location number, accession number, and box number from your copies of SF 135. REFERENCES: AR 340-1, Records Management Program. AR 25-400-2, The Modern Army Recordkeeping System. CONTACT: Your Records Management Program Officer (Part I, Appendix D). SAFE REPAIRS Classified containers sometimes become inoperable. This can be especially frustrating after close of business and may necessitate location of alternate containers in which to store the material overnight. If a safe becomes inoperable during normal duty hours, notify the Agency Security Manager who will arrange for repair through the Washington Headquarters Service. Also take the precaution of arranging for an alternate temporary storage point for classified material in the event prompt repair is impossible. Problems which arise after hours are a special case. You must stay with the container until any classified material involved has been properly safeguarded. Here are some guidelines to follow if confronted with such a situation. a. If you have other containers in the office to which you know the combination, transfer classified material to them. Put a sign on the inoperable safe indicating that it contains no classified material. Depending on the circumstances, alert your Security Manager by phone or wait until the following duty day to do so. b. If you do not know combinations to other safes, call someone who does and have him or her come in. Do not discuss safe combinations over the phone. Remember that a safe combination is classified as high as the highest defense classification of material contained in the safe. c. Some agencies maintain full-time duty officers and may be able to assist in overnight storage of classified material. The HQDA Admin Duty Officer will be able to tell you which agencies have full-time coverage, as well as agencies which have not yet closed for the night. d. Pentagon personnel may ask the Pentagon Telecommunications Center (PTC) to store material overnight. The PTC should only be used as a last resort. CONTACT: See code 93, Part II, Appendix D. SEDAN TRANSPORTATION Sedan transportation can be made available for official business. You must go through your Office Motor Vehicle Transportation Officer (OMVTO) to arrange for such transportation. Hours of Operation: 24 hours, 7 days a week. You are expected to use the most economical means of transportation in conducting your business. Normal priority ordering in terms of economy is: DOD Bus Service, commercial or rail (Metro) (reimbursable), Government owned or leased sedan vehicles, privately-owned vehicles (reimbursable), and taxi service. However, offi cial cars are not to be used for transportation over routes served by DOD bus routes, Metrobus routes or Metrorail routes. Except under limited circumstances with the approval of the SA, government transportation or government reimbursement for travel from domicile to duty or any portion of such travel is prohibited. Also see REIMBURSEMENT FOR APPROVED LOCAL TRAVEL and BUS TRANSPORTATION. REFERENCE: Title 31. United States Code AR 56-11, Use of Motor Transportation and Scheduled DOD Bus Service. CONTACT: Your OMVTO (see Part I, Appendix D). SPECIAL MESSENGER SERVICE Army activities in the Pentagon are linked with most Army, DOD, and Government activities in other buildings in the Washington metropolitan area by the Defense Post Office (DPO) Special Messenger Service. The DPO Special Messenger Service provides a means of rapid delivery for high priority communications in the immediate Washington metropolitan area. This service is limited to material that warrants personal handling to achieve fast delivery, such as electrical messages and suspense control communications, up to and including SECRET material. Call your servicing DPO branch to determine unclassified and classified drop points nearest to your office and the most current special messenger schedule. CONTACTS: Servicing Mailroom. Also see code 95, Part II, Appendix D, for a listing of DPO Branches. TELECOMMUNICATIONS SERVICE Telephone service is provided to all DOD activities located in the National Capital Region by the Defense Telecommunications Service-Washington (DTS-W). Standards of service are outlined in AR 1-29. Responsibilities of DTS-W are outlined in AR 10-21. Each agency has a telephone service representative who is responsible for processing your service requests to DTS-W for approval and implementation. When planning office communications, consider a. Central answering. b. Intercom for paging of calls. Sequential telephone numbers. This arrangement affords more service with fewer numbers. All Commercial Service Authorization authority for procurement of telephone service has been delegated to DTS-W. REFERENCE: AR 1-29, Telephone and Intercommunications Service in the National Capital Region. CONTACT: Your Telephone Service Representative (Part I, Appendix D.) SECTION IV PERSONAL SERVICES AND INFORMATION AIR TRANSPORTATION For the convenience of Pentagon employees, an airline ticket office is located in Room 1A864, operated by GELCO Travel Services. Hours of operation are 0800-1700, Monday through Friday. The 24-hour toll free number for non-duty hours and holidays is 800-326-6200. Services include domestic and international flights. The GELCO Leisure Travel Office, located on the Pentagon Concourse, arranges non-official travel, vacation and tour planning, domestic and overseas flights. AMTRACK ticket services are also available. Military space available flights are also available. A number of scheduled and unscheduled flights originate from Andrews AFB to all major US bases. Flights for each day are normally scheduled by 0500 hours. The Passenger Service Counter at Andrews Air Base (AFB) is your best point of contact. Andrews AFB also has some scheduled overseas flights. Personnel may request entry on a waiting list (30 days Active Duty and 45 days Reserve or retired personnel) upon visiting the Space Available Counter. Davison Aviation Command at Fort Belvoir has frequent flight connections with various CONUS Army posts. Contact your flight scheduling officer for current policy and flight availability. Also see TRAVEL ARRANGEMENTS (PCS AND TOY) AND PASSPORTS AND VISAS. REFERENCES: DOD 4515.13R. Andrews AFB Space Available Pamphlet. CONTACT: See code 2, Part II, Appendix D. ARMED FORCES HOSTESS ASSOCIATION For any newly assigned officer, a visit to the Armed Forces Hostess Association (AFHA) office in the Pentagon is a must. A packet is available for newcomers providing information on the Washington area and services available. AFHA has a volunteer staff of officers' wives from all the services whose motto is "If we don't know the answer, we'll find it." The Association provides an important service to military personnel worldwide. The office maintains a complete current file on all overseas and CONUS installations. Included is information on moving, schools, and car and pet shipment. State Department Post Reports and MAAG reports are also available. Printed matter available includes information on schools (private, public and parochial), temporary housing, discount buying and vacation and touring. The Pentagon office of AFHA is open Monday through Friday 9:30 -2:30. CONTACT: See code 4, Part II, Appendix D. BANKING SERVICES Banking services are available in the Pentagon and in the vicinity of the Hoffman Buildings. Also see CREDIT UNION (PENTAGON). CONTACT: BUS & METRORAIL TRANSPORTATION (PUBLIC) See code 10, Part II, Appendix D, for a list of banking services available. Commercial buses and the Metrorail system provide frequent service to and from the District of Columbia and Virginia and Maryland suburbs. BLOOD DONOR PROGRAM Printed schedule information, including route HQDA actively participates in the DOD Blood maps, may be obtained from the Metro office on Donor Procurement Program. Each agency/acthe Pentagon Concourse. tivity has a recruiting officer who maintains an The Pentagon is served by METRORAIL which awareness of persons willing to contribute blood. is entered via the escalators at the center of the Blood donors gain coverage for themselves Pentagon Concourse. The rail system provides and their immediate family. There is a donor service to various areas of Washington, DC; notification system for use in meeting emerRosslyn, VA; Crystal City and the National gency needs, such as open heart surgery. Airport.The Pentagon Blood Donor point is located in Also see BUS TRANSPORTATION (DOD) Room 2A750 and operates from 0900 to 1445 and CAR POOLS.each Monday. Advance scheduling is not re CONTACT: quired. A bloodmobile services other buildings in which HQDA organizations are located. See code 15, Part II, Appendix D. REFERENCE: AR 600-12, Blood Donor Procurement Pro BUYING SERVICES (DISCOUNT) gram. There are a number of buying services available in the Washington area which provide disBUILDING PASSES count prices to uniformed military personnel, During normal duty hours, a valid military ID DOD civilian employees, or both. card may be used by military personnel to gain The Armed Forces Hostess Association in the Pentagon maintains information on such buying admittance to most DOD buildings having controlled access (e.g., Pentagon). During other services. than normal working hours and on weekends HQ Army Recreation Services in the Pentagon and holidays, a building pass will be required. (Rm 3A146) with branch offices in the Nassif Civilian employees must use a building pass at Bldg., (Rm 111 ), Hoffman Complex (Rm 110), all times to gain entry to a controlled access and the AMC Bldg. (Rm G1C03), provide disbuilding such as the Pentagon. count purchase referrals on automobiles and Applications for building passes are handled furniture. Also available are purchase discounts by either the military personnel service center or for such items as wedding invitations, business civilian personnel office. All Army Staff military cards, and stationary, hotels and tickets for many sporting events, and amusement activities. employees are served by the MOW Military Personnel Assistance Unit in the Pentagon. TAPA The HQUSAF Recreation Services club in the has several locations at which application can be Pentagon provides discount purchase referrals on numerous items, such as tires, automobile, • made. All HQDA personnel, including those assigned furniture, home appliances, and pianos. A limited to TAPA take completed DD Form 494 (DOD amount of merchandise is stocked in the PenBuilding Pass Request) to the OSA Security tagon (Room 5E367). Military and civilian perOffice, Room 1 B463, Pentagon, for certification. sonnel of all Services are eligible to use this When certified, request is taken to the Physical service provided they join one of the numerous Security Division, WHS (Room 2E170A on the recreational clubs (stamp club, ski club, etc.) concourse), where applicants are photographed available at nominal fees. and issued building passes. Also see ARMED FORCES HOSTESS ASSOCIATION and RECREATIONAL SERVICES. CONTACTS: CONTACT: Your servicing personnel office. Also see code 12, Part II, Appendix D. See code 16, Part II, Appendix D. 37 CARPOOLS Carpools are encouraged as a means of conserving fuel, reducing environmental pollutants, and relieving traffic congestion. There are two important advantages you gain by joining a car pool. First, you are granted a special parking privilege (i.e., close-in parking in the case of the Pentagon). Second, if your car pool has a specified number of riders, it is granted access to express bus lanes on specific major traffic routes. If you are located in the Pentagon and would like to find individuals to join a car pool, check the "Self-help" locator board at the South end of the Concourse next to the Office of the Pentagon Building Administrator. A computerized car pool program is also available. Policies related to car pools and parking are in the process of change. Your administrative office can give you a rundown on policies as they relate to you and your organization. Also see PARKING and BUS and METRORAIL TRANSPORTATION (PUBLIC). CONTACT: See code 17, Part II, Appendix D. CHILD CARE CENTERS (NURSERIES) The age range accepted for most child care centers is 6 months to 12 years and 3 years to 5 years for preschools. The operating hours may vary. Selected military child care centers are listed in code 18, Part II, Appendix D. The Armed Forces Hostess Association maintains some listings of approved private child care facilities. CONTACT: See code 18, Part II, Appendix D. CLOTHING SALES STORES There are Army Air Force Exchange Service (AAFES) clothing sales stores at Fort Belvoir, Fort Myer, Walter Reed Army Medical Center (WRAMC), and Fort Meade. AAFES also operates a Tri-Service Uniform Store in the Pentagon. CONTACT: See code 28, Part II, Appendix D. COMMISSARIES/COUNTRY STORES A number of military commissaries are located in the Washington area. The largest commissary is located at Cameron Station. It also has a coun try store section reserved for high demand gro cery items with quick checkout service. Country stores are also located at Fort Myer and Fort Belvoir. The civilian publication "Military Living," which is distributed free of charge through post ex changes and commissaries in the area, contains comprehensive phone lists of commissaries and other service facilities. CONTACT: See code 29, Part II, Appendix D. COMMUNITY SERVICE CENTERS Army Community Service (ACS) centers are located at most installations in the greater Washington area and are open to all members of the military community. Though services may vary, you will find that each center provides most essential services, such as: information, referral and follow-up services; financial planning and assistance services; relocation services; handicapped dependents' assistance services; Army child advocacy (child abuse and neglect prevention); and child support services. CONTACT: See code 5, Part II, Appendix D. CONCOURSE BULLETIN BOARD (PENTAGON) The bulletin board on the Pentagon Con course is an excellent place to visit when check ing on items for sale. It is also a good place to list items for sale or your "want" ads. Advertisements should be prepared on 3-by 5-inch cards. A drop box is located next to the bulletin board with administrative instructions governing card preparation and posting. CREDIT UNION (PENTAGON) The Pentagon Federal Credit Union has several offices in the Washington area, with one branch on the Concourse. The Credit Union provides the customary loan services and offers a savings program. Free check cashing, notary service, and consumer information are available. CONTACT: See code 35, Part II, Appendix D. EDUCATIONAL OPPORTUNITIES The Pentagon Education Center provides a full range of services, including vocational and educational counseling. The Center coordinates educational activities for the Pentagon and other jointly occupied facilities in the Washington area. Services are available to both military and civilians. In the case of civilian employees, financial aid must be arranged by the servicing Civilian Personnel Office. Among the services offered are test administration and coordination of the critical reading skill development program which has been developed for military staff officers. The Education Center offers course work from many major institutions with some classes held in the Pentagon and other local buildings. CONTACT: See code 40. Part II, Appendix D. HOUSEHOLD GOODS (PICKUP AND DELIVERY) The central clearinghouse for incoming and outgoing household goods shipments is the Joint Personal Property Shipping Office, located in Building 1 at Cameron Station. When arranging for PCS from the Washington area, the Movements Branch of US Army Service Center for the Armed Forces (USASCAF) in the Pentagon will accomplish necessary arrangements for you. For inbound shipments, status of an outbound shipment, or items in storage, check with the Joint Personal Property Shipping Office. See also TRAVEL ARRANGEMENTS (PCS AND TOY) CONTACT: See code 49, Part II, Appendix D. HOUSING ACCOMMODATIONS All military members on orders to the Washington, D.C., area are directed to report to a Housing Referral Office prior to entering into any lease or purchase agreement. Since this is a tri-service area, you may visit Housing Referral Offices at any of the following locations: Pentagon, Fort Myer, Fort Belvoir, Fort Meade, Andrews AFB, Walter Reed Army Medical Center, Bethesda National Naval Medical Center, or Anacostia Naval Station. On-post housing is extremely limited; however, you may submit an application with the Housing Division, Fort Myer, VA, Building 321. Information on SEQ can be obtained from the Housing Division. VOQ accommodations can be arranged through the Billeting Office at Fort Myer, VA. Temporary military housing, e.g., civilian hotels/motels and apartment complexes, which specialize in temporary lodging are listed in the various Housing Referral Offices. A good alternative for officers is the Officers' Service Club in downtown Washington (not Government sponsored). Lodging is very economical. The club has a bar and dining facilities, and features a dance band at various times during the week. The Soldiers, Sailors, Marines, and Airmen's Club in Washington has reasonable accommodations for enlisted personnel, both men and women. CONTACT: See code 50, Part II, Appendix D. IDENTIFICATION CARDS AND TAGS (MILITARY AND DEPENDENTS) Application for Identification Card (DA Form 428) must be made in your servicing Military Personnel Service Center. The application is then handcarried to the Personnel Assistance Unit (Room 5A480, Pentagon) where a photograph is taken and an Identification Card is issued. If you need identification (dog) tags (e.g., overseas orders), they can be obtained at the Welcome Center, Fort Myer (Bldg 202). Your Military Personnel Service Center can also provide you with an application for the Uni formed Services Identification and Privilege Card (DO Form 1172) for family members and assist in its preparation. Your family members must pre sent the completed DO Form 1172 at al'l 10 card issuing facility, where pictures are taken and cards issued. Signature of a personnel officer is required to verify DO Form 1172. Also, marriage licenses, birth certificates, and adoption papers are required as appropriate. If a family member is over 21 and a full-time student, a statement is required on the DO Form 1172 whenever the application is presented. MAIL (PERSONAL) CONTACT: AR 340-5 encourages military and civilian personnel assigned to the HODA to instruct their See code 51, Part II, Appendix D, for a listing of correspondents and publishers to send personal locaiiD card issuing facilities. mail to their residential address. The DefensePost Office Branch is not equipped to processand deliver personal mail to your office. LEGAL ASSISTANCE REFERENCE: An individual Legal Assistance Office, Office AR 340-5, Correspondence Distribution Manof The Judge Advocate General, in the Penagement.tagon, is available to advise you on legal matters.Because of limited staffing, assistance can berendered only on an appointment basis. Specificassistance is available in such areas as advice on MEDICAL SERVICES income tax problems, wills and powers of attorney. General advice is available in the following Emergency medical treatment in the Pentagonareas: real estate, domestic relations (e.g., (e.g., possible heart attack) is obtained by callingdivorce, separation, alimony), naturalization, and one number-697-1111. This applies to all embills of sale. ployees in the Pentagon, both military and civTax exemption certificates (State tax) and ilian. If you have a history of serious medicalabsentee ballot request forms (voting) can be problems, record this number where it is readilyobtained at any time. The office also can provide accessible.notary services. Military personnel assigned to the Pentagonreceive outpatient medical services, including REFERENCES: dental and pharmaceutical, at the US Army10 u.s.c. 1044. Health Clinic on the Concourse. Medical andAR 27-3, Legal Assistance. dental records are maintained there. This facilitydoes not normally serve family members. CONTACT: Military personnel assigned outside the PenSee code 55, Part II, Appendix D. tagon are customarily served by the nearest facility to their duty location. LOCATOR SERVICE During duty hours, you can obtain worldwidelocator service for all active duty military personnel by calling the locator at Fort BenjaminHarrison, IN, and for retired military personnelby calling the locator in TAPA. After normal dutyhours and on weekends, the HQDA Administrative Duty Office provides worldwide locatorinformation on Active Army personnel.If you know the name of a civilian employeeworking on the Army Staff or within MOW, chances are the HQMDW civilian personnel locatorcan identify the organization to which the personis assigned and refer you to the locator within theorganization. This service is only available during normal duty hours. CONTACT: See code 59, Part II, Appendix D. 40 Family members of military personnel may use the military medical facility of their choice. Formerly, family members were assigned to a health facility based on place of residence and geographic zone The Civilian Employees' Health Service, DOD, is available to civilian employees. It treats occupational injuries and illnesses, as well as minor nonoccupational disorders. Branch clinics are located in DOD buildings throughout the Washington metropolitan area. REFERENCE: AR 40-5, Health and Environment. CONTACT: See codes 62 and 63, Part II, Appendix D. NOTARY SERVICES The Legal Assistance Office in the Office of The Judge Advocate General provides free notary service to military personnel. Banks located in the Pentagon and other DOD buildings provide notary services, either free or at a nominal cost. The Pentagon Federal Credit Union provides free notary services to its members. Also see LEGAL ASSISTANCE, BANKING SERVICES, and CREDIT UNION (PENTAGON). OFFICERS' OPEN MESSES Membership in one officers' club in the area will gain admittance to most other club facilities (e.g., dining, bar) since reciprocal arrangements exist. The reciprocal arrangements do not usually extend to athletic facilities (e.g., swimming pools and tennis courts), sometimes referred to as auxiliary facilities. The officers' clubs at Fort Myer, Fort McNair, and Cameron Station are part of the MOW officers' open mess system and, therefore, are considered as one entity. See appendix B for specific information regarding reciprocal privileges. 1n reserving a room and arranging catering service for a party, remember that certain clubs require that a minimum percentage of those attending be members of an officers' open mess. Since this policy varies and some clubs have no such restriction, check the rules before finalizing party arrangements. Exceptions can be made (e.g., wedding reception). Also see PENTAGON OFFICERS' ATHLETIC CENTER (POAC) CONTACT: See code 72, Part II, Appendix D. PACKAGE STORES (CLASS VI) There are several Class VI stores in the area. Should you choose to use commercial beverage stores in the District of Columbia, you should remember that there is a restriction on the amount of I iquor that can be transported outside DC (to VA and MD). PARKING The use of carpools is strongly encouraged as the trend is toward fewer parking authorizations at public buildings for individuals without riders. At the Pentagon, there are reserved parking spaces for high-ranking civilian employees of DOD and for general officers and lanes reserved for carpools. Since parking policies are subject to change, only the general outline of the parking situation is covered here. You should be aware, however, that illegally parked cars are subject to towing and a fine will be imposed. Your administrative officer can fill you in on the latest details. If you are not already located in the Washington area, you should give careful consideration to your transportation needs prior to selecting housing. Pentagon parking is provided in the following areas: E-1 VISITORS PARKING LOT The E-1 Vistors Parking Lot (South of River Entrance) is for the exclusive use of visitors to the Pentagon Building at all times. A parking attendant will be onsite between the hours of 9 A.M. to 8 P.M., Mondays through Fridays. Visitors are required to present the parking ticket received at the time of entering the E-1 Visitors Lot to the attendant upon departing the lot. The ticket will be used to compute the fee to be charged which is based on the length of time the vehicle is parked in the lot. SHIFTWORKER PARKING Shiftworkers are authorized to park in lanes 17, 18 and 19, South Parking, from 1:45 P.M. to 9:00A.M. on workdays and all day on Saturdays, Sundays and holidays. VAN POOL PARKING A special parking area with extra-wide spaces has been established for Van Pools which have been assigned Lane 9, Van pool parking permits. The Van Pool parking area is located along one side of Lane 9 (side closest to Lane 8), South Parking area. COMMERCIAL PARKING-PENTAGON Lanes 55 through 63 (North Parking) are reserved for commercial parking under the management of a GSA contractor. Daily rate is $2.25. Check with the parking lot attendant for the monthly rate. A free shuttle bus is provided to and from this area and the Pentagon River Entrance during rush hours. No parking permits are required. Also see CAR POOLS and BUS and METRORAIL TRANSPORTATION (PUBLIC). CONTACT: See code 17, Part II, Appendix D. PASSWORDS AND VISAS Application for no-fee passports and visas (DSP Form 11) may be made at the USASCAF Passport and Visa Branch in the Pentagon for travel to foreign countries by military, civilian, and dependent personnel on official orders. The necessary passport pictures can be taken at the same time. Before going to the USASCAF Passport and Visa Branch, you will need to visit your servicing personnel office and have the necessary authorization form (DD Form 1056) completed. A letter of justification, signed by your commander, must also accompany the DD Form 1056 if the travel is within 30 days or less. An ID card, driver's license, or previously issued passport will be sufficient identification in making application for a no-fee passport. When family members are involved, the sponsor can vouch for them for identification purposes. Passports not related to official Government business (e.g., tourist passport) can be obtained at the State Department in Washington. Certain post offices and clerks of State and Federal courts also provide this service. You will need proof of citizenship. A certified copy of your birth certificate, from the Bureau of Vital Statistics serving the area where you were born, will meet this requirement. Only original certified copies will be accepted. A previously issued passport may be used to prove citizenship. Commissioned officers of the Regular Army who are natural born Americans, need only show their military ID card in making application. Reserve officers, including those on extended active duty, and enlisted personnel cannot use a military ID card as proof of citizenship. Two signed photographs measuring 2%'' x 2%'' to 3" x 3" (black and white or color), taken within 6 months, are also required. Polaroid pictures are acceptable. For certain countries, a record of specific immunizations will be necessary. If you will be traveling overseas, become familiar with AR 600-290. To save yourself inconvenience, clear up any questions you may have by contacting the USASCAF Passport and Visa Branch or State Department, as appropriate, before proceeding. · Also see CIVILIAN EMPLOYEE SERVICING, and TRAVEL ARRANGEMENTS (PCS AND TOY). REFERENCE: AR 600-290, Passport Regulations. CONTACT: See code 76, Part II, Appendix D. PENTAGON (FINDING YOUR WAY) The Pentagon (excluding the basement areas) is organized in terms of floors, corridors, rings, and room numbers. The room number itself tells all. As an example, Room 1A342 means 1st floor, A ring, 3d corridor, Room 342. Corridors radiate from the center like the spokes of a wheel. The basement areas follow no fixed pattern. To find a basement location, the best advice is to call the office to which you are headed and ask for the best way to get there. The JCS area is located between corridors 8 and 10 on the first and second floors. This area can only be entered through one of its guard posts and requires a separate I D. Maps of the Pentagon are available at the information center on the Concourse. PENTAGON OFFICERS' ATHLETIC CENTER (POAC) Membership in the Pentagon Athletic Center, located adjacent to the River Entrance of the Pentagon (access via 8th corridor, 1st floor), is open to all active duty military personnel, ready Reserve and retired officers, DOD civilian personnel, and certain allied officers residing in the Washington area. There is often a waiting list for personnel not on active military duty. Facilities include: squash/handball/racquetball courts, swimming pool, steam room, sauna, weight-lifting and exercise equipment, aerobics room, basketball/volleyball courts, health service concessionaires (including masseur and masseuse), barber shop, dining room (breakfast and lunch), and an athletic goods sales store. There is an initiation fee. Dues are collected on an annual basis. Lockers, soap, and towels are provided. Family members may use the facilities within certain prescribed rules. CONTACT: See code 77, Part II, Appendix D. POST EXCHANGES • There are many post exchanges in the area, including mini-exchanges. CONTACT: See code 81, Part II, Appendix D, for a listing of main post exchanges in the area. POST TAGES (AUTOMOBILES) Access to Fort Myer and certain other military installations in the area is controlled through military police checkpoints. If you use facilities at any of the controlled installations, it would be advisable to obtain a post tag for your car(s). This will save you any inconvenience or delays. You will need your vehicle registration and driver's license when you report. You will need to know the date the vehicle was last inspected. Service in the Pentagon is available. CONTACT: See code 82, Part II, Appendix D. RECREATIONAL SERVICES A number of recreational opportunities exist for you and your family, and many of them are free. The Military District of Washington Command Outdoor Recreational Service (ORS), located in Building 9, Cameron Station, provides a wide range of services available to all active and retired military personnel in the Washington area. Camping trailers, boats, outboard motors, tents, sleepingbags, hunting rifles, and even metal detectors are available for your use for a nominal fee. ORS offers vouchers for local golf course (green fees), skeet shooting, and camping, as well as subsidizing tickets for sporting events/theater. Also offered are fishing trips, subsidized "lift" services at certain ski resorts, and a number of other benefits. HQ Army Recreation Services offers several different types of programs for your participation. Some of the programs are discounted coupon books with a wide variety of restaurants and fast food shops. Discount tickets are available for an assortment of movie theaters, amusement parks, sporting events and other activities. Classes in a variety of subjects (aerobics dance, square dance, windsurfing, golf, tennis and many others) are offered. Sporting tournaments are also available for your participation, as are occasional motor coach trips to Atlantic City, N.J., Charleston, W.V., and other one day destinations. For runners and joggers there are locker and shower facilities located in the Pentagon (women 1E8W, men 108M). CONTACT: See code 88, Part II, Appendix D. RELIGIOUS ACTIVITIES All major military installations in the area have chapel facilities. Schedule of religious activities in the Pentagon are posted on the Pentagon Bulletin Boards and are carried monthly in the Pentagram News. A Catholic Mass (1200) and Protestant Service (1240) are held in the auditorium, Room SA1070. Jewish services are conducted by a Rabbi at noon on Fridays in Room SA1062. Catholic Holy Day Masses, Protestant Special Day Services are held in the auditorium, Room SA1070. Guest choir concerts are held on the Concourse. These are publicized on the bulletin boards and in the Pentagram News. The Military District of Washington provides a chaplain full-time at the Center for Ministry for pastoral counseling for all active duty military personnel, their family members, and DOD civilians. Appointments may be made by calling 695-3336. The Pentagon Center for Ministry in Room 3A 1054 has a meditation room open during normal duty hours for personal prayer or contemplation. A conference room is available for Bible Study, Prayer Groups, and other activities. A complete schedule of programs is available in th Center for Ministry office. Area Jewish Sabbath services are held on Friday at the main chapel at Fort Belvoir. Because Washington is the Nation's capital and a cosmopolitan city, there is a wide variety of religious affiliations to choose from, whatever your faith. Evensong at the Washington National Cathedral (Sundays) is a memorable experience. The National Shrine of the Immaculate Conception will be of interest to members of the Catholic faith, as will the Franciscan Monastery where some of the famous world shrines are reproduced in exacting detail. CONTACT: See code 91, Part II, Appendix D. SCHOOLS (CHILDREN) The Armed Forces Hostess Association can give you information on the local school situation. See ARMED FORCES HOSTESS ASSOCIATION. TRAVEL ARRANGEMENTS (PCS AND TOY) PCS arrangements for movement of officers, family members, household goods, automobiles, and pets will be made by the USASCAF Movements Branch. Reservations, routing, and travel requests (TRs) to any destination are issued on official orders for all modes of travel for military personnel, Department of Defense civilians, and their family members. (TOY) travel arrangements will be made by GELCO Travel Services. GELCO also offers full travel services for personal travel. (See contact below.) See HOUSEHOLD GOODS (PICKUP AND DELIVERY), AIR TRANSPORTATION, and ARMED FORCES HOSTESS ASSOCIATION. CONTACT: See code 100, Part II, Appendix D. UNIFORM AND APPEARANCE STANDARDS Officers and enlisted personnel assigned to Headquarters, Department of the Army, are expected to set the highest example with regard to their personal appearance and physical fitness. The regulations and TM's listed below set forth the appropriate policies concerning the wear of the uniform, physical fitness, and weight control. Ill fitting uniforms and overweight personnel detract significantly from these standards. It is an individual responsibility to ensure that the quality of HQDA personnel is reflected not only in performance but also in personal appearance. REFERENCES: AR 670-l, Wear and Appearance of Army Uniform and Insignia. AR 672-5-1, Military Awards. TM 10-227, Fitting of Men's Uniforms. TM 10-229, Fitting of Uniforms for Army Women. APPENDIX A CONFERENCE FACILITIES Building and room BF-741C MF-613 MF-614 1 A 1071 1A1079 2E715N 2E715B2 3E561 2D731 2 3C646' 3E635 3D672 2E385 Agency ODCSOPS (AOC) Defense Com Agency, Cmd & Control Tech Center Defense Com Agency, Cmd & Control Tech Center OSA (SBMS-W) OSA (SBMS-W) OSA (SBMS-W) OSA(SBMS-W) ODCSLOG ODCSPER ODCSOPS OCSA DAS NGB E 0 E OGI c: (,) .2; ... "' ... 0 c:a>:=a, .!'E sa. ~ 8 E 52350 71519 52990 54025 54025 54025 54025 72116 79527 53465 72567 72567 77449 399 660 450 608 608 510 480 780 773 Seating Capacity iii 0 1 12 8 20 12 8 20 45 45 14 16 30 24 30 54 56 56 14 20 34 14 23 37 20 20 40 12 23 35 Major Equipment Blackboard, vu-graph. Vu-graph, lectern, closed-circuit TV. Blackboard. Vu-graph machine; lectern. 16mm movie projector; vu-graph machine: lectern. 16mm movie projector; 2 vu-graph machines: lectern. 16mm movie projector; vu-graph machine; lectern; public address system; screen; 35mm slide projector. Vu-graph machine; public address system: lectern. 16mm movie projector: 2-2x2 inch slide projectors: 2 reverse projection vugraph projectors; tape recorder: lecturn; public address system; video cassette recorder with 2 television monitors. Users must furnish equipment operators. 16mm movie projector; 2 by 2 inch slide projector; vu-graph machine; closed-circuit television; amplifier system; rear view screen; turntable lectern. ~ B A B B A A A A A A A A A 1000 16 30 46 Building and room 3E385' 2E465 3A6782 ' 3E467 5A1070 5B1059 5B1062 Hoffman P: 564-568 Hoffman II': 1 N20-1S20 2N56-2S56 Agency OASA (RDA) ODCSINT OASA (FM) DISC4 US Army Visual Information Center US Army Visual Information Center US Army Visual Information Center TAPA DOD Bldg Mgr DOD Bldg Mgr Seating Capacity Qj .!! ~ E CQ 0 :::s E""(/) 0 jij 0 ~ Major Equipment 55716 A 1081 13 42 55 Television with VHS recorder; lectern with control panel & microphone; 35mm slide projectors; overhead projectors with shuttle shutter; rear projection screen 6' x 12'; 16mm motion picture projector; small portable screen. 52027 A 1165 11 29 40 16mm projector; 3% by 4 inch slide projector; 2 by 2 inch slide projector; vu-graph machine; one lectern; public address system; screen, fixed. (Facility cleared for Special Intelligence discussions.) (Security guard on duty until 1600.) 76241 A 990 18 30 48 Vu-graph machine; tape recorder; lectern; microphones; screen; portable blackboard; 35mm slide projector; 16mm movie projector. 79061 A 580 12 16 28 16mm movie projector; 35mm slide projector; vu-graph machine; tape recorder; lectern; blackboards; easels. 78087 A 3120 281 281 16mm movie projector; 2 by 2 inch slide projector; 3% by 4 inch slide projector; opaque projector; vu-graph machine; public address system; tape recorder. 78087 A 596 26 26 16mm movie projector; 16mm movie projector with separate picture and track; 35mm movie projector; 35mm movie projector with separate picture and track; 2 by 2 inch slide projector, 3Y4 by 4 inch slide projector; opaque projector; vu-graph machine; tape recorder. 78087 596 26 26 16mm movie projector; 35mm movie projector; 35mm movie projector with separate picture and track; 2 by 2 inch slide projector; 3'/. by 4 inch slide projector; opaque projector; vu graph machine; tape recorder. 325-8318 A 860 100 100 Electric podium; rear view slide projector; tape recorder; adjustable lights; microphones. 325-1694 A 565 30 10 40 Projectors, 16mm5 I Overhead Projectors5 Carousel, 35mm5 ( 325-1694 A 565 30 10 40 Chairs, stacking;5 ) See footnotes at end of table. Seating Capacity Building and Agency Major Equipment room iii 0 1 3N20-3S20 4N56-4S56 5S64 6N56-6S54 9N20-9S20 10N56 12N56-12S56 BN54 Pulaski: B222C B224C 900 Half St, SW, 6336 7326 B326 Ft. Belvoir: Bldg 207 Nassif: 714 Commonwealth 1076 DOD Bldg Mgr DOD Bldg Mgr DOD Bldg Mgr DOD Bldg Mgr DOD Bldg Mgr DOD Bldg Mgr DOD Bldg Mgr DOD Bldg Mgr DOD Bldg Mgr DOD Bldg Mgr DOD Bldg Mgr DOD Bldg Mgr DOD Bldg Mgr USMAPrep School MTMC DOD Bldg Mgr 325-1694 A 325-1694 A 325-1694 A 325-1694 A 325-1694 A 325-1694 A 325-1694 A 325-1694 A 272-0BOO A 272-0BOO A 475-1495 A 475-1495 A 4"75-1495 A B 756-119B A 694-3062 B 565 565 565 565 565 565 565 990 400 BOO BOO 800 BOO 300 210 30 30 30 30 30 30 30 14 24 30 30 30 12 1B 25 10 10 10 10 10 10 10 20 40 50 50 50 6 30 25 72 20 60 BO 40 40 40 40 40 40 40 72 34 64 BO 80 BO 1B 4B 50 ) Portable blackboard in each room. Projectors, 16mm5 Overhead Projectors5 Carousel, 35mm 5 Chairs, stacking 5 Portable blackboard in each room. 35mm slide projector; vu-graph (rear view) both up to three screens; vugraph (front view) single screen; lectern; 16mm projector (rear view); tape recorder; podium with mike; chalkboard; adjustable lights. Rear screen projection; 35mm slide projector; vu-graph; lectern. ) Each room can be divided into three sections with folding partitions. Audiovisual equipment not yet installed. ) Chart box; blackboard. Vu-graph machine; slide projector, rear view screen; 16mm sound projector; lectern. None. See footnotes at end of table. 'A-Well furnished room with upholstered chairs. carpeting, draperies, and several audiovisual aids. B-All others. 'The lending agency may cancel requesting agency's confirmed reservations for these conference rooms on very short notice. 3Hoffman Complex conference facilities managed by the DOD Building Mana9er are scheduled on a first-come, first-served basis, and confirmed reservations are not subject to cancellation. 'No smoking. 5Th is equipment available by prior request. See next page for rules on use of conference facilities. RULES FOR USE OF FACILITIES 1. Competent/qualified operators for conference room equipment will be provided by the using agency, as required. 2. The conference area and equipment will be rearranged only with permission of the lending agency. At the close of the conference, the room will be restored to its original order. 3. The using agency will establish and enforcP any required security measures for the conference and ensure that classified materials and waste are removed prior to departure. 4. The using agency is responsible for providing additional equipment required for a particular conference and will remove this equipment upon termination of the conference. 5. Conference area furniture or equipment of a lending agency will not be removed by users. 6. Users will adhere to the scheduled hours. 7. Food or beverage will be served only with permission from the lending agency. 8. Seating capacity will not be exceeded without prior arrangement with the lending agency. 9. The using agency is responsible for cleaning the area at close of conference. • 49 APPENDIX B RECIPROCAL PRIVILEGES As a member of the MOW Officers' Club System, you may use your club card for these privileges at the clubs in the Washington area To reserve To make To use halls and reservations athletic To extend To cash Club party rooms for dinner facilities credit checks Anacostia Naval Air Sta Yes Yes None No Yes Annapolis Yes Yes Yes Yes' Yes No No No Yes Andrews AFB Yes No No Yes Arlington Hall Station Yes None Bethesda Yes Yes None Yes'·' Yes No Yes Bolling AFB Yes Yes No Yes Yes No No Yes Fort Belvoir No Yes' Yes Fort Meade Yes Yes Yes Yes No Yes' Yes Quantico Vint Hill Farms Yes Yes None No Yes No Yes Walter Reed Yes Yes None Washington Navy Yard Yes Yes None No Yes MOW CLUB SYSTEM Cameron Station Yes Yes None Yes'·' Yes Fort McNair Yes Yes None Yes'·' Yes Fort Myer Yes Yes Yes3 Yes'·' Yes ' Visa & Master Card Credit Cards 2 Choice Credit Card 3 Membership in the Ft. Meyer Athletic Club is open only to MOW members and is optional. Upon receipt of application, a seasonal fee will be billed to your MOW Officers' Club Card. To use dining room and bar facilities Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes Yes 51 APPENDIX C GLOSSARY OF TERMS This glossary contains two parts. The first deals with buzz words (jargon) and other terms you can expect to encounter at HQDA. The second part deals with terms used in the joint arena, such as flimsy, buff, and blue bullet. The glossary is not designed to be all inclusive. The objective is to acquaint you with some of the more generally used terms and expressions, some of them rather colorful, in order to speed your understanding of the Staff environment. If it helps ease you through that initial period of adaptation to unfamiliar organizational relationships, methods, and procedures, it will have served its purpose. Even old-timers may discover some useful terms. For additional information, see ACRONYMS AND ARMY TERMS in section II of the guidebook. The Administrative Officer in your agency can assist you in locating listings of specialized terminology specific to your agency or functional area. Most agencies have such listings. Part 1 of Appendix D lists the phone number of your Administrative Officer. Field Manual (FM) 101-5 is a good source of information relative to fundamental staff doctrine in the field and Army terminology in the combat environment. Chief of Staff Regulation 10-5 defines those specific functions performed by the Army Staff. 53 PART I GLOSSARY OF BUZZ WORDS, ABBREVIATIONS, EXPRESSIONS, AND OFFICIAL TERMINOLOGY COMMONLY USED AT HQDA Term/Abbreviation Definition ABCA Quadripartite activities of Americans, British, Canadians, and Australians (e.g., weapons of standardization). Action A staff paper project. Action Officer Either a military or civilian employee involved with professional level work at other than supervisory/key position level. It is uncommon to class officers above the grade of lieutenant colonel or civilians above the grade of GS-14 as action officers. A generic term meaning a unit, organization, or installation. Activity Refers also to ongoing activity within an organization. Army Functional Dictionary. AFD AFPC Armed Forces Policy Committee. Allocation Apportionment of a definite quantity of supplies, space, services personnel, or productive facility for a specific use. AMC U.S. Army Materiel Command. APC Army Policy Council. Membership includes Secretary of the Army and Chief of Staff, as well as Assistant Secretaries of the Army and Deputy Chiefs of Staff. Can also stand for Armored Personnel Carrier, a light armored track vehicle used to transport troops. In Gl slang, sometimes refers to all-purpose capsule (similar to aspirin). Apportionment An authorization by the Director of the Office of Management and Budget to a governmental agency making a designated portion of an appropriation (or contract authorization) available for obligation. An amount fixed by Congress with an appropriation which Appropriation limitation cannot be exceeded. Armed Forces Courier Service. ARFCOS ARFPC Army Reserve Forces Policy Committee. Army Information Book Issued by DAAG for CSA and is updated every two weeks. Purpose is to provide the CSA and ARSTAF with a single (Formerly Red Book) source of Army-wide information. An automated version exists on OPTIMIS which provides online full text retrieval for unclassified information. Army Register A multivolume set, which lists all Active Army officers (regulars and reservists) plus retired officers. Active Army registers show basic branch, promotion dates, date of entry on active duty, and date of birth. Coded information identifies source of commission and level of civilian/military schooling achieved. Activy Army registers are sometimes referred 55 Term/Abbreviation Definition to as "Stud Books." ARSTAF Army Staff. ASA Refers to Assistant Secretary of the Army, also Army Security Agency. ASAP As soon as possible. ASARC Army Systems Acquisition Review Council. ASC Army Staff Council (DA Memo 15-7). ASIB Army Staff Identification Badge. Audit trail A detailed record of changes in a complex document or task. Also used by civilian personnel administrators duringreduction-in-force (RIF) actions in determining employeeswho will need to be shifted to alternate positions or droppedfrom employment rolls. Authorization An act of Congress which authorizes Federal programs,obligations, or expenditures. AUTODIN Automatic Digital Network. AUTOVON Automatic Voice Network. Backchannel Personal message traffic of general officers transmitted byelectrical means (TWX). Below-the-zone Selection of an officer for promotion ahead of his contem(officer promotion) poraries. Also known as "Secondary Zone" promotions and"5 percent" or "nickel" promotions. Bless Approval of an action for coordination or forwarding. Boiler plate Standard verbiage (i.e., descriptions of budget programelements) used to describe fixed and unchanging items.Term has a special meaning as applies to Joint Chiefs ofStaff actions (see Part II of glossary). Bootleg copy Unofficial advance working copy of a tasking document oraction paper. Brainstorm A meeting at which ideas are freely surfaced and discussed,no matter how far out they may be, in the interest of uncovering all possible approaches to (or parameters of) an issueor problem. Buck slip Optional Form 41, Routing and Transmittal Slip. This form isused primarily for simple handwritten communicationsinternal to an office. Budget execution The processes involved at every echelon in budgetingadministration subsequent to passage of an appropriationact. Includes preparation of operating budgets; apportionments; funding action, review and approval of operatingbudgets; the incurring of obligations, costs, expenditures;fund reporting, review and analysis of variances fromapproved budgets; and indication of corrective actionrequired as a result of such review. Bullet Used to identify paragraphs rather than alphanumeric.Burn Reproduction of a document using copying equipment. Burn Bag Bag in which classified waste is placed in preparation fordestruction. 56 Term/Abbreviation • Bump BUSS Butcher charts Buy Buy-in CA CACO CFY Chop Chron file CIDC CINC Classification Act COB COB COBE coco CG COM Combat development Common servicing CONUS COOP Definition When a civilian with longer tenure "bumps" another civilian employee from his or her job based on security. This usually occurs during a period of staff reduction. Backup Study Sheet. Relates to those specially formatted items of backup information used by the Secretary of the Army or Chief of Staff to answer detailed questions by congressional committee members during their testimony. Large flimsy charts on a chart stand which are turned like pages in a book (vertically). Chart paper is roughly the same size as paper used to wrap meat in butcher shops; hence the term. To approve, concur, or accept an action from another agency. Submission of a bid more optimistic than anticipated cost in an effort to secure favorable action with expectation of subsequent resource add ons. Commercial Activities. Congressional Affairs Contact Officer. Current fiscal year. Concurrence acquired during coordination. File copies of correspondence arranged in chronological order. U.S. Army Criminal Investigation Command. Commander in Chief, usually with reference to a United Command. The Federal Employee's Pay Act of 1945, as amended, established annual rates of pay for those classes of employees falling within the "White Collar" group as found in civilian life (e.g., executive level, clerical, administrative). Employees who are paid under this act are referred to as Classification Act Employees. Close of Business. Command Operating Budget. Command Operation Budget Estimate. The plan of action of a major or intermediate command for a specific fiscal year. Contractor-Owned, Contractor-Operated. Consolidated Guidance. Produced by OSD. Computer Output Microfiche. Encompasses the formulation of concepts, doctrine, organ izations, and materiel objectives and requirements for the employment of Army forces in a theater of operations. The function performed by one Service in support of another for which reimbursement is not required from the Service receiving support. Also see "cross-servicing." Continental United States. In referring to areas outside con tinental United States, term OCONUS is used. Continuity of operations plans. The plans outlining basic Term/Abbreviation COP Cost growth CPR Crash Cross-servicing CSA CSM CSR CSRA CTA Cut and paste DAMPL Direct Costs Disbursement Disposition Form (OF) Division Force or Division Foce Equivalent (DFE) DOD Dog and pony show DPG DPO ORB DSS-W DTS-W Dual chain of command Definition policies which will govern operation of HQDA in time of national emergency. Command Operating Program. Prepared by commands, serving to document initial guidance for installations and activities as to major areas of emphasis, priorities, policy, as well as workload, resources, and other guidance. Cost increases due to other than additional mission. Civilian Personnel Regulation. Top priority rush job. That function performed by one Service in support of another for which reimbursement is required from the Ser vice receiving support. Chief of Staff, U.S. Army. Chief of Staff memorandum. Chief of Staff regulation. Civil Service Reform Act. Common Table of Allowances. Reorganize basic elements in a paper (e.g., paragraphs). Sometimes literally means cutting and pasting in coming up with an adjusted draft paper. Department of Army Master Priority List. Any item of cost which may be identified specifically with any one function. The expending of Government funds to satisfy a legal liabil ity of the Government. Used for correspondence, typed on DA Form 2496, to origi nate an action or obtain comments, coordination, or other action related to a basic paper. See AR 340-15, Preparing Correspondence, for more details. Includes the division and all combat, combat support, and combat service support units required within a theater of operations to conduct combat bperations. Department of Defense. A briefing which uses a number of viewgraph slides, flip charts, or other training aids. Sometimes this term is used to simply indicate that someone is to be briefed. Defense Policy Guidance. Defense Post Office. Defense Resource Board. Defense Supply Service-Washington. Defense Telephone Service-Washington. Also see "operational chain of command" and "support chain of command." HQDA is in the support chain of com mand, sometimes referred to as the administrative chain of command. Neither the Secretary of the Army nor the Chief of Staff, Army, has authority or control over operational forces. Term/Abbreviation Term/Abbreviation Early Bird EDC EEO EO ER E-Ring Exit conference Faces and spaces Field Fill action Definition They are concerned with organizing, equipping, and train ing of those forces (e.g., Infantry battalions) required to support operational plans and force levels developed by the Joint Staff as directed by the President and/or Secretary of Defense. When acting as a member of the Joint Chiefs of Staff, the Army Chief of Staff participated in the development of oper ational plans and strategies. Definition RELATIONSHIPS A daily compilation of current news, in handout form, pre pared by the News Clipping and Analysis Service (DOD). There is also a "Late Bird" and a "Blue Bird." Estimated date of completion. Equal Employment Opportunity. Executive Order of the President. Efficiency Review. Refers to the third floor E-Ring in the Pentagon where offi ces of key officials are located. Conferences that are held at the conclusion of a survey or audit to discuss findings prior to issuance of a formal report. Connotes joint consideration of TDA/TOE positions and personnel to fill them. Refers to elements of the Army outside HQDA. Can also mean "to field an action" (i.e., handle it). Action to fill a vacant position, usually military. Term/Abbreviation Fix Fixed Costs Flip chart Flexitime/Compressed Time Float Floor Fly FOA Force FORSCOM FYDP Gameplan GAO General Purpose Forces GIGO GO GOCO GOGO Grant Aid Military Assistance Program (MAP) GSA GSC Definition Make a correction. Those elements of cost that do not vary with volume of production or a change in force strength within specified limits. Also referred to as "butcher charts." Large flimsy charts on a chart stand which are turned like pages in a book (vertically). The Federal Employees Flexible and Compressed Work Schedules Act of 1978 permitted Government agencies to depart from the normal eight hour/5 days per week schedule. Flexitime comprises core time and flexible time. All employees must be present during core time. During flexible time they may change their times of arrival and departure. Total work day is eight hours. Compressed time permits an employee to work ten hours a day four days a week. To submit an action for approval or coordination. Lower limit on expenditures. Means action will be approved. More commonly used in a negative sense, as in "it won't fly." Field Operating Agency For the purpose of the DOD Programming system, "Force" refers to those units identified in the Force Tabs of the Secretary of Defense's Five Year Defense Program. Major combat-oriented forces, airlift, and sealift forces are included. U.S. Army Forces Command. Five-Year Program, the primary document of the Planning, Programing, Budgeting and Execution System (PPBES). Borrowed from football jargon, gameplan refers to plan of attack (e.g., how to monitor an ongoing program). US Government Accounting Office, investigative arm of Congress. The operation and training of Army Combat Forces, Combat Support Forces, and Combat Service Support Forces, including the majority of their base operations support in CONUS and overseas. Garbage In Garbage Out. An ADPS-related term signifying that if data input to a computer is inaccurate, the output of the computer will also be inaccurate. Stands for either general officer or general order. Government-Owned Contractor-Operated Facilities. Government-Owned Government-Operated Facilities. MAP encompasses military assistance rendered under the authority of the Foreign Assistance Act of 1961, as amended, for which the United States receives no reimbursement. General Services Administration General Staff Council. GSC is chaired by GSA (DA Memo 15-7). • Term/Abbreviation Definition The single most important point or consideration. Gut Issue Happy to glad To make minor nonsubstantive corrections to a paper. Hill (or the Hill) Congress. HIOS Headquarters Integrated Office System. A person who serves as an aide or in some other capacity Horseholder (e.g., military assistant) in direct support of a general officer or senior civilian. Idiot blocks Option lines at the end of a staff paper which allow the decisionmakerto indicate his decision or desires by using a check mark (e.g., approved , see me ---brief me ). Information Mission Area; Individual Mobilization Aug IMA mentee Input Information provided in response to a request or reporting requirement. Interface The manner in which organizations or programs relate to each other (lash up, interconnect), usually laterally/horizontally as opposed to vertically. IRM Information Resource Management. Iteration One version of a paper. Each subsequent rewrite is referred to as an iteration. Refers to the Joint Staff, Staff at a unified command. J Staff JCS Joint Chiefs of Staff. Joint Action An action to be addressed within the Office of the Joint Chiefs of Staff (OJCS). JPAM Joint Program Assessment Memorandum. JPSD Joint Strategic Planning Document. K Thousand. Lash up See "interface." Liver patch (Pad) Army Staff Identification Badge (ASIB). Authorization to wear the badge normally is granted to officers, Warrant Officers and Senior Staff NCOs serving in OSA, the Army Staff, Office of the Chief, Army Reserve and the National Guard Bureau. Loaded action An action which raises difficult issues. Term also used in referring to an action which has purposely been designed to appear simple or routine on the surface in order to disguise its true significance. MAAG Military Assistance Advisory Group. Management by exception A technique whereby commanders and managers concentrate their attention on those matters which deviate from expected norms. MARC Materiel Acquisition Review Committee. MARC Manpower Requirements Criteria. Marginal Cost Cost of adding one more complete unit (e.g., cost of adding one more troop unit to a force). Mark up the budget A change or adjustment to a budgetary request. A budget is 61 Term/Abbreviation MARKS MBFR MCA MEO MFR Milestone MIS MOU MPA MS3 MV Narrow yellow NARS NATO NCA NCR NLT Nonseller NSC NSN OBE Obligation OGLA OMA One on One Definition usually "marked" or "marked up" after review to reflect congressional, Presidential, or other high-level decision. Modern Army Records Keeping System. Mutual and Balanced Force Reductions. Military Construction, Army. Title of appropriation for pur poses of most military construction of the Army. Most Efficient Organization. Memorandum for Record. A means of plotting progress and stating objectives (e.g., target dates for completing various phases of a construction program). Management Information Systems. Memorandum of Understanding. Military Personnel, Army. Title of appropriation for pur poses of payment, subsistence, clothing, and permanent changes of station for military personnel. Manpower Staffing Standards System. Manpower voucher. OCSA Form 159, Referral Slip, used in passing routine actions to Staff agencies. National Archives and Records Service. North Atlantic Treaty Organization. National Command Authority. National Capital Region (i.e., Washington and vicinity). Includes District of Columbia; Montgomery and Prince Georges Counties in Maryland; Arlington, Fairfax, Loudon, and Prince Williams Counties in Virginia; cities of Alexan dria, Fairfax, and Falls Church in Virginia. Not later than. An action or proposal which probably will not be approved or concurred in. Same as "won't fly" or "won't wash." National Security Council. National Stock Number. ,Overtaken by events. The dollar amount specifically reserved against an appro priation or fund for expenditure in payment of an order placed, contract awarded, or service received. Officer Grade Limitation Act of 1954. Operations and Maintenance, Army. The title of the appro priation making funds available for day-to-day operation and maintenance of the Army. After a paper has been sent to a number of Staff agencies for coordination, one or more agencies may raise questions or ask that portions of the staff paper be modified. Resolution of such differences is frequently referred to as "one on one," :meaning direct consultation between proponent office and office raising objection. Term/Abbreviation Definition Concerns following basic line of authority: Operation chain of command 1. President. 2. Secretary of Defense (SECDEF). 3. Joint Chiefs of Staff. 4. Unified and Specified Commanders. 5. Component Commanders of Unified and Specified Commands. OPM Office of Personnel Management-formerly Civil Service Commission. OPSEC Operations Security. OPSEC is an umbrella program protecting military operations and activities by the identification and subsequent elimination or control of those intelligence indicators, classified or unclassified, determined to be susceptible to hostile exploitation. OPTIMIS Operations Management Information System. OSA Office, Secretary of the Army. Proponent agency for action (paper, regulation, or project); PA Public Affairs. PARR Program Analysis and Resource Review. Participatory management Encouraging subordinates to contribute to the development of organizational goals. Objectives are: improved decisionmaking, job satisfaction, and enhancement of employee commitment to organizational goals. PBC Program and Budget Committee. Functions are: to review and analyze Army programing and budgeting actions in the Planning, Programming and Budgeting System (PPBS). PBD Program Budget Decision. PCF Pentagon Counterintelligence Force. PDIP Program Development Incremental Package. Program Development Incremental Packages (PDIP's) evolve during the Planning. Programming, Budgeting System (PPBS) cycle and are the building blocks for the POM. In the budgeting phase, POl's became COPS (Consolidated Decision Package Sets) and represent the program content of the Army Budget submission. PDM Program Decision Memorandum. PERT Program Evaluation Review Technique. A technique for management of a program through to completion by constructing a network model of integrated activities and events and periodically evaluating the time/cost implications of progress. PL Public law. Plug Adjustment to budget. PM Project Manager. PMAD Personnel Management Authorization Document. PMC Performance Management Conference. POC Point of Contact. 63 Term/Abbreviation Definition POM Program Objective Memorandum. A memorandum, in prescribed format, submitted to the Secretary of Defense by theSecretary of a military department or the Director of adefense agency which recommends the total resourcerequirements within the parameters of the published Secretary of Defense Fiscal Guidance. PPBES Planning, Programing, Budgeting, and Execution System. Preach to the choir Means right message but wrong audience (e.g., selling aposition to those who already agree with it, rather thantrying to overcome outstanding objections). Prebrief A briefing to an intermediary before giving the briefing tothe requesting official. Also referred to as "dry run." PROBE Program Optimization and Evaluation System. EnablesOCSA to render timely decisions relevant to the PPBS.Program element Identification of organizational entities and resources (e.g.,manpower, money, material, facilities) required to performthe assigned mission. Pump somebody up Brief an individual until he is fully informed on a subject.Term frequently used in relation to staff briefings, whereindividuals doing the briefing may represent several organizations. Other organizations involved "pump up" the brieferin their areas of interest. Purple suiter A military officer working in a DOD position (e.g., within OSD). When Army officers serving in OSD receive periodicupdate briefings on what the Army is doing, this is sometimes referred to as the "regreening process."Pyramidal reporting Design of reports and data requirements to generate successively more summarized and less detailed information asthe data moves through command levels from operationalto policy levels. Q/ and As Question and answer for congressional hearings. QQPRI Qualitative and Quantitative Personnel RequirementsInformation. RBI Reply by Indorsement. RCCC Reserve Components Coordination Council. RCS Requirements Control Symbol. ROD Required Delivery Date Reading file A file of correspondence prepared by an office during agiven period, usually a week. File is circulated so as to keeppersonnel informed of ongoing actions. Reclama To rebut an action (e.g., oppose a proposed reduction inwork force by providing substantive proof that the proposalshould be reconsidered). REDCON Readiness Condition. Referral list A list of job candidates provided by the servicing civilianpersonnel office in response to a request to fill a jobvacancy. RIF Reduction in force. 64 Term/Abbreviation SA SAB SAG S&BMS-W SECDEF SELCOM Sell SHAPE Short fuze Shotgun Snowflake SOFA SSA SOP Space Spooks Spread sheet Square one Squib SRF Staffed Stat clear Strap hanger Strategic Forces Strawman Stovepipe Definition Secretary of the Army. Subject as above. Study Advisory Group. Space and Building Management Services-Washington. Secretary of Defense. Select Committee. This committee reviews, coordinates, acts, or recommends action on all matters related to pro graming, budgeting, and the use of Army financial resources. Convince another agency to accept transfer of an action (from one agency to another). Supreme Headquarters Allied Powers in Europe. A short deadline or suspense. Simultaneous staffing or distribution of the same document to several offices. Mail control record and receipt or suspense control form. Status of Force Agreements. Staff Support Agency. Standing Operating Procedures. Can refer to either physical office space or a position on the table of distribution and allowances. Counterintelligence Force personnel who inspect offices at night for possible security violations. A sheet attached as an enclosure to correspondence which presents facts of figures in tabular form. While usually over sized, spread sheets may be the same size as covering documentation. The first step in the process. A short note or writeup. Selected Reserve Force. Term used as in "this paper was staffed with Office, Secre tary of the Army." A paper has been staffed when it has been discussed/coordinated with another officer or organization. The shortened term used to indicate the process that is required before statistical material can be released outside the Army. Person who tags along to a briefing or on a trip even though his presence is not required. Consists of the SAFEGUARD Defense System, as well as logistics and support organizations. A concept or other document prepared as a basis for dis cussion or coordination. Sometimes referred to as a "think piece," ~ strawman is usually the forerunner of a later document. A term that applies to organizational structures and com munications. It applies to organizations which are aligned Term/Abbreviation Study Sunk costs Support (or administrative) chain of command Supporting establishment Surface Suspense TAADS TAEDP Tank TAP TAPA Tape Tasking document TASP TDA TOY TM Tooth to tail ratio TO TOE Track Definition vertically and specialize in one functional area, such as logistics, finance and accounting, personnel training, etc. It also applies to informal vertical communications for tasking, coordination, etc. direct from action officer to action officer. A conceptual examination or investigation of a subject, often requiring sophisticated analytical techniques to integrate a variety of factors, lending to conclusions or recommendations making substantive contributions to planning, programing, and decisionmaking. Costs already incurred which cannot be recovered. Concerns following basic line of authority: 1. President. 2. Secretary of Defense. 3. Military Departments (e.g., HQDA). 4. Army Field Commands. The total Army, less the operating forces. It comprises the supporting forces, special activities, training forces, transients and patients. To raise an issue. Time allowed to complete an action. The Army Authorizations Document System. Total Army Equipment Distribution Program. Slang expression for the room in the Pentagon where the Operations Deputies and Joint Chiefs of Staff meet to con sider agency items. Room is also frequently referred to as the "Gold Room." The Army Plan Total Army Personnel Agency Chain of command. A document, often an OCSA referral slip (DAS form 77) or Chief of Staff memorandum, assigning responsibility for an action or actions. The Army Study Program. Table of distribution and allowances. (Outlines personnel and equipment authorized to a non-TOE organization, such as a headquarters.) Temporary duty. Technical Manual. Combat power in comparison to support (noncombat) base. Table of organization. Table of organization and equipment. (Outlines standard personnel and equipment requirements for field units, such as Infantry battalions.) This term has two meanings. It can mean to monitor an • Term/Abbreviation Tradeoff TRADOC Trim Trip Book Turn around Type classification UIC Unstructured Organization USAREUR USASCAF VCSA What-iffing Wide yellow WMA wo Won't Wash Wordsmith Working paper WPC Definition action (follow) or determine its status. It also can mean that the wording in a staff paper follows a logical and understandable sequence. A consideration for pros and cons, with the realization that some disadvantages may have to be accepted in order to gain advantages sought. Term is often employed in systems analysis and in discussing the development of weapons systems (e.g., decision to accept lesser performance in order to hold down costs is a tradeoff). U.S. Army Training and Doctrine Command Signifies scaledown. Frequently used in relation to a budget cutback. A compilation of data for a key HQDA official in preparation for a trip. To return an action to the action officer or agency for cor rection or revision. Also refers to reversal of an approved position by higher authority. The procedure used to designate the degree to which an item of equipment fulfills an approved Army requirement. Unit Identification Code. An ARSTAF organization, usually division level, which elim inates formal sub-elements such as branches/offices which are replaced by teams. AO's report direct to division chief rather than through a branch/office supervisor. United States Army, Europe. US Army Service Center for the Armed Forces. (Pentagon) Vice Chief of Staff, Army. Effort to identify all conceivable eventualities and develop contigency plans to meet them. Term usually has a negative connotation, signifying dilution of effort or resources by generating projects of limited or remote importance. DAS Form 77: referral form used in passing actions which are under suspense control to Staff agencies. Form also may be used between Staff agencies (referred to as lateral tasking) in obtaining input during the process of staff coordination. Washington metropolitan area. Warrant officer. Means that a paper or proposal stands little chance of favorable consideration. Rewriting of a paper to smooth out wording without chang ing substance. A preliminary document in draft form. Also referred to as a "working draft." Such papers are used as a basis for discus sion and preliminary coordination before preparing the paper in final form. Word Processing Center. Term/Abbreviation Zero base Definition Building an entire system or budget without accepting any previously approved assumptions or experience factors. As usually employed, zero base planning relates to development and justification of every line item (e.g., budget or force structure) as opposed to incremental or decremental planning (e.g., only peripheral changes in existing program). PART II TERMS AND ABBREVIATIONS APPLICABLE TO JOINT ACTIONS Term/Abbreviation A and R AAA AAW Agenda Item AOPS DEP Army Flimsy • Army Planner Blue Bullet Boiler Plate Briefing Buff Chief of Staff, Army Memorandum (CSAM) Corrigendum Cut-In Debrief Definition Approved and removed. Means agenda item has been approved by the JCS prior to the scheduled meeting. Approved as amended. Means agenda item has been amended by the JCS prior to approval. Approved as written. Means an agenda item has been approved as written by the JCS. Shown on the printed agenda sheet. Addressed in the "tank" by the Operations Deputies and/or Joint Chiefs of Staff. Can be voted by telephone in advance of a meeting if there is a chance of gaining all Services' votes. Short for Assistant Operations Deputy. AOPS DEPs can approve papers for the JCS. Normally, the Tuesday agenda is addressed by the AOPS DEPs. Written proposal for nonsubstantive change to ajoint paper. (Similar documents prepared by other Services are Air Force Flimsy, Navy Flimsy, and Marine Corps Flimsy.) See "Flimsy" for additional usage. Director of Plans, ODCSOPS, or in lower case, the Army representative at a planners' meeting on a Buff paper. Usu ally an 0-6. Slang expression for Joint Staff action directive prepared on blue colored paper assigning action to an agency within the Joint Staff. Slang expression for those portions of joint paper titled: problem, facts bearing on the problem, discussion conclu sion, and recommendation. Preparation of the Chief of Staff for a JCS meeting. Joint action prepared on buff colored paper for considera tion by the Service Planners. A written proposal for substantive change to a joint paper. (Similar documents prepared by other Services and Chief of Staff, Air Force Memo (CSAFM); Chief of Naval Operations Memo (CNOM); and Commandant Marine Corps Memo (CMCM).) Published change to a joint paper that can be utilized in the buff or green stage. Making corrections or changes to a paper as indicated in the flimsy or CSAM. Oral presentation of the results of the OPS DEPs and/or CS meetings. It is usually conducted by the OPS DEP or AOPS DEP. Term/Abbreviation Director's Flimsy (OF) Discussion Item Fixes Flimsy Fly Sheet Green Hold lnbook Item Instant Buff Instant Green Item JACO JCSM JDCS Joint Action JOPS JSPS Definition A written proposal by the Director, Joint Staff, for a change (either substantive or nonsubstantive) in a joint paper. An item to be discussed as opposed to an item requiring a decision at an OPS DEP or JCS meeting. Changes to a paper. Draft version of a joint action prepared by joint action officer. Name derived from original use of carbon and second sheets; now mimeographed on white paper. See "Army Flimsy." A usually unclassified, on page green paper issued by the JCS to notify the Services that a document/action has been circulated or is available through other than normal JCS channels. Joint action prepared on green paper for consideration of the JCS. The withholding of concurrence on a joint paper of the JCS. Not shown on the official JCS agenda sheet. These are items which are internal JCS matters and will not require a major decision by the JCS. They usually are joint talking papers or fact sheets which are proposed for use by the Chairman or other representatives of the JCS at various policy meetings in the Government. A report issued in buff which has not been processed through the flimsy stage since, in the opinion of the head of the Joint Staff agency, time limitations preclude flimsy lead coordination. A report issued in the green which has not been processed through the flimsy and buff stages since, in the opinion of the head of the Joint Staff agency, time limitations preclude formal flimsy-buff level coordination. Short for agenda item; i.e., an action which appears on the agenda for a meeting of the OPS DEPs and/or JCS. Joint Actions Control Office (Office of the Army Secretary for Joint Actions) (3E633). (Joint Chief of Staff memorandum) A memorandum used to forward the implementation document resulting from a JCS decision. Joint Documents Control Section (3C522)-the office responsible for the receipt, distribution, and storage of all joint papers received by the Army Staff. Any action received by the Department of the Army from the Joint Staff that requires Service and Joint Staff input, coordination, and JCS action. Joint Operations Planning System-the vehicle which provides guidance to the CINCs on preparation on OPLANS/ CONPLANS to support those tasks contained in the JCSP. Joint Stragetic Planning System-the vehicle through which the JCS carry out the strategic planning responsibilities as Term/Abbreviation Line-In/Line-Out MAN MOP97 MOP 132 MOP 133 MOP 158 Note Item Note to Holders Notes OPS DEP PCD Definition charged to them by the National Security Act of 1947 and subsequent amendments. MOP 84 establishes policies and procedures which govern the operations of the JSPS. Principal method for indicating proposed revisions to documents. When it is desired to indicate the deletion of letters/punctuation marks/words, these should be lined out with a hyphen; when it is desired to indicate the addition of new words, these should be underlined. Meeting Action Notes-prepared by the Secretary JCS to reflect taskings or requirements resulting from JCS meetings. JCS Memorandum of Policy 97 establishes a procedure whereby certain reports are considered "approved" by the JCS on a specific date, barring objection by one of the Services. The specific date is normally 5 working days from the date the report is circulated. JCS Memorandum of Policy 132 establishes a procedure whereby most substantive reports, after processing through the flimsy-buff-green stages, are formally addressed and approved by the OPS DEPs or JCS in formal session. JCS Memorandum of Policy 133 delegates to certain specified positions within the OJCS the authority to issue instructions in their area of cognizance in the name of the JCS for matters which: a. Are covered by existing policy, plans and procedures; or b. Are not substantive enough, in the opinion of the head of the Joint Staff agency, to warrant the personal attention of the JCS; or c. When coordinated with the Services, are not requested to be considered formally by the JCS. JCS Memorandum of Policy 158 establishes the procedures for the JCS to present their view in the National Security Council (NSC) System. Comments and concurrences to joint talking papers, memorandums, etc. for use in NSC discussions are usually required under MOP 158. They are approved by ADCSOPS (JA). Shown on the printed agenda sheet and handled as an agenda item. Usually applies to briefings to be given to the JCS or meetings of the JCS and important individuals when no decision is required or rendered. Addendum to accomplish additions or to provide additional information relative to a numbered JCS paper. Papers prepared by Army action agencies for prebriefs and briefings prior to a JCS meeting. Normally consists of OPS Form 61, Point Paper, and Supplemental Information Sheet. Short for Operations Deputy. OPS DEPs can approve papers for JCS. Program Change Decision-A SECDEF decision, in prescribed format, authorizing changes to the Five Year Defense Program (FYDP). Term/Abbreviation PCR PD Pick Up Planner Planner's Memo PM (Policy Memo) Prebrief Prebuff PRM Purple Red Stripe Split Paper Supp Info Table Talk In Tank Definition Program Change Request-proposal, in prescribed format, for out-of-cycle changes to the approved data in the FYDP. Presidential Directive-used to promulgate Presidential decisions on national security matters. Replaced National Security Decision Memorandum (NSDM). Similar to debrief; preparation fo the OPS DEP on items added to the agenda at the last minute; answer questions raised by OPS DEP during prebrief. A senior Service representative (Colonel, USA or USAF, or Captain, USN) who meets with representatives of the other Services and the Joint Staff to consider a buff paper. The Planner is authorized to consider a buff paper and to exercise approval for his/her Service on appropriate Joint Staff actions. A written proposal for substantive changes to a joint paper in buff stage. JCS Policy which establishes procedures for the timely processing of JCS documents. They are referred to as Memorandums of Policy (MOPs). Preparation of the OPS DEP for OPS DEPs meeting or to brief the Chief of Staff. Another term for a second or third flimsy. Presidential Review Memorandum-used by the President to direct that reviews and analyses be undertaken by the departments and agencies. Replaced National Security Study Memorandum (NSSM). Slang expression for a written proposal of changes to a buff or green paper; also may be referred to as a "slant." (Derived from former custom of using the "ditto process" for printing Service nonconcurrences of proposals for changes.) Red stripe that appears around edge of the front page of a joint paper to indicate it has been approved by the JCS. Alternatively, an approved JCS paper. Slang expression for a joint paper containing two or more unreconciled views. (Derived from old custom of printing divergent views in parallel vertical columns on the paper.) Short for Supplemental Information, a paper for the OPS DEP or Chief of Staff which presents background or amplifying details on a joint paper. To submit a paper or proposed change to a paper at a JCS, , OPS DEP, or Planners' meeting as contrasted to circulation prior to the meeting. The act of making oral, rather than written, proposed changes to a joint paper. Term for the room (2E924) where the OPS DEP and the JCS meet to consider agenda items. Another term frequently used in reference to this room is the "Gold Room." Term/Abbreviation Tank Sheet Telephone Vote White Voted References: Definition A working paper issued by the Joint Staff which includes the issues still to be discussed/decided by the Joint Chiefs of Staff. An approval method similar to PM 97 except that approval must be transmitted to the Joint Secretariat by JACO immediately after approval by the ADCSOPS(JA). Telephone votes are normally time-sensitive. A pregreen published to ensure that agreed upon charges by the Service Planners have been incorporated. Means Army has given its position on a given matter. a. Army Joint Actions Handbook, 28 April 1978. Published by ODCSOPS (Joint Affairs). b. OJCS Actions Officers Handbook, May 1979, published by OJCS. APPENDIX D POINTS OF CONTACT LISTS 1. This appendix comes in two parts. The first provides a list of telephone numbers of common administrative and management services performed within your agency. The second part covers points-of-contact referred to elsewhere in the guidebook. 2. Before you use Part 1, take a look at the abbreviations or office symbols at the head of each column. These are the basic office address symbols assigned by AR 340-9 and discussed in the guidebook under the topic, OFFICE ADDRESS SYMBOLS. For your convenience, a list describing the basic office address symbols used in Part 1 is provided below. • SASA -Office, Secretary of the Army DAAR -Army Reserve, Office of the Chief DACH -Chaplains, Office of the Chief of DACS -Chief of Staff, Office of the DAEN -Engineers, Office of the Chief of DAJA -Judge Advocate General, Office of The DALO -Logistics, Office of the Deputy Chief of Staff for DAMI -Intelligence, Office of the Deputy Chief of Staff for DAMO -Operations and Plans, Office of the Deputy Chief of Staff for DAPE -Personnel, Office of the Deputy Chief of Staff for DASG -Surgeon General, Office of The NGB -National Guard Bureau PART I TELEPHONE NUMBERS FOR AGENCY POINTS OF CONTACT FOR COMMON ADMINISTRATIVE AND MANAGEMENT SERVICES Contact OSA DAAR DACH DACS DAEN DAJA Administrative Officer 52244 76073 51107 72567 43901 54717 Information Management Officer 74493 46507 51107 74493 43936 78655 Committee Management Officer 76900 78619 51107 76900 43936 54717 Congressional Affairs Contact Officer (CACO) 53524 72437 51136 56410 74125 53786 Equipment Program Representative 52244 78796 51107 72567 52111 54717 Financial Management Officer 78600 55532 51107 72567 43901 54719 Forms Management Officer 54682 76073 51107 72567 43901 54717 Joint Action Control Officer 74268 54733 51107 74268 56263 53786 Manpower Management Representative 78600 76073 51107 72567 43901 53786 NATO Control Officer 76418 56263 74504 Office Motor Vehicle Transportation Officer 52244 76073 51107 72567 43901 54717 OPTIMIS Coordinator 55772 46507 51107 73234 79434 59761 Organization & Functions Representative 78600 76073 51107 53485 43901 53786 Printing Control Officer 54682 76073 51107 54682 43901 54717 Public Affairs Liaison Officer 72564 77369 51107 56410 56263 53786 Publications Control Officer 54682 76073 51107 54682 43901 54717 Records Management Officer 70615 76073 51107 70615 43901 59761 Management Information Control Liaison Officer (MICLO) 50495 46507 51107 56263 54717 Safety Officer 44671 76073 51107 70871 43901 54717 Security Manager 52087 76073 51107 73997 43901 59761 Space Management Officer 52244 76073 51107 72567 79567 54717 Staff Action Control Officer 57552 54733 51107 54674 56263 53786 Statistical Clearance Liaison Officer 78600 72437 51107 56263 53786 Study Coordinator 70026 72437 51409 70026 56263 53786 Telephone Service Representative 52244 76073 51107 72567 43901 54717 White House Actions Control Officer 77425 53214 51018 77425 56263 53786 TELEPHONE NUMBERS FOR AGENCY POINTS OF CONTACT FOR COMMON ADMINISTRATIVE AND MANAGEMENT SERVICES Contact DALO DAM I DAMO DAPE DASG NGB Administrative Officer 44245 42102 74567 55085 756-0221 74841 Information Management Officer 44141 54625 46712 56432 756-8286 756-1255 Committee Management Officer 51756 53602 78570 756-0015 56998 Congressional Affairs Contact Officer (CACO) 48402 52027 73880 57160 756-0015 71266 Equipment Program Representative 55301 54625 55790 72574 756-8058 77744 Financial Management Officer 51756 71118 78570 756-0251 74884 Forms Management Officer 44141 42103 71453 54019 756-0232 56034 Joint Action Control Officer 73487 52027 56314 55022 756-8178 56998 Manpower Management Representative 77677 51756 71118 78570 756-0291 50157 NATO Control Officer 56244 50776 54019 756-0221 Office Motor Vehicle Transportation Officer 47359 50776 77613 73084 756-0221 74728 OPTIMIS Coordinator 47177 46712 55085 756-8286 70657 Organization & Functions Representative 77677 51756 71118 78570 756-0004 56998 Printing Control Officer 44141 42102 71453 54019 756-8336 56034 Public Affairs Liaison Officer 74880 42102 76524 76314 756-0017 50421 Publications Control Officer 44141 42103 53602 54019 756-8336 56034 Records Management Officer 47357 42103 42011 54019 756-0223 75905 Management Information Control Liaison Officer (MICLO) 44141 78266 71453 77409 756-0271 756-1255 Safety Officer 47353 42102 76714 41165 756-0125 74727 Security Manager 47358 59130 76714 41165 756-8173 71262 Space Management Officer 44245 42102 54650 41165 756-0221 74841 Staff Action Control Officer 52852 52027 53465 72705 756-0019 70657 Statistical Clearance Liaison Officer 54474 71118 73720 756-0271 70083 Study Coordinator 46509 51746 79090 76842 756-8154 756-2456 Telephone Service Representative 55301 42102 54650 76314 756-0221 77744 White House Actions Control Officer 52852 52027 76524 77941 756-0239 71266 PART II SPECIFIC POINTS OF CONTACT Reference Code Service/Organization Location/Room Phone Administrative Service Centers (ASC): ASC No.1 Pentagon, 1E700 695-4343 ASC No.2 Pentagon, 2A3&4 695-7301 ASC No.3 Pentagon, 3C157 697-1587 ASC No.4 Pentagon, 4A3&4 697-0728 ASC No 5 Pentagon, 4A7&8 697-0738 ASC, AMC Building Room G2C31 274-9599 ASC No. 9 (Hoffman I) Room 444 325-0864 ASC No. 10 (Hoffman II) Room GS-19 325-9185 Room 218 756-2190 ASC. Columbia Pike Bldg Room 219 756-1550 ASC, Nassif Bldg Room 7410 475-1488 ASC, 1900 Half St (Buzzard Point) 272-0793 ASC, Pulaski Bldg Room 1123 ASC Blank Forms Center Pentagon, 3A3&4 695-7143 2 Air Transportation: Gelco Travel Services (Domestic) Pentagon Concourse 762-8180 Gelco Travel Services (Leisure) Pentagon Concourse 979-5500 981-3527 Passenger Service Sect Andrews AFB, 93d Andrews AFB (24-hr operation) Aerial Port Sqdn 981-3528 Special Air Mission (SAM) Flights (VIP Pentagon, 1A860 694-1218 Personnel) Davison Aviation Command Ft Belvoir 664-3731 Pentagon Helipad Operations Pentagon 697-9250 3 AOC Matters (Army Operations Center) Pentagon, BF741C 695-0043 4 Armed Forces Hostess Assoc Pentagon, 1A736 697-3180/697-6857 5 Army Community Service Centers: Bldg T-1196 664-3965 Fort Belvoir Bldg 501 (301) 663-2452 Fort Detrick Fort Meade 9th & Chamberlain Sts (301) 667-3418 Fort Myer Bldg 202 692-9433 Walter Reed Army Medical Center Bldg 1, Room 213Rm 576-3412 (301) 878-4244Fort Ritchie 6 Army Information Book Pentagon, BE800 695-1375 7 Army Regulations and Directives: Editing Service Hoffman I, 1023 325-0848 Identification of Proponent Hoffman I. 1023 325-0848 Printing Schedules Hoffman I, 1028 325-6212 8 Audiovisual Services: USA Visual Information Center Pentagon, 5A470 695-7275 9 Automatic Data Processing (ADP) Support: OSA Information Mgmt Ole Pentagon, 1 D626 695-7421 US Army Information Systems Pentagon, BD102B 695-0167 Command-Pentagon Decision Systems Management Pentagon, 1 D625 695-6840 Agency (TRAAC) 10 Banking Services: Sovereign Bank Pentagon Concourse 695-7034 Crestar Bank 2111 Eisenhower Ave. 838-3246 11 Building Administration: Washington HQs Services Pentagon, 3C345 697-6563 Staff Mgmt and Services Div. OCSA Pentagon, 3C683 695-3485 79 Reference Code Service/Organization Location/Room Phone 12 Building Passes: HQDA Civilian Personnel Pentagon, 3D727 695-3383 Mil Personnel Service Center Pentagon, 1D614 697-7441 Army Staff Personnel (Certification) Pentagon, 1 B463 695-2126 TAPA Hoffman II, 7N63 325-0262 13 Building Services (Pentagon only): General Maintenance Svcs Pentagon, 2E165 695-7260 695-7270Light Bulbs/Tubes 697-1561Vacuum/Carpet Cleaning 695-7260 14 Bus Transportation (DOD) 697-1982 15 Bus and Rail Transportation (Public): Metro Information Pentagon Concourse 637-2437 Metro Timetables Pentagon Concourse 962-6571 16 Buying Services (Discount): HQUSA Recreation Svcs Pentagon, 3A146 697-3816 HOUSAF Recreation Svcs Pentagon, 5E380 697-9857 Armed Services Hostess Association Pentagon, 1 A 736 697-3180 17 Car Pools and Parking: Central Parking Control Pentagon, 2E165 697-6251 Builrling Manager Nassif 756-1010Building Manager Hoffman 325-0150Building Manager Commonwealth 694-2892Building Manager Buzzard Point 475-1495 18 Child Care Centers (Nurseries): Boiling Air Force Base Bldg 4456 767-2890Fort Belvoir Bldg T-1201 664-3051Preschool Bldg 1444 781-7028Fort Meade Bldg T-800 (301) 677-5201Preschool (301) 677-7712Bldg T-3184Fort Myer Bldg 469 692-1819Walter Reed Nursery Bldg 85 576-3516 19 Civilian Employee Servicing: Personnel & Employment Pentagon, 3D727 695-3383Service-Washington (P&ES-W) MDWCPO Fort Myer, Bldg 469 692-9883 MDWCPO Hoffman II, 1 N57 325-9064 20 Civilian Hours of Work and Leave: P&ES-W Pentagon, 3C682 697-0892 MDWCPO Fort Myer, Bldg 469 692-6197 MDWCPO Hoffman II, 1 N47 325-8838 21 Civilian Jobs (establishing or changing): P&ES-W Pentagon, 1A909 695-2589 MDWCPO Fort Myer, Bldg 469 692-8890 MDWCPO Hoffman II, 1 S39 325-8841 22 Civilian Performance Ratings and Career Appraisals: P&ES-W Pentagon, 3C682 697-0892 MDWCPO Fort Myer, Bldg 469 692-6197 MDWCPO Hoffman II, 1 N47 325-8838 23 Civilian Personnel (Management Labor Relations): P&ES-W Pentagon, 3C682 697-0892 MDWCPO Fort Myer, Bldg 469 692-6197 MDWCPO Hoffman II, 1 N47 325-8838 24 Civilian Recognition and Awards: P&ES-W Pentagon, 3D749 697-0532 MDWCPO Fort Myer, Bldg 469 692-6197 MDWCPO Hoffman II, 1 N47 325-8838 80 Reference Code Service/Organization Location/Room Phone 25 Civilian Staffing: P&ES-W MDWCPO MDWCPO 26 Civilian Training: P&ES-W MDWCPO MDWCPO 27 Civilian Upward Mobility: P&ES-W MDWCPO MDWCPO 28 Clothing Sales Stores: Fort Belvoir Fort Myer Walter Reed Fort Meade Tri-Service Uniform Store 29 Commissaries: Cameron Station Fort Belvoir Fort McNair Fort Myer Fort Meade Vint Hill Farms Andrews AFB Bolling AFB Walter Reed Quantico (USMC) Henderson Hall (USMC) 30 Committees: DA Committee Mgmt Ofcr 31 Congressional Inquiries (OCLL) Congressional SOP, OCSA 32 Coordination: Plans and Projects, OSA Staff Mgmt and Services Div, OCSA 33 Counterintelligence Services: Pentagon Resident Office Office, Deputy Chief of Staff, Intel (AOC) (24 hours) 34 Courier Services: HQ, Armed Forces Courier Service (ARFCOS) Pentagon Courier Sub-Station 35 Credit Union Main Office 36 Decentralization: Staff Mgmt and Services Div, OCSA 37 Defense Supply Service-Washington 38 Defense Technical Information Center 39 Duty Officer Requirements: HQDA Operational Duty Officer 40 Education Opportunities: Pentagon Education Ctr Hoffman Education Ctr Ft. McNair Education Ctr Ft Myer Education Ctr Bldg 392 (301) 677-3430 Pentagon, 5E510 695-7508 Pentagon, 1A909 695-2589 Fort Myer, Bldg 469 696-3179 Hoffman II, 1S39 325-8840 Pentagon, 1A884 697-8338 Fort Myer, Bldg 469 692-0548 Hoffman II, 1N47 325-8765 Pentagon. 1A884 697-8338 Fort Myer, Bldg 469 696-3179 Hoffman II, 1S39 325-8840 Bldg 1188 664-3553 Bldg 313 692-9446 Forest Glen Shopping Mall 427-5412 Cameron Station 274-6527 Ft Belvoir 664-4892 Ft McNair, Bldg 35 475-1725 Ft McNair, Bldg 41 475-1963 Ft Myer 692-9863 Ft Meade (301) 677-3250 Vint Hill (703) 347-6512 Andrews AFB 981-2639 Bolling AFB 767-4044 WRAMC 427-5013 Quantico (703) 640-2233 Henderson Hall 979-8420 Pentagon, 3E741 697-6900 Pentagon, 2C631 695-6368 Pentagon, 3D636 697-3421 Pentagon, 3E741 697-6900 Pentagon, 3C669 697-7344 Falls Church, VA 285-5808 695-3178 Ft. Meade, Bldg 144 (301) 677-6009 Pentagon, 1 C240 695-3505 838-1000 Pentagon, 3C683 695-3485 Pentagon, 1 E230 695-2005 Cameron Sta., Bldg 5 274-6800 Pentagon (AOC) 697-0218 Pentagon, 3C147 694-4514 Hoffman II 325-0094 Bldg 41 475-1929 Bldg 219 692-1460 Reference Code Service/Organization Location/Room Phone 41 Equal Employment Opportunity: EEO Officer (OSA) Pentagon, 1 0624 697-4313 EEO Officer (MOW) Buzzard Point 475-1175 42 Filing System ISC AV 879-7446 Ft. Huachuca, AZ 43 Financial Management: Resource Mgmt Ofc, OSA Pentagon, 30743 697-8070 Staff Mgmt and Services Div, OCSA Pentagon, 3C683 695-3485 44 For Official Use Only Hoffman I. 1146 325-6163 45 FORUM Pentagon, 30614 695-3927 46 Freedom of Information Hoffman I, 1146 325-6163 47 General Officer Matters: General Officer Mgmt Ofc, OCSA Pentagon, 2E749 697-7994 48 Headquarters Integrated Office System Pentagon 1 0625 695-7989 49 Household Goods (pickup and delivery): Movements Branch, USASCAF Pentagon, 1A872 697-2336 Joint Household Goods Shipping Office: Cameron Sta, Bldg 1 Inbound, Nontemporary Storage: Last Name (A-G) 274-8233 Last Name (H-0) 274-8203 Last Name (P-Z) 274-8073 Outbound Shipments 274-7159 Customer Relations 274-7397 Tracing/Loss or Damage 274-8754 50 Housing Referral Offices: Pentagon Office Room 20173 697-4115 Fort Myer Office Bldg 321 692-9540 Fort Belvoir Bldg T-1907 664-4886 51 Identification Cards and Tags (military and dependents): 10 Card Issuing Facilities Pentagon Room 5A480 695-1922 Fort Belvoir Bldg 1902 664-1303 Fort Myer Bldg 202 692-0572 52 Inspector General Assistance Pentagon. 10736 695-1578 53 International Standardization Actions: ODCSOPS Pentagon, 10531 697-5913 Washington Standardization Office Nassif, 327 756-1376 54 Joint Chief of Staff Actions: JACO Pentagon, 3E633 695-6314 55 Legal Assistance: Legal Assistance Ofc Pentagon, 2C467 697-3170 (OTJAG) Ft Myer, Bldg 229 692-0502 56 Legislative Affairs: OCLL Pentagon, 2C631 695-3918 57 Liaison Offices: FORSCOM/TRADOC Pentagon, 2B725 697-2552 697-2588 SHAPE Pentagon, 1A711 697-7946 USREPMC-NATO Pentagon, 2C255 697-4196 USAEUR Pentagon, 2B723 695-1327 EUSA Pentagon. 2A718 694-3475 USAISC Pentagon, 5A928 697-4907 58 Litigation Pentagon, 20444 695-1721 59 Locator Services: OSA Civilian Locator Pentagon, 30727 695-9504 Active Army personnel world-wide Ft Ben Harrison (317) 542-4211 (during duty hours) Retired Army personnel world-wide Hoffman I, 1408 325-9144 Reference Code Service/Organization Location/Room Phone TAPA (during normal duty hours) GO's world-wide (active & retired) Pentagon, 2E749 697-7994 GO's World-wide (active & retired) Pentagon, 2E749 697-7994 Civilian Employees of Army Staff/MOW Hoffman II, 1N60 325-8345 60 Maps (where to obtain): Defense Mapping Agency Pentagon BG720 695-7907 61 Manpower Management: Resource Management Office, OSA Pentagon, 30746 695-0495 Staff Management and Services Div, OCSA Pentagon, 3C669 697-7344 62 Medical Services: US Army Health Clinic (all emergencies, Pentagon Concourse 697-1111 military and civilian, involving personnel in the Pentagon) 63 US Army Health Clinic (military) Pentagon Concourse Information 695-3581 Eye Clinic 695-3458 Dental Clinic 695-3448 Immunization Clinic 697-4685 Pharmacy 695-6061 US Civilian Employees' Pentagon, 1E356 697-4778 Health Service, DOD 2A750 64 Message Preparation and Review: Staff Communications Branch Pentagon, 5A910 695-1405/4 65 Military History: Histories Division Pulaski, 4125 272-0323 Historical Services Division Pulaski, 4137 272-0303 Research and Analysis Pulaski, 4224 272-0301 Library Pulaski, 4124C 272-0321 66 Military Pay Matters: MOW Finance and Accounting Ft Myer, Bldg 202 692-9472 Main Office Buzzard Point 475-0862 In-Processing Appointment 475-0862 Pay Inquiries Ft Myer, Bldg 202 692-9472 MOW Finance and Accounting Office (sub-office)Pentagon, 3A310 697-4760 67 Multiple-Address letters (HQDA): Hoffman I, 1039 325-0848 68 NATO Documents, CUSR Pentagon, 1 B889 697-4204 69 Office Space: Space and Building Management, OSA Pentagon, 1 A 123 695-7555 70 Official Mail Cost Control Program Pentagon, 1C710 695-2522 71 Operations Management Information System Pentagon, 18943 695-5772 (OPTIMIS) 7'2 Officers' Open Messes: Anacostia Naval Station River View Room Washington, D.C. 433-2609 Andrews AFB: Andrews AFB Desk 420-4744 Catering 420-4550 Dinner Reservations 420-7676 Arlington Hall-Desk & Catering Arlington Hall 920-7300 Boiling AFB: Boiling AFB Desk 563-8400 Catering 563-0208 Cameron Station: Cameron Station Desk 751-4292 Catering 751-4292 Fort Belvoir: Fort Belvoir Desk 780-0930 Fort McNair: Fort McNair Desk 484-5800 Reference Code Service/Organization Location/Room Phone Fort Meade: Desk Catering Fort Myer: Desk Catering National Naval Medical Center Desk and Catering Vint Hill Farms Walter Reed Army Medical center: Desk Catering Washington Navy Yard Package Stores (Class VI): Fort Belvoir National Naval Medical Center Naval Air Station Vint Hill Farms 73 Officer Personnel Administration: HQDA Military Personnel Service Center ASOPD (Personnel Assistance Unit) TAPA Military Personnel Office 74 Operations Security (OPSEC) 75 Organization and Functions-HQDA: Resource Management Office, OSA Staff Management and Services Div, OCSA 76 Passports and Visas: USASCAF Passport and Visa Branch State Department (e.g., Touris Passports); General Info on Passport and Visa Requirements (recorded message) Answers to Questions Related to Passports and Visas 77 Pentagon Officers Athletic Center (POAC): Admin Office Reservations (handball & racquetball) (squash & badminton) Health Service Swimming Pool Barber Shop Paging Service 78 Pentagon Building Circulars: Pentagon Building Administrator 79 Pentagon Library Services: Director Circulation Desk General Reference Legal and Legislative Reference Periodicals Reference Military Documents Army Studies 80 Personnel Security: OSA Security Office Support Branch, TAPA 81 Post Exchanges: Andrews AFB Bolling AFB Cameron Station Fort Belvoir Fort McNair Fort Meade Fort Myer NNMC, Bethesda, MD, Bldg 23 Warrenton, VA WRAMC Washington, D.C. Fort Belvoir, Bldg 238 NNMC, Bethesda, DC, Bldg 23 NAS, Patuxent, MD, Bldg 406 Vint Hill, Bldg T-220 Pentagon, 1 D614 Pentagon, 1 B924 Hoffman II, 7N53 Pentagon, BF741C Pentagon, 3D746 Pentagon, 3C669 Pentagon, 1 B870 1425 K St, NW, Wash Pentagon, Adjacent to River Entrance, Room BG877 Pentagon, 2E165 Pentagon, 1 A518 Pentagon, 1 A518 Pentagon 1 A518 Pentagon, 1 A518 Pentagon, 1A518 Pentagon, 1A518 Pentagon, 1 A518 Pentagon, 1 B463 Hoffman II, 7N63 Andrews AFB, Bldg 1683 Bolling AFB, Bldg 4514 Cameron Sta, Bldg 1 Ft Belvoir, Bldg 1189 Ft McNair, Bldg 39 (301) 674-7070 (301) 674-5929 524-7000 524-0200 652-6318 (703) 347-6322 829-0067 829-0085 433-3042 780-0954 No phone (301) 863-9315 (703) 347-6131 697-7441 695-1922 325-9205 694-8199 695-0495 697-7344 697-9620 523-1673 523-1355 521-5020 521-1030 920-1048 521-5866 920-3007 521-5023 695-7260 695-5346 695-5413 697-4301 695-2957 697-3897 695-5535 695-9501 695-2087 325-0262 568-1500 562-3600 370-4700 781-7070 484-5823 Reference Code Service/Organization Location/Room Phone Fort Meade Fort Myer Henderson Hall (USMC) Quantico (USMC) Vint Hill Farms Walter Reed Army Medical Center National Naval Medical Center Washington Naval Yard 82 Post Tags (automobiles): Pentagon Fort Myer Fort McNair Fort Belvoir Cameron Station 83 Privacy Act 84 Procurement Services: Ft Meade, Bldg 2790 (301) 674-7170 Ft Myer, Bldg 450 522-4575 Henderson Hall, Bldg 19 979-8420 Quantico, Bldg 3500 (703) 640-7171 Vint Hill, Bldg T270 (703) 347-6120 WRAMC, Bldg 161 565-0900 Naval Hospital Bldg 57 652-5361 Bldg 169 889-4909 Pentagon, Concourse, Room 697-6251 2E175 Ft Myer, Bldg 202 696-3528 Ft McNair, Bldg 32 475-0516 Ft Belvoir, Bldg 1902 664-5997 Cameron Sta, Bldg 15 274-6516 Hoffman I, 1146 325-6163 Defense Supply Service-Washington (DSS-W) Pentagon, 1 E230 695-2005 85 Public Affairs: Policy and Plans Division Media Relations Division Office of Security Review Command Information Division Community Relations Division 86 Publications Management HQDA: Records Management Support Division, OSA Staff Management and Services Div, OCSA 87 Publications (how to obtain): Pentagon Publications Center 88 Recreational Services: Outdoor Recreation SVC HQ, Army Recreational Services 89 Relations-Army Secretariat and Army Staff Plans and Projects, OSA Staff Management and Services Div, OCSA 90 Release of Personnel: Director of Space and Building Management Services, OSA Staff Management and Services Div, OCSA 91 Religious Activities: MDW Staff Chaplain 92 Reproduction and Printing Services: 93 Safe Repair & Combination Changes: Washington HQ Services (OSD) 94 Security: ODCSINT 95 Special Messenger Service: Defense Post Office (DPO) Branches: DPO-Pentagon DPO-Buzzard Point DPO-Nassif DPO-Hoffman II DPO-Columbia Pike 96 Staff Action Control Process: ECC, HQDA 97 Studies (initiating and processing): DUSA (OR) Pentagon, 2E637 697-4314 Pentagon, 2E641 697-7589 Pentagon, 2D644 697-4122 Pentagon, 2E625 695-3952 Pentagon, 2E631 695-5716 Pentagon, 1 E483 697-0615 Pentagon, 3C669 695-5919 Pentagon, 1 B928 695-4739 Cameron Sta, Bldg 9 274-7199 Pentagon, 3A 146 697-3816 Pentagon, 3E741 697-6900 Pentagon, 3C669 697-7344 Pentagon, 1 A 123 695-7555 Pentagon, 3C683 697-2009 Ft McNair, Bldg 47 475-0706 Pentagon, BE845 695-5097 678-1800 Pentagon, 3C345 697-0519 Pentagon, 2D481 697-3934 Pentagon, 1 B929 695-6892 Buzzard Point 475-0540 Nassif, 1 B27 756-1702 Hoffman, GS20 325-9198 Columbia Pike Bldg, Rm 411 756-2287 Pentagon, 3E669 695-7552 Pentagon, 2E660 695-0083 Reference Code Service/Organization 98 Suggestion Program: OSA CPO 99 Telephones-Defense Telecommunications Service-Washington 100 Travel Arrangements (PCS and TDY): USASCAF Movements Branch USASCAF Travel Branch GELCO Travel Services 101 Trip Books: OCSA 102 White House Correspondence: WHLO 103 White House Liaison: WHLO Location/Room Phone Pentagon, 30746 695-0495 Pentagon. 1A275 695-2121 Pentagon, 1A864 695-4163 Pentagon, 1A860 695-0533 Pentagon 892-9311 Pentagon, 3C665 695-2776 Pentagon, 30656 697-7425 Pentagon, 30656 697-7425 PART Ill PENTAGON ENTRANCES Guard Station Hours of Operation Entrance Corridors Telephones Hours Days River 8-9 51953 24 Daily Mall 6-7 51959 24 Daily Concourse All 1-72575 24 Daily Enter from South parking stairwell, Metrorail station, or tunnels. South Parking 3 55366 0600 Daily to 2200 North Parking 8 52534 0600 M-F Not on Sat, Sun; or Holidays. to 2200 Heliport 4 73046 0800 M-F Not on Sat, sun; or Holidays. to 1800 Loading Dock 1-2 (South 55656 0700 M-F Not on Sat, Sun; or Holidays. Parking) to 1800 ORGANIZATION OF THE DEPARTMENT OF THE ARMY SECRETARY OF THE ARIIIY ADMINISTRATIVE ~ l GENERAL COUNSELASSISTANT UNDER SECRETARY OF THE ARIIIY ~ 0 :IJ ASSISTANT SECRETARY ~ ~ ASSISTANT SECRETARY rl QlASSISTANT SECRETARY I· ASSISTANT SECRETARY~ lASSISTANT SECRETARY I !MANPOWER& (RESEARCH, DEVELOPMENT )> (INSTALLATIONS AND(CIVIL WORKS) (FINANCIAL MANAGEMENT) RESERVE AFFAIRS) & ACQUISITION) LOGISTICS) z N )> CHIEF OF DIRECTOR, OFFICE OF 1 -t j f ARMY RESERVE ,,I II DIRECTOR OF THE AUDO'OR THE INSPECTOR LEGISLAliVE CHIEF OF SMALL AND DISADVANTAGED 1 INFORMATION SYSTEMS, FORCES POLICY GENERAL PUBLIC AFFAIRSI GENERAL (1 lI I LIAISON ( 1,1 (1 I BUSINESS UTILIZATION 0 COMMAND, CONTROL, OOIIIIIITnE 11 COIIMUNCATIONS AND z COIIf'UTERS 0 CHIEF OF STAFF ., VICE CHIEF OF STAFF -tl> DIRECTOR OF ::I:1::J THE ARMY STAFF m1::J em mZ DEPUTY CHIEF DEPUTY CHIEF DEPUTY CHIEF DEPUTY CHIEF -oc OF STAFF OF OF OF )>OPERATIONS STAFF STAFF :XJ)( STAFF AND PlANS PERSONNEL LOGISTICS INTEUIGENCE -tm s:: m z -t CHIEF THE JUDGE CHI:F, NATIONAL CHI:F, ARMYTHE SURGEON CHIEF OF OF ADVOCATE GUARD BUREAU RESERVE 0 GENERAL CHAPlAINS ., ENGINEERS GENERAL f2) -t ::I: .IUTAitY ...... ... ... UIAMY ua ua..,., )> ......... ..;:u:::cE OftMAJION TRMfiC MIUTAIIY C:-NrUl ua..,., ua••• HUU.JH -"'" ...... ua _, -u:·-· ua """' co-.-u,:_:• ~ m ua"""' .AIERIU. .IIMAQOIUtt Dllf..Ct ~Yf.lftOAnotl fOOICU IEIMC:f.l ~,.. Wl.ltEMt :IJ aouJH IYIIUII DOC I- lf.CUNJY ca.o..., 01 ,., calli--· ---s:: ----~ -< (1) REPORTS DIRECTLY TO THE SECRETARY OF THE ARMY AND IS RESPONSIVE TO THE CHI:F OF STAFF. (2) REPORTS THROUGH THE ASSISTANT SECRETARY OF THE ARIIIY (CIVIL WORKS) TO THE SECRETARY OF THE ARMY ON CIVIL WORKS MATTERS. (3) REPORTS DIRECTLY TO THE ASSISTANT SECRETARY OF THE ARMY (INSTALLATIONS AND LOGISTICS) ON OPERATIONAL MATTERS. CD (4) REPORTS DIRECTLY AND CONCURRENTLY TO THE SECRETARY OF THE ARIIIY AND THE CHIEF OF STAFF ON CRIMINAL INVESTIGATION MAnERS. <0 r ASSISTANT SECRETARY OF THE ARMY (CIVIL WORKSI DIRECTOR OF INFORIIATION SYSTEMS. C~AHD CONTROL, C~UNICATIONS AND COMPUTERS OFFICE OF THE SECRETARY OF THE ARMY ADMINISTRATIVE ASSISTANT I ASSISTANT SECRETARY OF THE ARIIY (FINANCIAL IIANAGEIIENT} THE AUDITOR GENERAL SECRETARY OF THE ARMY I--f-- UNDER SECRETARY OF THE ARMY ASSISTANT SECRETARY OF THE ARIIY (INITALLAliONS AND LOGISTICSI CIUFOF PUBLIC AFFAIRS l ASSISTANT SECRETARY OF THE ARMY (IIANPOWER AND RESERVE AFFAIRSI CHIEF Of LEGISLAliVE LIAISON GENERAL COUNSEL l ASSISTANT SECRETARY OF THE ARIIY (RESEARCH, DEVELOPMENT, AND ACOUISITIONI THE ltSPECTOR GENERAL DIRECTOR,OFRCE OF SMALL AND DISADVANTAGED BUSitESS UTILIZATION 0 JJ C) )> z N )> :::! 0 ~ 0 .., .., - 0 m 0 " .., "tJ -t)>::J::::D m-t C/) m 0 JJ m -t )> JJ -< 0 .., -t :I: m )> JJ s:: -< CD ...... c.o 1\) DEPUTY CHIEF OF STAFF OPERATIONS AND PLANS c~- THE SURGEON ENGINEERS GENERAL THE ARMY STAFF CHIEF OF STAFF VICE CHIEF OF STAFF DIRECTOR OF THE ARMY STAFF DEPUTY DEPUTY CtiEFOF CHIEF OF STAFF STAFF PERSOPH:l LOGisncs THE CHIEF JUDGEOF ADVOCATE CHAPLAINS GENERAL 0 :::D G') )> z N DEPUTY CtiEFOF ~"'0 STAFF -)> NTELUGENCE O::D ~ ... l> :::c 3: -< en -1 )> ., ., --~. CtiEF NAnONAL ARMYGUARD RESERVEBUREAU