Downloaded from https://www.everyspec.com k. A personal interview form or test, provided such form or test is either completed by a representative of the initiating agency or completed in the presence and under the direct supervision of such a representative. l. Interagency and DOD management information requirements declared exempt by OMB, GSA, or OASD (Comptroller). (See para 3–3 and 4–7 for specific exemptions.) m.
A one-time management information requirement, initiated by HQDA and prepared by one or more elements of HQDA or of HQ m a j o r c o m m a n d s o r o t h e r o r g a n i z a t i o n s t h a t r e p o r t d i r e c t l y t o HQDA, that requires neither implementation to subordinate com- mands, agencies, installations, units, or activities, nor any extensive compilation or research over and above normal operations.
(In man- agement information control procedures established by subordinate commands or agencies in accordance with this regulation, this ex- emption may be applied, at the option of the headquarters con- cerned, to management information requirements initiated by that headquarters and prepared by elements of the next subordinate com- mand or agency.) n. Any other management information requirement not specifi- cally identified above determined by the MICO to conform to the intent of the exempt categories, if this exemption is specifically cited in the requesting or implementing directive in accordance with requirements of paragraph 3–3. o.
Impact statements to include cost estimates, and equipment a n d p e r s o n n e l d a t a p e r t a i n i n g t o a s p e c i f i c d a t a c o l l e c t i o n a n d needed to make recommendations on a course of action. b. A directive may contain several management information re- quirements, one or more of which may be controlled, obviously exempt, or not so clearly exempt. In such directives an RCS will be assigned to the controlled request; exemptions will be cited for each collection request that is not obviously exempt. c.
The exemption categories are not mutually exclusive; conse- quently, any one of several paragraphs could be cited properly for s o m e m a n a g e m 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 . I n s u c h c a s e s , t h e choice is immaterial so long as the selected citation applies. Chapter 6 Periodic Review of Management Information Requirements and ADP Products Section I Introduction 6–1. Scope This chapter provides for the periodic review of all recurring con- trolled management information requirements and data products. Reviews apply to requests initiated by other DOD and non-DOD Federal agencies as well as those initiated by the Army.
Since a single request may include the need for many data products, the information control system includes two separate and distinct peri- odic review actions as follows: a. Management information requirements. Management informa- tion requirements initiated or monitored by Army Staff (ARSTAF) agencies, major Army commands (MACOMs), subordinate com- mands, installations, and activities. The review of these require- ments stresses preparer comments that relate to improvements in data content and to the workload and cost of providing the data. Requirements are evaluated, comments considered, and corrective action taken as appropriate. b. ADP products.
Recurring ADP management information prod- ucts prepared in hardcopy, microform, card, or tape. Each recurring ADP product is evaluated for effectiveness, content, format, fre- quency, distribution, and transmission media based on users’ com- ments. ADP products are scheduled for review when related data requests are being reviewed. Review is evaluated and corrective action is taken as appropriate. 5–3. Exemptions—qualifying rules under paragraph 5–2 a and b Exemptions under paragraph 5–2 a and b apply to data in docu- ments that are used in day-to-day actions that conform to the rules below (for example, forms or their equivalent, such as formats, messages, letters, and telephone calls). a.
The document containing the data must flow from the preparer to an immediate staff officer or recordkeeping agency. b. Normally the data will flow as part of a routine, standard procedure on a periodic or “ as required” basis. Infrequently, how- ever, it may be prescribed on a one-time basis. The documents may flow either individually or in batches. c. The document or its contained data must be used as— (1) The basic medium to create, speed up, or complete the action. (2) The basic record of the action. (3) The supporting document of the action. (4) The posting medium for the basic record of the action. (5) A combination of the above. d.
Normally exempt collection requests become subject to control when the data submitted in response are used— (1) In place of submitting, tabulated, compiled, or summarized data. (2) For statistical, research, or analysis purposes. (3) For audit purposes. ( 4 ) F o r p r o g r a m s u p e r v i s i o n , p l a n n i n g , p r o g r a m m i n g , o r budgeting. (5) For appraising program effectiveness. 6–2. Review goals The goals of the review are to— a. End nonessential management information requirements and ADP products. b . R e v i s e d i n f o r m a t i o n r e q u i r e m e n t s a n d d i r e c t i v e s t o m e e t changed conditions. c.
Make essential information requirements and ADP products more useful and less burdensome at all levels. d. Improve data entry methods, forms, and directives. e. Reduce frequency, number of copies, and distribution of data products. 6–3. Managing the review a. Management information requirement review. Each agency or command MICO/MICLO listed in paragraph 1–10 will manage the review of information requirements under its control. Detailed pro- cedures for the review are outlined in sections II and III. b. ADP products review. (1) For all ADP products of a major automated system, the sys- tem functional proponent will manage the review.
(2) For locally developed ADP products, the local functional proponent will manage the review monitored by the MICO/MICLO with jurisdiction. (3) Detailed procedures are outlined in sections II and IV. 5–4. Citations of exemptions a. HQDA exempt management information documents include many thousands of operating forms such as those described in para- graphs 5–2 a through k. To require an exemption citation in each case would interfere with the day-to-day operations of the Army; therefore, in actual operation at HQDA, only management informa- tion requirements whose exemption status is doubtful are referred to the HQDA MICO for determination.
At major command and subor- dinate levels, however, if it is believed that preparing agencies may be confused without an explicit citation, such a citation may be provided by the MICO of the implementing command in the im- plementing directive, even though no exemption was cited in the incoming directive. 6–4. Review guidelines a. The review will combine evaluation of the current need for and uses of the data with workload and cost impact at all levels. 8 AR 335–15 • 28 October 1986