DoD Plain Writing Act Compliance Report April 13, 2018

Transcription

1 DD Plain Writing Act Cmpliance Reprt April 13, 2018 This reprt utlines the prgress twards implementing the Plain Writing Act f 2010 within the DD. Please check back fr updates. I. Senir Agency Official Michael L. Rhdes, Directr f Administratin, Office f the Chief Management Officer (OCMO) f the Department f Defense, is the DD Senir Official fr plain language. The Washingtn Headquarters Services, Directives Divisin, versees implementatin and administratin f the DD Plain Language Prgram thrugh the plain language pint f cntact. The pint f cntact may be reached at whs.mc-alex.esd.mbx.dd-plainlanguage@mail.mil. II. Using Plain Language DD received n plain language amendment requests in DD Agencies tk many actins t implement plain language requirements in 2017: DD Writing style guides and plain language resurces n the DD Plain Language Website are available t actin fficers wh write plicy dcuments. The DD Plain Language Cmmittee met t share ideas and infrmatin. Defense Cntract Audit Agency (DCAA) DCAA's Cntract Audit Manual (CAM) was revised in 2017 in accrdance with plain language principles and published n the Agency s website ( The CAM prescribes auditing plicies and prcedures and prvides guidance in auditing techniques. Defense Threat Reductin Agency (DTRA) DTRA s crrespndence website is cntinually updated t reflect the latest administratin changes and crrespndence templates are revised accrdingly. Defense Lgistics Agency (DLA) DLA required prcedural writers t prcess dcuments thrugh StyleWriter4 Prfessinal Editrial sftware t ensure cmpliance with plain language guidelines. DLA prcedural writers were required t review and practice using plain language cncepts. DD Chief Infrmatin Officer (DD CIO) The DD CIO Crrespndence Cntrl Office (CCO) prepared r reviewed

2 all fficial cmmunicatins fr clarity and ease f understanding. These fficial cmmunicatins included DD CIO crrespndence, Facebk psts, articles, vides, letters, and cntent fr public release, and DD CIO internal, external, and public-facing web cntent. The DD CIO Plicy Fcal Pint and analysts use plain language guidelines when reviewing and revising publicatins that establish and implement DD and DD CIO plicy. DD CIO published 21 new r revised DD issuances incrprating plain language in The DD CIO CCO maintains an extensive nline library f resurces cntaining DD and gvernment references, standards, plain language and writing style manuals, and templates fr OSD/DD crrespndence and issuances. These resurces are available in the DD Actin Officer Standard Operating Prcedures flder n the DD CIO Internal webpage/prtal: Office f the Directr f Administratin, OCMO Staff and issuance cmpliance analysts in the Directives Divisin use plain language guidelines when reviewing and revising publicatins that establish and implement DD plicy. The Divisin published 459 new r revised DD issuances incrprating plain language in The standards and templates fr DD issuances were reviewed and updated as needed t encurage actin fficers t use plain language when writing issuances. The Directives Divisin cnducted 6 classes n writing DD issuances in 2017 that included basic principles f plain writing and referred class attendees t available plain writing training. The Directives Divisin maintains the DD Plain Language Training Curse nline vide n its website and prvides links t schedule available in persn training. In 2018 we als prvided the vide t icmpass fr inclusin in the Washingtn Headquarters Services training database. Office f the Inspectr General f the Department f Defense (DD OIG) All DD OIG reprt writers are required t use the DD OIG style guide and editrial guide, which emphasize the use f plain language fr all fficial publicatins. Use f plain language is required fr all DD OIG dcuments and websites. III. Cmmunicating Requirements Cmmunicatin abut the Act s implementatin, plain language guidelines, and cmpliance requirements is prvided t the DD wrkfrce thrugh: Publicatin f the DD Plain Writing Act implementatin plan, knwn as DD Instructin It is available n the DD Issuances website at 2

3 Distributin f memrandums frm the Office f Management and Budget and OSD. Meetings f the DD Plain Language Cmmittee, which cnsists f representatives frm different rganizatins within the DD. Training and helpful resurces available n the DD Plain Language Website and individual agency websites. Ntices placed in varius public frums such as: DD newspapers DD newsletters Mass electrnic infrmatin systems IV. Training DD A plain language training curse is available t all DD persnnel n the DD Plain Language Website. DD rganizatins that already have internal training available will incrprate plain language guidance in thse prgrams. DD rganizatins that d nt have internal training will use the DD plain language training and the ther resurces available n the DD Plain Language Website. DCAA DCAA prvided plain language training t apprximately 650 new emplyees in DLA DLA cnducted 8 in-huse curses t cmmunicate plain writing guidelines t Agency persnnel. DLA added the Skype fr Business sftware applicatin as a media t train emplyees lcated utside the DLA Headquarters. DLA trained 78 civilian emplyees and cntractrs wh write plicy r prcedural dcuments intended fr Agency persnnel and public audiences. DLA incrprated plain language techniques in materials used fr the DLA Actin Officers Skill Curse. Defense Technical Infrmatin Center (DTIC) DTIC prvided plain language training thrugh webinars/nline. 3

4 DTRA DTRA held 4 quarterly meetings with Agency persnnel wh directly receive and prcess Agency crrespndence actins t discuss varius tpics and prvide standard guidance and refresher training t ensure cnsistency acrss fficial crrespndence. Missile Defense Agency MDA prvided plain language training in-huse and thrugh Office f the Chairman f the Jint Chiefs f Staff The Jint Staff Training Prgram facilitated an active respnsive writing prgram as part f frmal actin fficer and Divisin Chief intrductry training. The respnsive writing pint f cntact als facilitated frmal individual and grup training fr select Jint Staff persnnel. A ttal f 1157 Jint Staff persnnel received frmal writing instructin in Respnsive writing instructin will cntinue t be an integral part f the existing Jint Staff Training Prgram. This instructin apprpriately supprts the missin f the Jint Staff and ensures that senir leaders receive the timely and accurate decisin prducts necessary t perfrm their advisry and leadership rles and respnsibilities. DD CIO The DD CIO CCO cnducts bi-weekly meetings with administrative supprt staff and actin fficers, prviding critiques and feed-back n written prducts ruted fr review, editing, and signature. Attendees are regularly referred t available training thrugh the DD Plain Language Website, the DD Actin Officer Curse, and t curses that cver the DD issuance prcess and develpment. Office f the Directr f Administratin, OCMO Plain language is emphasized in training classes ffered t DD actin fficers that cver the develpment f DD issuances and the DD issuances prcess. Office f the Directr, Operatinal Test and Evaluatin (DOT&E) DOT&E prvided plain language training in-huse. DD OIG Plain language training is required, and readily available, fr all DD OIG writers and editrs. V. Onging Cmpliance/Sustaining Change 4

5 The DD is wrking twards full cmpliance with the Act and has fulfilled requirements such as: Publishing the DD Plain Writing Act Implementatin Plan, DD Instructin Maintaining the DD Plain Language Website. Designating a senir fficial fr plain language. Encuraging feedback frm the public and stakehlders t identify cmmunicatins that require imprvements. Publishing the annual cmpliance reprt n the DD Plain Language Website. VI. VII. Website: Custmer Satisfactin We want yur input. Feedback is critical t help us knw whether we have been successful in prviding infrmatin that is clear and well-rganized fr its intended audience. Cmments, questins, and cncerns may be sent t whs.mc-alex.esd.mbx.dd-plainlanguage@mail.mil. 5