T5 B71 Misc Files Re Dos Visa Policy 3 Of 3 Fdr- Undated Dos Letter To Doj Re Nsdd 38- Effects And Desired Changes 594

United States Department of State Washington, D.C. 20520

John Currunings

Deputy Director O f f i c e of International A f f a i r s United States Department of Justice Immigration & N a t u r a l i z a t i o n Service

111 Massachusetts Avenue, NW Third Floor

Washington, DC

20536

Dear Mr./Cum: are aware, National Security Decision Directive (NSDD) 38 is the mechanism by which, in consultation with the Department of State, USG Executive Branch Agencies agencies seek Chief of Mission (COM) approval to change the size, composition, or mandate of positions overseas. State's Office of Management Policy and Planning (M/P) is the coordinator for all NSDD 38 proposals and other COM authority issues. In the interest of increasing customer satisfaction, streamlining and reducing paperwork, M/P has worked tc improve the NSDD 38 process. We met with representatives from *rcs.n other agencies (as well as internal State customers in regional and functional bureaus) to hear concerns and solicit idea?. The two major problems cited universally were that (1) the NSDD 3<°' process in Washington is cumbersome, and (2) some O .'Ms do not respond in a timely manner. With the agencies' active cooperation and encouragement, we are happy to announce a new procedure which we believe will reduce steps and eliminate m<->st_concerns voiced. II- quickly became clear to us that NSDD 38 cases become onerous, both in Washington and at post, predominately because of incomplete information. To assist and prompt agencies in providing full justification and other relevant information necessary for a complete request, we developed the attached checklist. When proposals include all of the information suggested on the checklist, all of us involved in the process (requesting agencies, M/P, other State offices, and posts') will be able to act upon proposals more effectively and efficiently because we will no longer need to seek repeated clarifications or additional information. The resolution of administrative support issues prior t'. the approval of position increases has become mandatory ir today's budgetary climate. The International Cooperative Administrative Support Services (ICASS) system, whose implementation began April 1, 1996, will overcome many of the support concerns which have delayed NSDD 38 cases. IC'ASS will remove most cost issues from the table, allowing COMs to base their decisions primarily on substantive policy considerations.

Finally, we have also set a new goal of completing formal NSDD 38 position change proposals within 45 days of receipt within M/P. These changes have the full endorsement of State's Under Secretary for Management Richard M. Moose. However, we need your active support as well. Please pass copies of this letter and its attachments to concerned parties in your office, bureau, agency, and Department. M/P's objective has always been to assist in accomplishing USG missions overseas and to guide concerned parties through the formal NSDD 38 process. We plan to continue improving the process wherever possible and look forward to any comments you may have. Should you have any concerns or questions, please do not hesitate to contact me or your agency representative as shown at Tab 2. Sincerely,

QiMfa' /Carolypi S. Lowengart Deputy Director Office of Management Policy and Planning (M/P)

Attachments: 1. 2. 3. 4.

NSDD 38 Checklist. List of M/P Agency Representatives. ICASS Implementation Strategy. NSDD 38 and COM Authority Background Package,

NSDD-38 CHECKLIST This NSDD 38 position change checklist is intended to guide drafters as they prepare position change proposals affecting the size, composition, and mandate of full-time positions. It is provided to expedite the processing of your requests. For further assistance, please call your agency representative in the Department of State, M/P, Room 5214, (202) 647-0093. DATE:

Date signed by requesting official (sponsoring agency).

USG Department:

Name of parent agency: e.g., Agriculture, Defense, Commerce, Justice, etc.

3.

ACTIVITY:

Name or acronym of sub-unit within your Department: e.g., Foreign Agricultural Service (FAS), Drug Enforcement Administration (DEA), etc

4.

LOCATION:

City and country (e.g., London, U.K.) where position will be located.

5.

ACTIVITY'S CURRENT POSITION TOTAL:

How many positions do you currently have in city/country under this activity?

6.

TYPES OF POSITIONS:

U.S. Direct-Hire: (USDH)

Full-time (FT), permanent, USG direct-hire position filled by an American citizen (hired either from the U.S. or locally). Note: "Permanent" means any position in place for more than one year.

Foreign Service National Direct-Hire: Full-time, (FSNDH) permanent, direct-hire USG position filled by a Foreign Service National (FSN) or third country national (TCN). OTHER:

Participating Agency Service Agreement (PASA), International Development Intern (IDI), Junior Officer Trainee (JOT), etc.

NOTE: NSDD 38 requests should also identify any necessary position changes involving non-NSDD 38 positions, e.g., contractors, PITs (part-time, intermittent, or temporary employees). NSDD 38 does not apply to PSCs, contractors, etc. but Chief of Mission authority does.

- 2 -

7.

TITT.F. AND GRADE:

Title and grade of position (s), grade level, and position number. For position increases, to who.m the incumbent(s) will report.

8.

JUSTIFICATION:

a) For Increases: Detailed description of duties, with clear, complete, and specific relationship to e.g., Department/Activity and USG mission goals and objectives which will be met by establishing this position; reasons for selecting this particular post; and why this function cannot be performed from the U.S., etc.

b) For Decreases: How will the work done by this position be handled in the future? Who will be responsible? 9-

SUPPORT IMPLICATIONS: For position increases, specific and detailed information regarding the support needed/desired from post, reimbursement or direct-charge plan, and whether other support/resources to the post will be provided. (E.g. does the position need classified equipment? what level? additional office space? pouching services?)

10.

REQUESTING OFFICIAL:

Agency should determine appropriate person.

11-

TIMING:

Please specify the fiscal year in which staffing change is planned to take place.

For expeditious processing, the following paragraph should be included in each position change proposal that is sent by an agency directly to post: "The following provides a formal NSDD 38 proposal to change the size, composition, or mandate of full-time, permanent USG positions in (name/post). A copy has been forwarded to the Department of State, M/P, Room 5214. In accordance with NSDD-38, M/P will gather from concerned State offices comments on the merits and implications of this proposal and forward them to you for your consideration in making your final decision. No post action is required at this time. However, if you have not received comments within two weeks of receipt of this proposal, please notify M/P."

3215MMPNSDD3

M/P PORTFOLIOS - BY AGENCY August 1996

y

AGENCY

ANALYST

BACKUP

Agency for International Development (AID) Agriculture (USDA)/FAS, APHIS, etc. American Battle Monuments Commission (ABMQ Arms Control and Disarmament Agency (A CD A) Commerce (DOQ/US&FCS, etc. Defense, Army Corps of Engineers (ACOE) Defense, Defense Mapping Agency Defense, Intelligence Agency (DLA) Defense, Marines and Seabees Defense, Miscellaneous Defense, Security Assistance Agency (DSAA) Defense, Security Assistance Associated/DLA, DRMS, DCMCI, etc. Energy Environmental Protection Agency (EPA) Federal Emergency Management Agency (FEMA) General Services Administration (GSA) Health and Human Services (HHS)/PHS, CDC, NTH, etc. Intelligence Community Interior (DOI) Justice (DOJ)/DEA, FBI, INS, ICITAP, etc. Labor National Aeronautics & Space Administration (NASA) National Science Foundation (NSF) Non-Executive Branch (e.g., GAO, Library of Congress) Peace Corps Smithsonian Social Security Administration (SSA) Special Embassy Program (SEP) Transportation (DOT)/Coast Guard, FAA, etc. Treasury/ATF, Customs, IRS, USSS U. S. Trade Representative (USTR) U. S. Information Agency (USIA) Veterans Administration (VA)

Ponce, Toni Edmunds, Chris Ponce, Toni Duffy, Bill Edmunds, Chris Duffy, Bill Ponce, Toni Ponce, Toni Ponce, Toni Duffy, Bill Edmunds, Chris Edmunds, Chris

Edmunds, Chris Ponce, Toni Duffy, Bill Berry, Ruby Ponce, Toni Berry, Ruby Edmunds, Chris Edmunds, Chris Edmunds, Chris Berry, Ruby Ponce, Toni Ponce, Toni

Duffy, BUI Edmunds, Chris Ponce, Toni Duffy, Bill Edmunds, Chris Ponce, Toni Duffy, Bill Berry, Ruby Duffy, Bill Edmunds, Chris Duffy, Bill Duffy, Bill Berry, Ruby Duffy, Bill Edmunds, Chris Ponce, Toni Edmunds, Chris Berry, Ruby Berry, Ruby Duffy, Bill Berry, Ruby

Berry, Ruby Ponce, Toni Duffy, Bill Berry, Ruby Ponce, Toni Duffy, Bill Berry, Ruby Duffy, Bill Berry, Ruby Ponce, Toni Berry, Ruby Berry, Ruby Duffy, Bill Berry, Ruby Ponce, Toni Duffy, Bill Ponce, Toni Duffy, Bill Duffy, Bill Berry, Ruby Duffy, Bill

PORTFOL4.DOC, WORD, G:MPGEN

Ruby A. Berry, (202) 647-3797 Bill Duffy, (202) 647-1368 Christine (Chris) J. Edmunds, (202) 647-1684 Antoinette (Toni) M. Ponce, (202) 647-2328

Office of Management Policy and Planning (M/P) Room 5214 Department of State Washington, D.C. 20520-5214 Fax (202)647-2524