Downloaded from https://www.everyspec.com 2–5. Media for directives The media for directives containing management information re- quirements are as follows: a. Official media. Management information requirements will be issued only through official channels using official media. Informal or technical channels or media will not be used to issue or amend management information requirements. (1) An Army-wide information requirement will not be approved unless it is authorized in a directive that prescribes its use.
( 2 ) U r g e n t i n f o r m a t i o n r e q u i r e m e n t s m a y b e p r e s c r i b e d b y a message, which will be replaced by a published directive within 1 year of initiation. (3) Media prescribing information requirements that will expire within 1 year of initiation will include a specific expiration date. (4) The media will contain as a minimum, the RCS, its title, reporting format, and submission date. Figure 2–2 has become para- graph 2–5.1. b. Distribution of media for rescissions or supersessions. Rescis- sions or supersessions will be published in a medium receiving the same distribution as that which initiated the management informa- tion requirement. c. Nonpermanent media.
The MICO with jurisdiction may au- thorize the issuance of a management information requirement in nonpermanent media (message, disposition form (DF), or time-lim- ited letter) if issuance in permanent media is not economical; for example, less than 10 preparers of the data are involved. managing ADP products are contained in the AR 18 and TB 18 series. 2–8. Means of control ADP products are controlled by the assignment of a product control number (PCN). Structure for the PCN is outlined in TB 18–103. 2–9. Procedures a. The MICO with jurisdiction control (para 1–10) will— (1) Apply the Management Information Control System, as set forth in this regulation, to ADP products.
(2) Monitor provision of data in existing ADP files or data bases to requesters served by the DPA. (3) Monitor assignment of PCNs. (4) Maintain, or arrange to have the DPA maintain, a central file and register for each recurring ADP final product. Include the fol- lowing items. (a) RCS, if applicable. (b) PCN and title. (c) List of data element names. (d) Copy or description of the format, including output medium. (e) Identity of the initiating agency and all recipients. (f) Number of copies produced. (g) The “ as of” date or period covered. (h) Frequency. (i) Identity of directive establishing requirement. (j) Cost of obtaining data and producing product.
(k) Other information considered essential. b. Initiators of ADP products will— ( 1 ) R e q u e s t a p p r o v a l o f a l l f i n a l A D P p r o d u c t s s e n t o u t a s hardcopy, cards, tapes, or microform. (a) Products of new or changed information systems. For those products from multisite automatic systems, send two copies of DA Form 4560–R (Application for Approval of ADP Product) through the agency’s MICLO/MICO to the system proponent. (DA form 4560–R will be reproduced locally on 8 1 2 - by 11-inch paper, head- to-head) A copy of the form for local reproduction is located at the back of this regulation.
For those products from local systems, send two copies of DA Form 4560–R through the agency’s MICLO/ MICO to the data processing activity (DPA). (b) Products extracted from current system data bases or unique s o u r c e d a t a . F o r t h e s e p r o d u c t s s e n d t w o c o p i e s o f D A F o r m 4560–R through the agency’s MICLO/MICO to the DPA. (2) Exercise separate procedures set forth in AR and TB 18 series regulations for electronic transmission of data between ADP ele- ments and remote terminal facilities.
(3) Submit DA Form 335–R for RCS approval by the MICO in addition to DA Form 4560–R if the requested ADP product requires changing the content of the data base, changing submission date or frequency, and is not an exempt management information require- ment under paragraph 5–2. Only one RCS is needed when the request encompasses two or more products that are based upon related data, obtainable from one primary source. (4) Submit an engineering change proposal (ECP) in accordance with TB 18–110 when a change in the content or format of the data base of a standard multicommand automatic system is required. 2–5.1. Format for Directives a.
Organize directives prescribing management information re- quirements as shown below. b. Include the request as a separate chapter or section, and list the following paragraphs (as needed) with proper responses: (1) Requirement title and RCS. (2) Purpose and scope. (3) Applicability. (Use this paragraph if the sole purpose of the directive is to prescribe the management information requirements). (4) Explanation of terms. (5) Preparers. (6) Negative reports. (Do not require negative reports without a written justification.) (7) Form supply (or format).
(Do not require users to develop forms from formats.) (8) Frequency of submission, period covered, routing, submission date, and number of copies. (Break these down into separate para- graphs if needed.) (Do not prescribe that the data must “ arrive not later than . . .”; prescribe the submission date.) (9) “ As of” date. (10) Effective data. (11) Security classification. (12) Source of data. (13) Preparation instructions. (14) Related management information requirements. (15) Automatic rescission. 2–6. Final review A final review should be conducted (by initiating activity) on the proposal for an information requirement before submission to the MICO with jurisdiction.
Table 2–2 has become figure 2–1. The checklist is for use in the final review of the management informa- tion requirement before submitting it to the MICO with jurisdiction (para 1–10) and should insure that all actions have been taken. 2–10. Instructions for Completion of DA Form 335–R Instructions for items that are not self-explanatory are listed below. a. Item 1—THRU: Enter name/office symbol for the Management Information Control Office of the agency initiating requirement. b. Item 2—TO: Enter name of Management Information Control Office having jurisdiction. c. Item 3—FROM:
Enter name of organizational entity initiating or monitoring the request in enough detail to permit ready identifi- cation, including mailing address. d. Item 5—Date. Enter date in the DOD standard format of YY MM DD (AR 18121). e. Item 9—Frequency. Enter standard name for occurrence fre- quency as specified in DOD standard “ Occurrence Frequency.” (See AR 18121 and AR 33511.) Section II Requesting Approval of Automatic Data Processing (ADP) Products 2–7. Scope This section prescribes the means of control and procedures for requesting approval of ADP products. Other basic procedures for 4 AR 335–15 • 28 October 1986