DoD Issuances Portal System (DoDIPS) User Guide – Focal Point

PURPOSE The DoD Issuances Portal System is a collaborative tool to speed the development, distribution, and coordination of Department of Defense issuances. It allows the Directives Focal Point from each Component to manage issuance actions for stages 2A through 5A (security review continues to be done outside the portal), to view and retrieve issuances for coordination, and to post and view comments on an issuance in accordance with the process described in DoD Instruction 5025.01, “DoD Issuances Program.” ACCESS: The portal is available to all DoD Issuance Focal Points and their designated supporting individuals and action officers. Access to view and post information to the portal is CAC/PKI controlled.

View Home Page The content that a user sees on the Home Page depends on whether the user has gone through the Registration process. The Home Page for an approved user is shown in the screenshot on the right. Helpful information regarding the overall portal can be found on the Home Page.

Submit Registration Request Before gaining access to the portal, potential users need to go through the DoDIPS Registration process. Once a potential user has submitted their registration request, the organization’s Focal Points review the request. Once the request is approved, the user gains the appropriate level of access to the portal. The user’s SharePoint user name is displayed in the top right corner of the portal. Navigate to the DoDIPS site: https://jsp.sp.pentagon.mil/sites/dodips/Pages/Site/Home.aspx 2. Click the “Register” button. 3. Complete the Registration Form. 4. Submit the Registration Form. 2 4 3

Approve/Deny User Account The designated Focal Point from the potential user’s organization approves a user’s portal registration request. Once the user is approved, he/she will have the appropriate level of access. Click the “Administration” menu option. Click “User Management”. Click the user’s name from the “Pending Registration Requests” tab. 1 2 3 3

Approve/Deny User Account (cont.) Click the “Edit” button. Edit the user’s account information if necessary. Be sure to assign a Role to the user. Click the “Approve” button to give the user access to the portal. Click the “Deny” button to deny the user access to the portal. 4 7 6 5

Edit User Account Focal Points are able to edit user accounts aligned to their own organization. Click the “Administration” menu option. Click “User Management”. Click the user’s name from the “User Management” tab. 1 2 3 3

Edit User Account (cont.) Click the “Edit” button. Edit the user’s account information. Click the “Save” button. 4 6 5

Deactivate User Account Focal Points are able to deactivate a user’s account that is aligned to their own organization. When the user account is deactivated, the associated user can no longer access the portal. Click the “Administration” menu option. Click “User Management”. Click the user’s name from the “User Management” tab. 1 2 3 3

Deactivate User Account (cont.) Click the “Edit” button. Click the “Deactivate” button. 4 5

Reactivate User Account Focal Points are able to reactivate a user’s account that is aligned to their own organization. When the user account is reactivated, the associated user can access the portal. The user will have the same role that they had before their account was deactivated unless the Focal Point changes it. Click the “Administration” menu option. Click “User Management”. Click the user’s name from the “User Management” tab. 1 2 3 3

Reactivate User Account (cont.) Click the “Edit” button. Click the “Activate” button. 4 5

Edit DoDIPS User Profile Focal Points can edit any user’s DoDIPS profile that is aligned to his/her own organization. Users are also able to edit their own DoDIPS user account, but only Focal Points and Directives Division Administrators are able to change the user’s organization or role. See the steps below for editing your own DoDIPS User Profile. Click the drop-down menu next to your SharePoint name in the top right corner. Click “View DoDIPS Profile”. Click the “Edit” button. Edit the necessary information. Click the “Save” button. 1 2 3 5 4

View Reference Material Reference Materials, including user guides and other helpful materials, are posted on the Reference Materials page. Click the “Reference Materials” menu option. Select the document you would like to view. 1 2

View List of Issuance Actions On the Issuance Actions screen, you can view high level information related to all Issuance Actions in the portal. The list automatically displays Issuance Actions only from the user’s organization. You can filter the list to show Issuance Actions from other organizations or from all of them. 1. Click the “Issuance Actions” menu option. From the “Issuance Actions” Tab, you can view the list of Issuance Actions. 3. Select filtering criteria. 4. Click the “Filter” button. Sort the list by columns by clicking on the column heading. 1 2 3 4 5

View Issuance Action Details From the list of Issuance Actions, you can drill down into a particular Issuance Action to view additional information. Click the “Issuance Actions” menu option. Click the “Issuance Actions” tab. Click the title of the Issuance Action you would like to view. 1 2 3

View Issuance Action Details (cont.) Click the “Details” tab in the Issuance Action section to view high level information about the Issuance Action. Click the “Stages” tab in the Issuance Action section to view information related to each stage associated with the Issuance Action. 4 5

Create Issuance Action 1 Focal Points can create new Issuance Actions. Click the “Issuance Actions” menu option. Click the “Issuance Actions” tab. Click the “Add New Issuance Action” button. Complete the Issuance Actions form (all fields marked with a red asterisk are mandatory). Click “Save”. 2 3 5 4

Edit Issuance Action 1 Focal Points can edit the information in Issuance Actions; however, they can only edit this information when the Issuance Action is in the Focal Point’s possession (draft status). If the Issuance Action is in a Stage that is in the Directives Division’s possession (pending or open status) or out for coordination (open status), Focal Points will not be able to edit the Issuance Action until it is in the Focal Point’s possession. Click the “Issuance Actions” menu option. Click the “Issuance Actions” tab. Click the title of the Issuance Action you would like to view. Click the “Edit” button. 2 3 4

Edit Issuance Action (cont.) Edit the necessary information. Click the “Save” button. Click the “Delete” button if you would like to delete the Issuance Action. NOTE: THIS SHOULD ONLY OCCUR IN CLOSE COORDINATION WITH DIRECTIVES DIVISION 6 7 5

Create “See SIPR” Placeholder for Classified Issuance Action Focal Points can create a “See SIPR” placeholder Issuance Action for formal coordination only. Creating this type of Issuance Action will provide the ability to notify coordinators that they need to coordinate on the SIPRNET. Once you have created this Issuance Action, start the appropriate Stage. When creating an Issuance Action, choose the classification “See SIPR”. 1

View Active Stage Section 1 In the Active Stage section on the Issuance Actions screen, you can see information associated with the active stage. There can only be one active stage at any given time. The Stage Status will be either “Pending” or “Open”. Click the “Issuance Actions” menu option. Click the “Issuance Actions” tab. Click the title of the Issuance Action you would like to view. 2 3

View Active Stage Section (cont.) View the “Active Stage” section. Click the “Details” tab of the Active Stage Section to view high level information about the Stage. Click the “Tasks” tab to view Tasks associated with the Stage. Click the “Responses” tab to view the Responses associated with a Stage. 5 6 7 4

Start New Stage Once the Issuance Action has been created, Focal Points will be able to start Stages. The Stages available in the portal are Pre-coordination, Legal Objectionable Review, Formal Coordination, Pre-signature, Legal Sufficiency Review, and Final Review. You must complete the pre-conditions that the portal presents prior to starting the Stage. Select the Issuance Action for which you would like to start a new stage from the Issuance Action screen list view. Click the “Start a Stage” button. 1 2

Start New Stage (cont.) Select the Stage you would like to Start. Answer the question that is presented. Click the “Begin” button. 5 3 4

Submit Stage (Stage Docs & Coordinators) Once you have started a Stage, and as long as the stage is still in draft status, you can attach documents to the stage and, if you are in the Formal Coordination stage, select coordinators. Once you have entered the Stage information, you can submit the Issuance Action to Directives Division for review. Click the “Edit” button in the Active Stage section of an Issuance Action. Add the necessary Stage documents. If in the Formal Coordination Stage, add the necessary coordinators. Click the “Submit” button. To delete the Stage, click the “Delete” button before submitting the Stage. 1 4 5 2 3

Edit/Delete Stage Focal Points can edit and delete Stages prior to the Stage being submitted, that is, only when the Stage is in the “Draft” status. From the Action Stage section of the Issuance Action, click the “Edit” button. Edit the necessary Stage information. Click the “Save” button. To delete the Stage, click the “Delete” button. 1 3 4 2

My Outstanding Tasks View From the My Outstanding Tasks tab, users are able to view all of the incomplete tasks that are assigned to them. Click the “Issuance Actions” menu option. Click the “My Outstanding Tasks” Tab. Select a Task, which will take you to the associated Issuance Action. 1 2 3

Complete Tasks Complete Tasks on the Portal. Click the “Issuance Actions” menu option. Click the “My Outstanding Tasks” Tab. Select a Task, which will take you to the associated Issuance Action. On the left pane under “My Active Tasks”, you will see any active tasks related to the current stage that are assigned to you. Click the appropriate button on the Task to complete the response. 1 2 3 4 5

Complete Tasks (cont.) Complete Tasks on the Portal. Select Edit. 4

Complete Tasks (cont.) Complete Tasks on the Portal. Complete the necessary fields (all fields marked with a red asterisk are mandatory). Add documents. Click the “Submit” button. 7 5 6

Site Search Focal Points are able to search for items and documents by using the site level search. Enter text in Search box, and click the “Go” button. 1

View Reports Focal Points can view reports related to Issuance Action data, Stage data, Coordination data, and Task data. Click the “Reports” menu option. Click “Reports”. Select filtering criteria. Click the “Export” button. 1 2 3 4

Organization Dashboard – Stages Tab Users can view data concerning the performance of the Components in the Organization Dashboard. The information under the Stages tab shows data concerning Component performance in each stage of the Issuance Process. Click the “Reports” menu option. Click “Organization Dashboards”. Click the “Stages” tab. Select filtering criteria. Click the “Filter” button. 1 2 3 5 4

Organization Dashboard (cont.) Information is presented in graphs and a table.

Organization Dashboard – Responses Tab Users can view data concerning the performance of the Components in the Organization Dashboard. The information under the Responses tab shows data concerning Component responses to Issuance Actions. Click the “Reports” menu option. Click “Organization Dashboards”. Click the “Responses” tab. Select filtering criteria. Click the “Filter” button. 1 2 3 4 5

Organization Dashboard (cont.) Information is presented in graphs and a table.

Print/Download Dashboard Charts Users are able to print and download charts on the Organization Dashboard. From the Organization Dashboard, click the menu button (button with three horizontal lines) associated with the chart you would like to print or download. To print, select “Print Chart”. To download a png file, select “Download PNG image” option. To download an svg file, select “Download SVG vector image” option. 1 2 3 4