1. Mandatory Coordination
Washington Headquarters Services Executive Services Directorate
Office of Information Management DoD Directives Division

2. Agenda Training Purpose & Goals Mandatory Coordination Overview
Coordinator Triggers
Coordinator Identification Exercises
Questions?

3. Training Purpose & Goals
Why are we here?

4. Training Purpose & Goals
PURPOSE: To familiarize IMCOs with the mandatory coordination process.
GOALS:
Set expectations for the IMCO’s role in mandatory coordination.
Understand package elements which trigger coordination.
Practice identifying mandatory coordinators based on package elements.

5. Mandatory Coordination Overview
What is the IMCO’s role in coordination? Which offices coordinate on collection packages?

6. Mandatory Coordination Responsibility
Assignment of coordinators
IMCO
Coordination execution AO
Review of responses at final package review
OIM
OIM analyst recommendations

7. Mandatory Coordination Responsibility
According to DoD 8910-M (C ), the IMCO is meant to serve as a technical advisor to program managers and administrators (i.e., action officers) on matters concerning information requirements.
Discuss the collection with the action officer and, based on the nature of the collection, advise which coordinations will be needed to complete the package.
Direct action officers to the appropriate points of contact within your component or within DoD.
Source: IMCO Handbook, Volume 2

8. Possible Mandatory Coordinators
CIO
Forms
General Counsel
HRPP
OPA
Privacy
Records

9. Possible Mandatory Coordinators
Information regarding the specifics of what these coordinators are required to review for is available in DoDM V2.

10. Method/Proof of Coordination
Public Collections
Internal Collections
Memo
OMB Form 83-I Supplement
DD Form 2936

11. Coordinator Triggers
What types of things trigger coordination in collection packages?

12. Chief Information Officer (CIO)
Coordination required when:
Information collected/results of collection will be shared outside of DoD
Information is collected via internet-based capabilities (IbC) or IT systems
As of September 11, 2012 the DoD CIO’s DoD Instruction specifically prohibits the collection of information via internet-based capabilities (IbC) unless directed to do so in statute, regulation, or Executive Order. IbC is defined as: All public information capabilities or applications available across the internet from locations not directly or indirectly controlled by the DoD or the Federal government. DoD components may use IbCs (e.g., Survey Moneky) only if they enter into a pay-for-service agreement with the company that ensures compliance with all DoD privacy, retention, and information assurance policies and regulations.

13. Forms Manager Coordination required when:
Collection instrument is a form

14. General Counsel Coordination required when:
Collection will be highly visible, sensitive, or politically connected
Collection includes questions of a sensitive nature
Collection includes a sensitive population
Gifts/compensation is offered to respondents

15. Human Research Protection Program (HRPP)
Coordination required when:
Collection involves human subject research
Collection involves a focus group
Collection includes questions of a sensitive nature
Collection includes a sensitive population

16. Office of People Analytics (OPA)
Coordination required when:
Collection instrument is a survey
Supporting Statement B will be required

17. Privacy Privacy is a mandatory coordinator for every collection!
Possible requirements include:
Privacy Act Statement (PAS), if collection includes personal identifying information (PII)
Privacy Act Advisory (PAA), if collection includes substantial demographic information which may easily identify respondents
Privacy Impact Assessment (PIA), if collected information includes PII which will be stored electronically
System of Records Notice (SORN), if stored information will be retrieved using PII (e.g., search for record by SSN)

18. Records
Records management is a mandatory coordinator for every collection!
Requirements include:
Disposition schedule

19. POP QUIZ!
True or False: A System of Records Notice (SORN) is required when electronically stored information is retrieved using PII.
F A L S E
A SORN is required any time information is retrieved using PII, regardless of storage format. For example, if your filing cabinet’s folders are organized by SSN or some other type of PII, a SORN is required!

20. Coordinator Identification
Let’s practice!

21. Mandatory Coordinators Practice
Collection Scenario 1: Navy wants to create a dental form for their active duty military members. They intend to include the following on the form: name, address, phone #, age, rank, DoD ID #, emergency contact, physician name, physician address, medical comments, physician signature. The form will be provided and completed by respondents in hard copy, but completed forms will be stored electronically. Navy wants to develop this as a DD form for use by other branches of the military.

22. Mandatory Coordinators Practice
Collection Scenario 2: A service branch plans to anonymously survey individuals within their organization who have reported instances of sexual harassment from superiors or others in the workplace. Via Survey Monkey, they plan to ask questions related to: work location, job title, rank/grade, race/ethnicity, nature of reported incident, date of reported incident, level of satisfaction with handling of incident.

23. Mandatory Coordinators Practice
Collection Scenario 3:
DoD requires all deployable contractors to be trained and qualified to possess firearms or ammunition. A DD form was created to certify that they are qualified prior to deploying. Questions include:
Have you ever been convicted of a crime of domestic violence? (If yes, please list court/jurisdiction; docket/case #; statue/charge.)
Certify that information provided is true.
Name, rank/grade, SSN, organization, signature, date.

24. Questions?

25. Thank you!
Office of Information Management
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