DOE O 251.1D Chg 1 (Admin Chg), Departmental Directives Program - Change Chart

U.S. Department of Energy ADMIN CHANGE Washington, DC Chg 1 (AdminChg): 11-8-2019 SUBJECT: ADMINISTRATIVE CHANGE TO DOE O 251.1D, DEPARTMENTAL DIRECTIVES PROGRAM 1. EXPLANATION OF CHANGES. These changes update definitions and contact information; and provide clarification for directives development and review processes. 2. LOCATIONS OF CHANGES: Changes made throughout the document can be noted at the beginning of the chart. Page Paragraph Changed To Throughout Minor Change Limited Change Throughout Authorizing Official Approving Official Throughout Authorization Coordinator Approval Coordinator Throughout Senior Authorizing Official Removed. Throughout Senior Authorization Coordinator Removed. 13 5.n.(1) In consultation with the Head of their Departmental Element, determines his/her organization’s official policy position on directives. In consultation with the Head of their Departmental Element, the Headquarters AO determines his/her organization’s official policy position on directives. 17 8. Questions concerning this Order should be addressed to the Departmental Directives Program at 202-287-5641. Questions concerning this Order should be addressed to the Departmental Directives Program at DOEdirectives@hq.doe.gov. App. A A-1 1.d.(2) Fast Track revisions are limited to minor changes…. Fast Track revisions are restricted to limited changes…. App. C C-1 Paragraph 2 Fast Track revisions are limited to minor changes…. Fast Track revisions are restricted to limited changes…. App. J J-1 3. Merged old Senior Authorizing Official and Authorizing Official definitions to define new term: Approving Official. Approving Officials (AOs). Senior-level managers designated to lead efforts to solicit, review, and adjudicate comments from within their organizations. Duties include assigning local SMEs to review directives actions; soliciting and consolidating comments on directives actions; ensuring management concurrence with DOE O 251.1D Page Paragraph Changed To comments; authorizing the AC to submit the organization’s final, consolidated comments on directives and related documents; facilitating comment and issue resolution; informing SMEs of comment resolution and disposition; and acting as liaison between their organizations and the DRB. App. J J-3 18. Was number 36. Technical Standard. DOE standards, handbooks, and specifications established, approved, and maintained in accordance with the DOE Technical Standards Program (see the current version of DOE O 252.1, Technical Standards Program). DOE standards, the only type of DOE technical standard that may be invoked in a DOE Directive, provide specific standardized approaches, methodologies, technical criteria, or other information on accomplishing a task, developing a plan, and/or performing a calculation or assessment to implement a DOE requirement. DOE standards provide a common shared approach or methodology for implementing a DOE requirement such that its implementation is consistent across DOE programs and operations. Renumbered to 18. DOE Technical Standard. DOE standards, handbooks, and specifications established, approved, and maintained in accordance with the DOE Technical Standards Program (see the current version of DOE O 252.1, Technical Standards Program). DOE standards provide specific standardized approaches, methodologies, technical criteria, or other information on accomplishing a task, developing a plan, and/or performing a calculation or assessment to implement a DOE requirement. DOE standards provide a common shared approach or methodology for implementing a DOE requirement such that its implementation is consistent across DOE programs and operations.

App. J J-3 and J-4 18.-33. Renumbered. 19.-34. App. J J-4 27. Invoked Technical Standard. A DOE Technical Standard that is called upon, in part or in whole, as a required method in a DOE Directive based on a clear Invoked Technical Standard. A DOE or other Technical Standard that is called upon, in part or in whole, as a required method in a DOE Directive Page Paragraph Changed To requirement statement. The following is an example of an invoking requirement statement: “DOE Headquarters line management must oversee DOE field processes for verifying readiness to startup and restart nuclear facilities in accordance with . . . DOE-STD-3006, Planning and Conducting Readiness Reviews. (DOE Order 425.1D)” based on a clear requirement statement. The following is an example of an invoking requirement statement: “Safety analysis and supporting design must be developed and integrated in accordance with DOE-STD-1189-2016.” (DOE Order 420.1C) App. J J-5 37.-38. Renumbered. 36.-37. 1. PURPOSE. To establish directives as the primary means to set, communicate, and institutionalize policies, requirements, responsibilities, and procedures for Departmental elements and contractors. a. Directives facilitate achievement of the Department of Energy’s (DOE’s) strategic and operational goals. They also help to ensure safe, secure, efficient, cost-effective operations and compliance with applicable legal requirements. b. Directives promote operational consistency throughout the DOE complex and foster sound management. 2. CANCELS/SUPERSEDES. DOE O 251.1D, Departmental Directives Program, dated 1-17-2017. Cancellation of a directive does not, by itself, modify or otherwise affect any contractual or regulatory obligation to comply with the directive. 3. DEPARTMENTAL APPLICABILITY. a. Departmental Elements. (1) With the exception of the equivalencies/exemptions listed in paragraph 3.c., this Order applies to all Departmental elements. (2) The Administrator of the National Nuclear Security Administration (NNSA) must ensure that NNSA employees comply with their responsibilities under this directive. Nothing in this directive will be construed to interfere with the NNSA Administrator’... b. Contractors. This Order does not apply to contractors. c. Equivalencies/Exemptions for DOE O 251.1D. (1) Requests for Equivalencies and Exemptions to this Order must be sent in memorandum form to the Director, Office of Management, for advice. (a) The memorandum must briefly justify the reasons for the equivalency or exemption. (b) The memorandum must reference the offices, or localities, and requirements for which the equivalency or exemption is sought. (2) Equivalency. In accordance with the responsibilities and authorities assigned by Executive Order 12344, codified at 50 U.S.C. sections 2406 and 2511 and to ensure consistency through the joint Navy/DOE Naval Nuclear Propulsion Program, the Deputy ...

(4) Exemption. The Office of the Chief Financial Officer (CFO) is exempt from this Order when developing and issuing the CFO’s Financial Management Handbook. However, DOE Field CFOs will be afforded a reasonable opportunity to review and comment on dr... (5) Exemption. CFO budget calls, which provide guidance, instruction and direction to Headquarters Departmental elements and the field on the preparation of budgets. (6) Exemption. Guidance, direction and instruction issued by the Department’s Designated Agency Ethics Official (DAEO) in carrying out the DAEO’s responsibilities required by law or by the Office of Government Ethics, or as determined necessary by the... (7) Exemption. Guidance, direction, legal interpretation and instruction issued by the Department’s General Counsel (or NNSA’s or any Power Marketing Administration’s General Counsel) to, or concerning the management of, the Department’s (or NNSA’s or... (8) Exemption. Guidance, direction and instruction issued by the Office of the Chief Human Capital Officer (CHCO) (when not in conflict with a Departmental Directive) related to the proper execution of human resources authorities and processes within ... (9) Exemption. Instructions regarding Appendix E for human resources related Orders. For non-NNSA organizations, an exemption or equivalency must be approved by the CHCO. For NNSA, an exemption or equivalency must be sent to the CHCO for review and co... 4. REQUIREMENTS. a. General. (1) Principles for Directives Development. Directives must adhere to the Principles for Directives Development listed in Appendix D. (2) Department of Energy (DOE) Operations Committee. The DOE Operations Committee must be maintained to provide strategic oversight and senior-level direction in the evaluation of the need for new or updated directives and other Departmental requireme... (3) The Directives Review Board (DRB). The DRB ensures that the Departmental Directives Program contains directives that enhance DOE’s ability to achieve its mission goals in a safe, secure, and cost-effectives manner. The DRB is chaired by the Direct... (4) The Departmental Directives Program. The Departmental Directives Program must provide and maintain a methodology for creating and promulgating DOE-wide requirements for Federal staff. The Departmental Directives Program must also be used to extend... (5) Integrated Project Team(s) (IPTs). Each IPT must be charged with developing a consensus product in support of the desired end state for a directive’s development or revision as determined by the DRB and the DOE Operations Committee (see Appendix B). b. Directives Development. (1) New directives and revisions to existing directives must be processed using an IPT or a Fast Track revision process as outlined in Appendices A through C. Documents not developed and processed as outlined in these appendices are unauthorized and m... (2) Unauthorized directives must be reported to the Departmental Directives Program and implementation held until a DRB determination. (3) Unauthorized directives must be, either:

(a) withdrawn; (b) modified (e.g., restrict its applicability to one Departmental element) so that it no longer fits the description of an unauthorized directive; or (c) converted to a directive following the processes described in this Order. (4) Headquarters and field elements are authorized to publish supplemental directives for use by those organizations and their contractors, provided the supplemental directives do not contradict, delete, or duplicate provisions in any applicable Polic... (5) Requirements in this Order for directives development, revision, cancellation, and approval must take precedence over all other directives. Where conflicts exist between directives, the Departmental element that identifies the conflict must notify... (6) Directives must be written to clearly and concisely specify the goals and requirements that must be met while refraining from mandating how to fulfill them to the highest extent possible. Directives that cover high risk functions, such as safety a... (7) Directives must be written following a standardized format and include the content required by this Order (Templates will be maintained on the DOE Directives website). (8) Offices of Primary Interest (OPIs) must propose directives actions, when requested, for inclusion on the Directives Prioritization list. The DRB may request that OPIs review and/or revise a specific directive if the DRB is notified that the direct... (9) Directives may cite a section or requirement in an existing directive, law, regulation, or standard but must not re-promulgate the same requirement. To the extent possible, directives should be written so that they are consistent with, or incorpor... (10) Directives must use attachment(s) when providing more detailed information, direction, or requirements that are applicable to Federal and/or contractor employees. Where applicable, a CRD must be Attachment 1 to an Order. (11) Directives must use an appendix when providing more detailed information, direction, or requirements that are applicable only to Federal employees. (12) Changes to directives that affect nuclear safety as defined in the current version of DOE O 410.1, Central Technical Authority Responsibilities Regarding Nuclear Safety Requirements, and therefore require Central Technical Authority (CTA) review,... (13) If any part of a directive applies to the NNSA, the following language must be added to the Departmental Applicability paragraph: (14) If any part of a directive applies to the Naval Nuclear Propulsion Program, the following language must be added to the Departmental Applicability paragraph: c. Contractor Requirements in Directives. A concise set of all contractor requirements must be provided in Attachment 1, the contractor requirements document (CRD). Where appropriate, the CRD's requirements and responsibilities for contractors must be... d. Secretarial Memoranda. (1) Secretarial and Deputy Secretarial policy memoranda that contain requirements that affect more than one Departmental element must identify the OPI, must be converted or incorporated into the Departmental Directives Program, and must include a time... (2) Secretarial and Deputy Secretarial policy memoranda that contain requirements that affect more than one Departmental element and are not identified for cancellation or conversion or incorporation into the Departmental Directives Program must be re...

e. Implementation of DOE Directives. (1) Requirements for Federal employees in new or revised directives must be fully implemented within twelve months of issuance, unless otherwise stated in the directive. (2) Directives with CRDs must denote, for existing contracts, the implementation timeline established by the Head of the Departmental Element if it is prior to the next contract award, renewal, or extension. (3) The Head of the Departmental Element, or his or her designee, shall notify the Contracting Officer (CO) and other appropriate subject matter experts in the organization that the directive applies to an existing contract or to a solicitation for a ... (a) For existing M&O contracts, after being notified by the Head of the Departmental Element or his or her designee, the CO shall provide the contractor the opportunity to assess the effect of incorporating the CRD on contract cost, funding, schedule,... (b) For existing non-M&O contracts, after being notified by the Head of the Departmental Element or his or her designee, the CO shall provide the contractor the opportunity to assess the effect of incorporating the CRD on contract cost, funding, sched... (4) The DRB will seek feedback on the implementation of new or revised directives after the directive is fully implemented but no later than 18 months following issuance. The DRB will determine if the directive needs to be placed back on the prioritiz... (5) IPT Co-Chairs may be called upon by the DRB to help determine the magnitude and scope of further revision. (6) Equivalencies must be obtained when substituting another method for accomplishing the goal of a requirement (see Appendix E). (7) Exemptions must be obtained when not implementing one or more requirements (see Appendix E). (8) For contracts containing DEAR 970.5204-2, Laws, Regulations and DOE Directives, requirements for contractors seeking equivalencies/exemptions must be stated in the contractor requirements document. For contracts not containing DEAR 970.5204-2, req... 5. RESPONSIBILITIES. a. Secretary of Energy. (1) Issues, approves or cancels Directives or delegates approval authority. (2) Establishes the policy expectations for Department (sometimes referred to as the “Commander’s Intent”). This includes the purpose and desired end state for all Directives. (3) Approves an expedited directive development process other than that described in Appendices A through C, when necessary, or delegates approval authority to the Deputy Secretary. (4) Approves cancellation of policy memoranda or conversion into the Departmental Directives Program or delegates approval authority to the Deputy Secretary. (5) Adjudicates any remaining impasse on proposed directives when they occur between the office of primary interest (OPI) and/or other Departmental elements, organizations, or offices, or delegates resolution to the Deputy Secretary, as appropriate. (6) Determine the membership of the DOE Operations Committee. b. Deputy Secretary. As the Secretary's delegate: (1) Approves and cancels Directives. (2) Approves an expedited directive development process other than that described in Appendices A through C for a directive, when necessary. (3) Approves the cancellation of policy memoranda or conversion into the Departmental Directives Program. (4) Adjudicates any remaining impasse on proposed directives when they occur between the office of primary interest (OPI) and/or other Departmental elements, organizations, or offices. (5) Designate a cognizant Head of a Departmental Element to serve as OPI for the development of each Secretarial Memoranda. (6) Determine the membership of the DOE Operations Committee.

c. Under Secretaries. Designate two senior-level representatives to represent their interests and perform the roles and responsibilities of DRB members. d. Administrator, National Nuclear Security Administration. For comments on NNSA exemptions or equivalencies to CHCO directives that are not resolved to the satisfaction of NNSA and the CHCO, submit the dispute, in coordination with the CHCO, to the D... e. DOE Operations Committee. (1) Reviews and approves a prioritized schedule for directives development. (2) Reviews and approves justification for new or revised requirements. (3) Establishes the desired end-state for the development or revision of a directive, based on established law and the Secretary’s policy expectations for the Department. (4) Seeks to resolves impasse on Directives issues, if the DRB is unable to reach resolution (5) Provides guidance to the DRB and IPT Co-Chairs as needed. f. Associate Under Secretary for the Office of Environment, Health, Safety and Security. (1) Ensures transmission of draft directives, invoked standards, and other relevant, approved documents through the DOE Departmental Representative to the Defense Nuclear Facilities Safety Board (DNFSB), for directives of interest to the DNFSB. (2) Ensures the Technical Standards Program (TSP) provides the DRB and the DOE Operations Committee with an annual prioritized list of Technical Standards proposed for revision. (3) Ensures the TSP coordinates with the DRB and the Departmental Directives Program regarding the development of any invoked Technical Standards. g. Chief Human Capital Officer (CHCO). For comments on NNSA exemptions or equivalencies to CHCO directives that are not resolved to the satisfaction of the CHCO and NNSA, submit the dispute, in coordination with the NNSA Administrator, to the Deputy S... h. Heads of Departmental Elements. As appropriate may, or may delegate to a direct report to: (1) Initiate development or revision of proposed directives in accordance with the requirements defined in Appendices A through C. (2) Participate in or designate a participant for the IPT process for the development or revision of directives, as appropriate. (3) Assign an IPT Co-Chair for directives for which he/she is the OPI undergoing the IPT development process. (4) Ensure sufficient support and engagement in efforts to process draft directives within the prescribed timetables. (5) Review and concur on the organization’s position when impasses occur. (6) Ensure that the organization implements new or revised directives in a timely manner. (7) Ensure that contracting officers, in conjunction with Heads of Field Elements, work with contractors to incorporate CRDs into contracts, as appropriate. (a) For non-NNSA elements, work with the Office of the General Counsel and the Office of Management (Office of Acquisition and Project Management) in developing requirements for contractors. (b) For NNSA elements, work with the NNSA Office of the General Counsel and the NNSA Office of Acquisition and Project Management in developing requirements for contractors.

(8) Assign an Approving Official (AO) and alternate, if applicable, who possess sufficient knowledge and capabilities to be liaisons between their organization and the Departmental Directives Program. Provide the names and contact information to the D... (9) Establish a documented process for evaluating requests for exemptions and equivalencies. Obtain the advice of the applicable OPI before approving an exemption or equivalency. All exemptions and equivalencies to Directives must be submitted to the ... (10) Submit recommendations for the directives prioritization process (See Appendix A). (11) Consult with the Director, Office of Management on Secretarial or Deputy Secretarial policy memoranda to recommend cancellation or conversion into the Departmental Directives Program. i. Director, Office of Management. (1) Administers the Departmental Directives Program. (2) Serves as Chair of the DRB, and makes the final determination on directives process matters, unless otherwise specified. (3) Serves as the representative for Departmental staff/support offices not already represented on the DRB. For organizations that are represented, reviews submitted comments, and reconciles differences in coordination with DRB members. (4) Facilitates discussion between DRB members and Heads of Departmental Elements, or designees, for unresolved issues. (5) Coordinates and facilitates discussions with the DRB and the DOE Operations Committee. (6) Recommends to the DRB that a directive be removed from the Directive Prioritization List for inactivity. (7) Coordinates with the Executive Secretariat and relevant organizations to ensure that requirements established in Secretarial Memoranda are included in relevant directives. (9) Provides Headquarters Contracting Authorities and Field Managers with a regular list of canceled or approved directives. Approves and cancels Guides. j. Directives Review Board Members. (1) Participate in DRB meetings, provide advice to the DRB Chair and other members, and vote (with the exception of advisory members) on proposed directives. (2) Solicit, reconcile, and consolidate comments on documents on behalf of represented organizations, and submit the comments to the Departmental Directives Program, when requested. (3) Recommend to the DRB Chair, whether the annual Directives Prioritization List be approved and sent to the DOE Operations Committee for final approval. (4) Recommend (with the exception of advisory members) that the DRB Chair concur on directives for approval or for forwarding to the Secretary or Deputy Secretary, through the DOE Operations Committee. (5) Recommend to the DRB Chair, whether to approve the membership of an IPT, to include IPT Co-Chairs. (6) Recommend to the DRB Chair, whether an IPT’s decision memorandum presenting a new Order or recommended revisions to an existing Order be approved and sent to the DOE Operations Committee for final approval. (7) Communicate with IPT members during all phases of the IPT process. (8) Educate and communicate with the organizations they represent regarding the results of DRB meetings and Departmental Directives Program changes. (9) Consult with Heads of Departmental Elements on policy memoranda before recommending to the DRB Chair that the Deputy Secretary either cancel or convert of Secretarial or Deputy Secretarial policy memoranda into appropriate Departmental directives,... (10) When at impasse, prepare position paper for DOE Operations Committee review.

k. Central Technical Authorities (CTAs). Provide, to the applicable Approving Official and the applicable Head of the Departmental Element, their concurrence or non-concurrence on all directives that affect nuclear safety as defined in the current ver... l. Departmental Directives Program Manager, Office of Management. (1) Manages the Departmental Directives Program processes. (2) Serves as Executive Secretariat to the DRB. (3) Ensures that documents submitted to the DRB by program offices meet established criteria prior to submission to the DRB for review. (4) Manages the Departmental Directives Program website and the Review and Comment system. (5) Approves administrative changes to existing directives. (6) Notifies the Office of Acquisition and Project Management when directives with CRDs are issued. (7) Provides Department-wide education regarding the Departmental Directives Program and its processes. m. Offices of Primary Interest (OPI). (1) Follow the process outlined in Appendices A through C for developing or revising directives. (2) Provide an IPT Co-Chair as well as IPT member, as directed, for directives proposed for development under the IPT process (See Appendix B). (3) For non-NNSA elements, work with the Office of the General Counsel and the Office of Management (Office of Acquisition and Project Management) in developing a CRD. (4) For NNSA elements, work with the NNSA Office of the General Counsel and the NNSA Office of Acquisition Management in developing a CRD. (5) Adhere to the prescribed formats when developing or revising directives, maintained on the DOE Directives website (6) Support efforts to engage organizations in resolving differences over comments. (7) Coordinate with the DOE Departmental Representative to the DNFSB, for all directives of interest to the DNFSB. (8) Provide advice to offices seeking Equivalencies or Exemptions. (9) Provide a progress report to the DRB, as requested, on implementation of a directive's requirements. (10) Support the Secretary, as directed, in the development and issuance of Secretarial Memoranda. n. Approving Official (AO). o. Integrated Project Team (IPT) Co-Chairs. (1) Manage the IPT throughout the directive development and revision process (See Appendix B). (2) Serve as the IPT’s direct interface to the DRB, providing updates and facilitating required approvals. p. IPT Members. (1) Represent the equities and interests of their Programmatic chain. (2) Solicit SME input and buy-in from within their organization, as appropriate. (3) Coordinate and consolidate input and/or comments from across their organization. (4) Solicit their management chain buy-in throughout the development process. (5) Develop, maintain, and track communication with project stakeholder groups they are assigned to represent. (6) Develop a consensus draft in support of the desired end state for the directive’s revision, as determined by the DRB and the DOE Operations Committee (see Appendix B).

q. DOE Departmental Representative to the DNFSB. (1) Coordinates with the AU DRB member. (2) Coordinates relevant directives reviews with the DNFSB. (3) Provides the OPI/IPT/DRB with DNFSB comments through the process used by the Department. (4) Facilitates communication between the OPI/IPT and DNFSB regarding DNFSB comments prior to a directive’s approval. (5) Provides the DNFSB with approved copy of directives and related documents, for directives of interest to the DNFSB. (6) Ensures that the DNFSB has access to the most recently approved versions of directives and other relevant documents. (7) Informs the Departmental Directives Program when the DNFSB has questions, concerns or comments on directives or other relevant documents. (8) Informs the DNFSB when a directive is considered for cancellation. (9) Informs the OPI/IPT and DRB on relevant DOE implementation plan provisions and Secretarial commitments to the DNFSB that impact directives of interest to the DNFSB. r. Heads of Field Elements. (1) Ensures comments, implementation perspectives and impacts are provided into the Directives development process through assigned SMEs. (2) Serve as the AO when designated by the SAO (i.e. performing SAO duties at a lower organizational level). (3) Appoints local ACs, when needed, in support of an AO. (4) Provides oversight of the directives implementation process as applicable to their organizational element (to include efforts required of Contracting Officers (CO)). s. Contracting Officers (CO). (1) For M&O contracts, after being notified by the Head of the Departmental Element or his or her designee, the CO must incorporate the CRD into the contract by the due date established by the Head of the Departmental Element. The Contracting Officer ... (2) For non-M&O contracts, after being notified by the Head of the Departmental Element or his or her designee, the CO must attempt to incorporate the CRD into the contract by the due date established by the Head of the Departmental Element. Non-M&O c... t. Approval Coordinator (AC). 6. REFERENCES. 1. REQUEST FOR DIRECTIVES ACTIONS. The DRB and the Departmental Directives Program will compile a list of proposed directives. (1) Integrated Project Team (IPT) Development or Revision. IPT revisions may include, but are not limited to, major, substantive, or complex revisions where disputes in changing requirements are anticipated. The OPI must recommend Co-Chairs to head th... (2) Fast Track Development or Revision. Fast Track revisions are restricted to limited changes, undisputed reductions in requirements, changes directed by S1/S2, verbatim codification of Secretarial Memoranda into directives, or a combination of the a... (1) Priority 1. (a) Changes directed by the White House, the Congress, the Office of Management and Budget (OMB), the Secretary (S1), the Deputy Secretary (S2), or the DOE Operations Committee. (b) Critical national security updates. (c) Critical nuclear safety and security updates. (d) Critical safety and security issues. (2) Priority 2. (a) Revisions to correspond with changes in law or regulations. (b) Commitments to the Inspector General (IG) or the Government Accountability Office (GAO). (c) Revisions to benefit the Department. (3) Priority 3. (a) Limited changes or reduced requirements. (b) Revisions to align with external standards and practices. (c) Clarifications of requirements. (d) Cancellations.

2. AD HOC DIRECTIVES ACTIONS. a. OPIs must notify the DRB and the Departmental Directives Program of the need to revise or develop a directive that is not on the approved Directives Prioritization list as soon as possible. b. OPIs must provide a justification for the revision to or development of a new directive. Possible justifications are outlined in paragraph 1.c. of this Appendix. OPIs must propose a revision path as outlined in paragraph 1.d. of this Appendix. c. The DRB and the Departmental Directives Program will meet with OPIs, as necessary, to determine whether unscheduled directives actions should be placed on the Directives Prioritization list and schedule. DRB approved actions will be presented to th... 1. STAGE 1. DEVELOPMENT APPROVAL AND SCHEDULING. The OPI must follow the Directives Prioritization process outlined in Appendix A. Once the Directives Prioritization list is approved, the OPI may establish the IPT according to the schedule. 2. STAGE 2. IPT CREATION. a. The OPI must propose two IPT Co-Chairs for the directive revision. One Co-Chair must represent the OPI, and the other Co-Chair must represent a field element from a different program office. The DRB will approve the IPT Co-Chairs. b. The IPT Co-Chairs, in coordination with program offices, must submit a list of proposed IPT Members to the DRB for approval. The IPT must consist of membership from all affected groups (to include the OPI; HQ program and staff organizations; field/... c. Once the DRB approves the IPT membership, the IPT will hold a kick-off meeting with senior leaders in the stakeholder organizations to discuss the purpose of the revision. This meeting will also cover the formation of the IPT and the anticipated di... d. The IPT’s first charge is to confirm that the directive is necessary. If the IPT decides the directive is needed, members will use the directive principles to review and revise the directive. If the IPT decides the directive is not needed, the OPI ... 3. STAGE 3. DEVELOPMENT OF THE DECISION MEMORANDUM. The IPT must develop a decision memorandum to be approved by the DRB and the DOE Operations Committee, following the timeline established through the Directives Prioritization effort. The approved de... a. Recommend the desired end-state for the revision of the directive. b. Confirm why the directive is necessary. c. Describe qualitatively and, where practical, quantitatively anticipated costs and beneficial impacts, such as improved safety, associated with the revised directive’s implementation. d. Identify any major issues arising from the recommended revisions. For issues that the IPT is unable to resolve, the decision memo must include options for DOE Operations Committee decision. The recommended options must weigh the pros and cons for e... e. Identify all conflicts with existing directives, and any potential impacts to other directives, or to Departmental functions or operations; include options for DOE Operations Committee decision if such conflicts exist. f. If IPT members cannot agree on an issue, the IPT will provide options for decision by the DRB and the DOE Operations Committee. 4. STAGE 4. FIRST DIRECTIVES REVIEW BOARD MEETING. a. The DRB must review and provide comments, if applicable, on the decision memorandum. As appropriate, any comments received during the review will be forwarded to the IPT Co-Chairs. b. The IPT Co-Chairs must meet with the DRB to discuss the IPT-developed decision memo. c. The DRB will provide the decision memorandum, along with its recommendations to the DOE Operations Committee for approval.

5. STAGE 5. FIRST DOE OPERATIONS COMMITTEE MEETING. The IPT Co-Chairs will present the IPT’s decision memorandum at a DOE Operations Committee meeting, with the DRB Chair in attendance. a. The DOE Operations Committee will review the decision memorandum and, if necessary, choose from any recommended options for final approval. b. The IPT Co-Chairs must receive approval from the DOE Operations Committee to start writing or revising the directive. 6. STAGE 6. DEVELOPMENT OF THE FIRST DRAFT. Once the decision memorandum is approved by the DOE Operations Committee, the IPT may begin draft development. a. The IPT must adhere to the Directives Prioritization schedule established by the DRB and the DOE Operations Committee, and collaborate with the Departmental Directives Program when developing or revising the draft directive. b. The IPT Co-Chairs must provide the DRB with a plan that outlines the IPT’s communication strategy with stakeholders as well as DRB Members. A template can be found on the DOE Directives website. c. If the IPT determines more time is needed for development than is allotted on the Directives Prioritization schedule, the IPT Co-Chairs must present their rationale and a recommended time frame to the DRB for approval. d. IPT members must engage stakeholders throughout the IPT process and provide IPT documents to stakeholders, when appropriate. IPT members must document these communications, and provide the tracking sheet to the DRB, the IPT Co-Chairs, and/or the De... (1) affected program and site offices; (2) Field Management Council representatives, as requested; (3) National Laboratory Directors Council representatives, upon DRB request; (4) the appropriate DOE or NNSA counsel; (5) the Office of Primary Interest responsible for any DOE Technical Standard being invoked in the directive; (6) the Office of Policy, Office of Acquisition Management (MA-61); (7) Field Contracting Officers; (8) CTAs, when appropriate; and (9) the DOE Departmental Representative to the DNFSB, for all directives of interest to the DNFSB. e. The Review and Comment system may be used throughout the IPT draft development process to collect comments from key stakeholders across the complex, as appropriate. f. The IPT Co-Chairs will meet with the DRB at various milestones determined by the DRB and the Departmental Directives Program. g. After the draft directive has been developed, the IPT Co-Chairs must submit an electronic copy of the draft directive to the Departmental Directives Program. h. For a revised directive, a crosswalk of requirements must accompany the draft directive when requested by the DRB. 7. STAGE 7. DIRECTIVE REVIEW AND COMMENT. a. The draft directive must be coordinated with key stakeholders across the department, as determined by the DRB and IPT, following the timeline established through the Directives Prioritization effort. The DRB, in coordination with the IPT, will dete... b. If the Review and Comment system is used, IPT members must respond to all comments provided, stating whether the comment was accepted or rejected by the IPT. IPT members will not directly address editorial comments. Editorial comments will be used ... c. If the draft is an Order invoking a draft Technical Standard, the draft Order and the draft Technical Standard must be coordinated concurrently to ensure that all reviewers have access to both documents. The process for development of invoked DOE T... d. Classified information in DOE Directives must be protected according to requirements in the current version of DOE O 471.6, Information Security. Unclassified descriptions of classified directives can be posted on the Review and Comment system prio...

8. STAGE 8. COMMENT RESOLUTION/DEVELOPMENT OF THE FINAL DRAFT. The IPT, following the timeline established through the Directives Prioritization effort, must: a. Respond to all non-editorial comments, work with commenters to resolve issues, and submit the comment resolution package on the Review and Comment system, if the system is used. b. Provide the electronic files of the clean, updated draft directives, the updated development synopsis, and a communications plan to the Departmental Directives Program for presentation to the DRB. 9. STAGE 9. FINAL REVIEW AND CONCURRENCE. a. The final draft directive will be posted to the Review and Comment system for department-wide concurrence, as appropriate. b. The final draft directive and any relevant documents must be reviewed by the DRB. Technical Standards approved through the Technical Standards development process and invoked by Orders must be reviewed by the DRB along with the revision to the appl... c. For issues that cannot be resolved at the IPT level, Heads of Departmental Elements or their designee(s), must meet with the DRB to address concerns regarding the final draft directive and the implementation strategy. d. If consensus is reached, the DRB will validate that the final directive reflects the approved DRB decisions. e. If consensus cannot be reached between the DRB members, the DRB Chair facilitates the discussion of unresolved issues between the DRB members and the Heads of Departmental Elements or their designees who cannot reach agreement. f. If the issues cannot be resolved, an impasse occurs. The OPI must include the impasse issue(s), its position, the position of the dissenting organization(s), the decision memo as approved by the DOE Operations Committee, and the DRB’s recommendatio... 10. STAGE 10. FINAL APPROVAL. a. Once the DRB reaches consensus on the final draft directive or agrees to send an impasse issue forward, the OPI must prepare an approval package. Templates for approval package content can be found on the DOE Directives website. b. The approval package will be forwarded by the Departmental Directives Program through the DOE Operations Committee Chair to the Secretary or Deputy Secretary to render a decision on any impasse issues and issue the directive. 11. STAGE 11. IMPLEMENTATION. a. The IPT must develop an implementation strategy throughout the IPT process. The strategy must include specific actions for effectively communicating and implementing the revised directive. This document will include key milestones and the organizat... b. The DRB will provide guidance on proposed implementation strategies. c. The IPT Co-Chairs will return to the DRB, when requested, to provide an update on implementation. DRB members may also provide perspectives on implementation. d. If the DRB is presented with implementation issues that require an update to the directive, it will recommend the directive as an ad hoc addition to the prioritization schedule for DOE Operations Committee approval. e. Upon DOE Operations Committee approval, the ad hoc update to the directive will be added to the Directives Prioritization list and schedule.

1. STAGE 1. DEVELOPMENT APPROVAL AND SCHEDULING. The OPI must follow the Directives Prioritization process outlined in Appendix A. Once the directive action is approved for the Fast Track process, the OPI may begin draft development according to the e... 2. STAGE 2. DEVELOPMENT OF THE FIRST DRAFT. a. The OPI must adhere to the Directives Prioritization schedule established by the DRB and the DOE Operations Committee. b. The OPI must collaborate with the Departmental Directives Program when developing or revising the draft directive. c. As needed, the OPIs must engage stakeholders throughout the Fast Track process and provide IPT documents to stakeholders, when appropriate. The OPI must document these communications, and provide the tracking sheet to the DRB and/or the Departmenta... (1) affected program and site offices; (2) Field Management Council representatives, as requested; (3) National Laboratory Directors Council representatives, upon DRB request; (4) the appropriate DOE or NNSA counsel; (5) the Office of Primary Interest responsible for any DOE Technical Standard being invoked in the directive; (6) the Office of Policy, Office of Acquisition Management (MA-61); (7) Field Contracting Officers; (8) CTAs, when appropriate; and (9) the DOE Departmental Representative to the DNFSB, for all directives of interest to the DNFSB. d. After the draft directive has been developed, an electronic copy must be sent to the Departmental Directives Program. (1) If revising a directive, a crosswalk of requirements must accompany the draft directive when requested by the DRB. (2) The OPI must provide the DRB and the Departmental Directives Program a development synopsis detailing points of contact consulted, comments submitted during draft development, and remaining comment resolution disputes (collaboration tracking syste... (3) The OPI must provide the DRB and the Departmental Directives Program with any relevant background documentation, applicable to the proposed directives revision or development (e.g., S1/S2 Memoranda, GAO Report, etc). 3. STAGE 3. FAST TRACK REVIEW AND COMMENT. a. The review of the draft directive must be coordinated through the DRB. b. The draft directive and any relevant documents must be reviewed by the DRB. Any comments requiring resolution received during the DRB review will be forwarded to the OPI. c. Classified information in DOE Directives must be protected according to requirements in the current version of DOE O 471.6, Information Security. Unclassified descriptions of classified directives can be provided prior to transmission. 4. STAGE 4. COMMENT RESOLUTION/DEVELOPMENT OF THE FINAL DRAFT. The OPI must respond to comments and work with DRB members and commenters to resolve issues, as necessary; 5. STAGE 5. FINAL REVIEW. a. The final draft directive and any relevant documents must be reviewed by the DRB. As appropriate, any comments received during the review will be forwarded to the OPI. b. If consensus cannot be reached between the DRB members, the directive will be removed from the Fast Track development process. c. Classified information in DOE Directives must be protected according to requirements in the current version of DOE O 471.6, Information Security. Unclassified descriptions of classified directives can be provided prior to transmission.

6. STAGE 6. FINAL APPROVAL. a. Once the DRB reaches consensus on the final draft directive, the OPI must prepare an approval package. Templates for approval package content can be found on the DOE Directives website. b. The approval package will be forwarded by the Departmental Directives Program through the DOE Operations Committee Chair to the Secretary or Deputy Secretary to render a decision. 1. The organization seeking the equivalency or exemption must include the following information in the exemption/equivalency request and obtain advice from the OPI and their relevant GC office before submitting the request to the Head of the Departmen... a. identify the requirement(s) for which the equivalency/exemption is being sought; b. explain the equivalency/exemption; c. justify the reasons for the equivalency/exemption; d. identify the offices or sites for which the equivalency/exemption is being sought; f. indicate when compliance will be achieved in cases of an equivalency; g. describe any alternative or mitigating actions, to include associated risks, that have been or will be taken to ensure adequate protection of the public, workers, and the environment for the period during which the exemption will be effective, when... h. describe conclusions and recommendations from the OPI review of the exemption/equivalency and resolution of recommendations. 2. The Head of the Departmental Element or designee may grant an exemption only if the exemption: a. is not contrary to law or regulations; 3. Heads of Departmental Elements who grant equivalencies and exemptions to directives, including CRDs, must have a documented process for performing evaluation of proposed equivalencies and exemptions in place and disseminated to their organization, ... 4. The OPI has 15 working days to respond to a request for advice. 5. Directives involving high-risk activities (e.g. nuclear safety) specify that a proposed exemption or equivalency be concurred on by the responsible organization. These directives will be revised to include a timeframe (e.g., 45 days) for the respon... 1. POLICIES. a. Establish high level expectations in the conduct of the Department’s mission and impact two or more Departmental elements. b. May be issued through memoranda by the Secretary or Deputy Secretary. c. Provide the Secretary's direction for Orders, Guides, and Technical Standards. d. Remain in effect until canceled by the Secretary or Deputy Secretary. 2. ORDERS. a. Requirements documents developed and processed in the Departmental Directives Program, and approved by the Secretary or the Deputy Secretary. b. Establish management objectives, requirements, and assignment of responsibilities for DOE Federal employees consistent with the law, policy, and regulations applicable to DOE. c. If requirements for contractors are necessary, they are included in Attachment 1, known as the contractor requirements document (CRD). 3. MANUALS. a. Dictate how Federal and contractor employees are to implement requirements. b. Are being phased out and canceled or are converted to or incorporated into Orders, as appropriate. Manuals will not be revised and no new Manuals will be created.

4. GUIDES. a. Provide acceptable, but not mandatory, means for complying with requirements included in Orders and Manuals that have not yet been phased out. Guides must be associated with a directive or a rule. b. Do not impose requirements, but may quote requirements if the sources are adequately cited. 1. Once the DRB reaches consensus on the cancellation, the DRB will determine the course of further cancellation review. 2. If no objections are received on the cancellation of the directive, the OPI will be instructed by the DRB to provide the Departmental Directives Program with an approval package. 3. If a Policy, Order, or Manual is being canceled, the Departmental Directives Program transmits the approval package to the Deputy Secretary. If a Guide is being canceled, the Departmental Directives Program transmits the approval package to the Dir... 1. Recommendation to Retire Memorandum. The Departmental Directives Program, in consultation with the OPI, prepares an approval package consisting of an action memorandum and the rationale for each recommendation for submission to the Secretary or Dep... 2. Recommendation to Convert or Incorporate Memorandum Requirements into a Directive. a. The OPI must place the memo in the appropriate directive template verbatim and submit an electronic file to the Departmental Directives Program. b. The draft directive must be reviewed by the DRB. c. As appropriate, comments must be forwarded to the OPI. d. The draft directive must be discussed at a DRB meeting. e. If the DRB approves the draft directive, the OPI must prepare and submit to the Departmental Directives Program an approval memorandum containing the former Secretarial memorandum and the proposed conversion to a directive for the Deputy Secretary’... 1. Administrative Changes. Changes that do not alter requirements or responsibilities in the affected directive. Examples of such changes are: a. typographical errors; b. nomenclature changes such as changes to organization names or titles of officials; c. clarifications that do not alter requirements or responsibilities; or d. changes to legal citations or references.

2. Approval Coordinators (ACs). Support Approving Officials in their duties. Develop and maintain SME and functional area workflows for use in the review of directives actions and related documents. Submit the organization’s consolidated comments on d... 3. Approving Officials (AOs). Senior-level managers designated to lead efforts to solicit, review, and adjudicate comments from within their organizations. Duties include assigning local SMEs to review directives actions; soliciting and consolidating ... 4. Commander’s Intent. Describes what constitutes success for a directive. Includes a directive’s purpose and the desired end state for a directive or a revision to one. 5. Comment Resolution. Process in which the OPI responds to comments received during the review of draft directives. All comments submitted on behalf of a Head of a Departmental Element by the Approving Official must be addressed and resolved before t... 6. Communication Plan. A document included with a directive's final draft that identifies and describes how training and/or any other roll-out activities performed by the OPI will be accomplished to support effective implementation of the directive. 7. Consensus. The highest level of agreement reached by a group as a whole. 8. Contractors. For purposes of the Directives Program, organizations under contract with DOE to perform services with the clause at DEAR 970.5204-2, Laws, Regulations and DOE Directives, in their contracts or requiring incorporation of a CRD in their... 9. Contractor Requirements Document (CRD). An attachment to a directive that states the parts of the directive that apply to contractors. Where required, a CRD is included as Attachment 1 to a directive. CRDs can be unilaterally inserted into contract... 10. Coordination. The process through which all stakeholders, including contractors, have the opportunity to review and comment on draft directives. 11. Counsel. General Counsel, Procurement Counsel, Program Counsel, etc., all refer to attorneys assigned to various parties for the purpose of providing legal advice and guidance. 12. Crosswalk. A table for a directive revision which identifies changes in requirements and the bases for these changes. 13. Departmental Elements. Headquarters elements and first-tier organizations as listed in the Correspondence Style Guide, Office of the Executive Secretariat. 14. Directives. Documents in which DOE sets, communicates, and institutionalizes policies, requirements, responsibilities and procedures for Departmental elements and contractors. Directives include Policies, Orders, Notices, Manuals, and Guides. Manu... 15. Directives Program Notification. A notification created by the Departmental Directives Program that is used to communicate the approved issuance, revision, or cancellation of a directive or other administrative action regarding directives. 16. Directives Review Board (DRB). Chaired by the Director, Office of Management, the Board advises, as well as concurs, on individual directives before their approval by the DOE Operations Committee for release for DOE-wide comment and final issuance... 17. DOE Operations Committee. Chaired by the Deputy Under Secretary for Management and Performance and advised by the DRB, the Committee provides strategic oversight and senior-level direction on the need for new or updated directives and other Depart...

18. DOE Technical Standard. DOE standards, handbooks, and specifications established, approved, and maintained in accordance with the DOE Technical Standards Program (see the current version of DOE O 252.1, Technical Standards Program). DOE standards ... 19. Equivalencies. Alternatives to how a requirement in a directive is met in cases where the “how” is specified. These represent acceptable, alternative approaches to achieving the goal of a directive’s requirement. 20. Exemptions. A release from compliance with one or more requirements in a directive, as granted by the exempting organization’s Head of the Departmental Element. 21. Fast Track Development. A course of directives development reserved for limited changes proposed by the OPI, undisputed reductions in requirements as agreed to by the DRB and DOE Operations Committee, changes directed by S1/S2, verbatim codificati... 22. Financial Impact Analysis. A document that details potential significant budgetary or other resource impacts of a directive’s implementation on the Department, shared with DRB members upon request. 23. H Clause. A clause inserted into section H (Special Contract Requirements) of a contract, used to specify and tailor requirements. 24. Heads of Departmental Elements. For the purposes of this Order, Heads of Departmental Elements include the Assistant Secretaries and Program Office Directors reporting to the Secretary either directly or through the Deputy Secretary or Under Secre... 25. Impasse. When a resolution of directives issue(s) cannot be agreed on between one or more Heads of Departmental Elements. 26. Integrated Project Team (IPT). A group of DOE Federal and contractor employees – including, but not limited to, OPI representatives; senior-level program and National Laboratory executives; SMEs; and DOE general oversight representatives, as appli... 27. Invoked Technical Standard. A DOE or other Technical Standard that is called upon, in part or in whole, as a required method in a DOE Directive based on a clear requirement statement. The following is an example of an invoking requirement statemen... 28. Limited Change. When a directive modification is restricted to a limited portion of the requirements and/or responsibilities established in the directive. The review process for a limited change is restricted to only the changed portions of the dr... 29. Office of Primary Interest (OPI). The office responsible for originating a directive and maintaining its accuracy and currency. 30. Procurement Management System. The Procurement Management System encompasses the integration of the procurement process (acquisition of supplies, services, and property), the professional development of procurement personnel, development of DOE pr... 31. Requirements. Activities that must be performed pursuant to a directive to fulfill the Department’s mission. 32. Responsibilities. Duties and authorities assigned to a position or office to implement, manage and/or oversee. 33. Review and Comment system. A web-based workflow system used by the DOE for coordination of draft directives. 34. Revision. When a proposed modification to a directive will affect a large portion of its requirements and/or responsibilities, as determined by the Departmental Directives Program. 35. Stakeholder. A person or organization affected by or with an interest or concern in a directive, and therefore an interest or concern in changes made to that directive. DOE stakeholders may include, but are not limited to: a. affected program and site offices; b. Field Management Council representatives, as appropriate; c. National Laboratory Directors Council representatives, upon DRB request; d. the appropriate DOE or NNSA counsel; e. the Office of Primary Interest (Preparing Activity) responsible for any DOE Technical Standard being invoked in the directive; f. the Office of Policy, Office of Acquisition Management (MA-61); g. Field Contracting Officers; h. CTAs, when appropriate; and i. the DOE Departmental Representative to the DNFSB, for all directives of interest to the DNFSB. 36. Unauthorized Directives. Unauthorized directives are documents that purport to apply on-going requirements (other than legal requirements) to more than one Departmental element outside the OPI’s chain of command, and that have not been reviewed an... 37. Voluntary Consensus Standards. Standards are developed through a process that is open to participation by representatives of all interested parties, transparent, consensus-based, and subject to due process. These might be developed by governmental...