1. Preparing for a Kick-Off Meeting
Washington Headquarters Services Executive Services Directorate
Office of Information Management DoD Directives Division

2. Agenda Training Purpose & Goals Kick-Off Meeting Basics
How to Prepare for a Kick-Off Meeting
Questions?

3. Training Purpose & Goals
Why are we here?

4. Training Purpose & Goals
PURPOSE: To make IMCOs, AOs, and stakeholders familiar with the kick-off meeting format and to set expectations for the typical kick-off meeting. GOALS:
Discuss the importance of kick-off meetings in the collection clearance process.
Equip IMCOs, AOs, and stakeholders with the information they need to help facilitate a successful kick-off meeting.

5. Kick-Off Meeting Basics
Who? What? Where? When? Why?

6. What is a kick-off meeting?
Meeting held early in the approval process
Opportunity for the Office of Information Management to introduce the Paperwork Reduction Act and internal collections requirements to action officers who may be new to the process
Opportunity for the action officer to introduce the collection(s) and associated program(s)
Time for everyone to ask questions
Come to a mutual understanding of the likeliest timeline for clearing the collection(s)

7. Who attends a kick-off meeting?
Action officer (AO)
Information management control officer (IMCO)
Analyst from the Office of Information Management
Experts who may be involved in coordination, as required (e.g., forms manager, privacy compliance officer, etc.)

8. When should a kick-off meeting be held?
As soon as it’s determined a new collection has a public requirement
If there are questions regarding a collection’s requirements
If an existing collection is being extended/reinstated and program requirements, collection instruments, and/or action officers have changed

9. Where should a kick-off meeting be held?
Wherever makes sense!
At the Mark Center (Office of Information Management)
On-site with the component (in the DC/Metro area)
Via teleconference

10. Why should a kick-off meeting be held?
Provides the OIM analyst an opportunity to gather information needed to draft your primary package documents (i.e., the Supporting Statement A (SSA))
Allows everyone to ask questions
Sets expectations on all sides for next steps, timeline, etc.

11. Why should a kick-off meeting be held?
PREVENT DELAYS!

12. Preparation
Getting ready for your kick-off meeting

13. Need for the Information Collection
Be prepared to discuss why the collection is needed and the authorization for the collection:
Is this a new collection or a renewal/reinstatement of an existing/previous collection?
What part of your program’s mission/goal is this collection going to serve?
What are the authorities for this collection (e.g., E.O., CFR, etc.)?

14. Use of the Information
Be prepared to discuss the entire lifecycle of this collection:
Who are the respondents? Why are they responding?
What instruments/formats will be used?
How do respondents receive and respond to the collection?
How is the information sent back to you?
How do you process the information after it’s received?
What is the end result or successful effect of the information collection as a whole?

15. POP QUIZ!
Q: One of OMB’s goals is to decrease the amount of physical paper involved in our collections. What percentage of responses does OMB expect us to collect electronically?
A: OMB expects us to receive 100% of our responses electronically!

16. Use of Information Technology
Be prepared to discuss the use of information technology in the collection:
What percentage of responses are collected electronically?
If that percentage is less than 75%, why? Are there plans for increasing the electronic submission rate?
How do respondents submit their responses?

17. Non-Duplication
Be prepared to discuss efforts to decrease duplication of information:
What steps were taken to determine if the information in this collection is being gathered via any means?
Is this information already available in a format which can be used – or modified for use – for the purpose of this collection?
If yes, explain why this collection is requiring duplicate information to be collected

18. Burden on Small Business
If any of this collection’s respondents are small businesses, be prepared to discuss any efforts being taken to minimize the burden imposed.

19. Less Frequent Collection
Be prepared to discuss the logic behind the frequency of this collection:
How frequently will the collection be conducted and why?
Is there any way to lessen the frequency of collection?
What would be the consequences if the collection was conducted less frequently?

20. Consultation
Be prepared to discuss any consultation with parties outside of your component/agency regarding this collection.

21. Gifts or Payment
Be prepared to discuss incentives offered to this collection’s respondents:
Are respondents receiving payments, gifts, or other compensation?
If yes, describe the incentives and explain why they are being offered

22. POP QUIZ!
Q: What is PII?
A: Personally identifiable information (may include things like social security number, place/date of birth, etc.)

23. Confidentiality Be prepared to discuss the collection PII:
Does the instrument collect PII?
Will PII be collected and/or stored electronically?
Will information be retrieved (by the component/agency) using PII after it is stored?

24. Sensitive Questions
Be prepared to discuss any sensitive questions being asked as a part of the collection:
Are you asking any questions that are sensitive in nature?
If yes, explain why these questions are necessary
Sexual behavior/attitudes
Religious beliefs
SSN
Other private matters
Race/ethnicity
Financial/banking information

25. Respondent Burden and Labor Costs
For every instrument involved in the collection, be prepared to discuss:
The number of respondents
The number of times they respond
The total number of responses in a year
The length of time it takes the respondent to complete the instrument
The approximate wage range of your respondents

26. Other Respondent Costs
Be prepared to discuss any costs to the respondent other than his or her time, such as:
Purchase of computers or software
Testing equipment
Record storage costs
Other costs associated with generating, maintaining, or disclosing the information
Operational costs (e.g., postage)

27. Cost to the Federal Government
Be prepared to discuss the cost to the government associated with the processing of information collected:
How long does it take the government to process one response?
What is the hourly wage of the government employee processing that responses?
Are there any operational expenses (e.g., equipment, software, contract expenses, etc.)?

28. Changes in Burden
If this is an existing collection, has there been a change in burden estimates since the last time this collection was approved by OMB? Why or why not?

29. Publication of Results
Be prepared to discuss the possibility that information collected will be published:
Will the results of the information collection be published as a DoD publication for a publication external to DoD?
If yes, why?
If yes, please give the name and projected date of publication

30. Non-Display of OMB Expiration Date
Are you requesting approval to omit the display of the expiration date of the OMB control number on the collection instrument? If yes, why?

31. DOES IT FEEL LIKE A LOT?
It is! That’s why it’s important to be sure all of the necessary stakeholders are able to attend the meeting and provide input. Remember, you’re putting in a lot of work up-front to make the whole process go smoother and more efficiently in the long-run!

32. Pro Tips
Keep these tips in mind as you head into your meeting

33. Pro Tips for a Successful Kick-Off Meeting
If you haven’t already, complete the Process Generator for your collection and talk with your IMCO or OIM analyst about the results before your meeting
Think through your answers ahead of time and come to the meeting with some notes
Have a good draft of your collection instrument ready for the meeting
Don’t be afraid to say, “I don’t know right now, but I will find out and get back to you” (your analyst and IMCO probably will say that at some point!)

34. Questions?

35. Thank you!
Office of Information Management
Learn about upcoming trainings like this one in our newsletter or on our website at