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AFMC INSTRUCTION 90-101 2 JUNE 2006 Speciality Management AFMC TASKING PROCESS

COMPLIANCE WITH THIS PUBLICATION IS MANDATORY ACCESSIBILITY: Publications and forms are available on the e-publishing website at for downloading or ordering. RELEASABILITY:There are no releasibility restrictions on this publication. OPR: AFMC/CS Certified by: AFMC/CS (Col Bruce Litchfield) Pages: 7

This instruction implements policy in AFPD 90-1, Policy Formulation. Use this instruction in conjunction with AFMAN 33-326, Preparing Official Communications, and AFH 33-337, The Tongue and Quill. This instruction outlines procedures for tracking, preparing and processing suspenses, official memorandums, electronic coordination, messages, electronic staff summary sheets (eSSS) and staff summary sheets (SSS). It applies to the HQ AFMC staff, Centers, and associate units, and includes policies and procedures unique to the AFMC Command Section. This publication does not apply to Air National Guard (ANG) and Air Force Reserve Command (AFRC) units. See Attachment 1 for glossary of references and supporting information. See Attachment 2 for HQ AFMC Directorate-level authorization and delegation. Ensure that all records created as a result of processes prescribed in this publication are maintained in accordance with AFMAN 37-123 (will convert to AFMAN 33-363), Management of Records, and disposed of in accordance with the Air Force Records Disposition Schedule (RDS) located at https:/ / 1. General Guidance. 1.1. The Command's standard for suspense processing is 100 percent on time. Quality and good staff work should not be sacrificed for timeliness. Our goal is to provide leadership, both internal and external to AFMC, with the best information to make sound decisions in a responsive manner. Every effort should be made to electronically staff and coordinate all correspondence within AFMC. The maximum use of electronic coordination will reduce the paper consumption within AFMC and increase the speed and efficiency of staff coordination. This instruction is designed to cover the overarching staffing process. Detailed guidance can be located in the AFMC Command Action Officer's (AO) Guide. A link to the AO Guide can be found on the AFMC Home Page. 1.2. Some packages will be required in hardcopy format. Examples of hard copy packages include: classified, award letters, legal paperwork, documents requiring hard signatures, etc. Hard copy packages will follow the approved format and coordination guidance prescribed in the AO Guide.


AFMCI90-101 2 JUNE 2006 1.3. All response formats will be completed using templates detailed in the Action Officer's Guide.

2. Key Players and Responsibilities. 2.1. HQ AFMC/CS: 2.1.1. HQ AFMC/CS will assign all Command taskings that require AFMC CC/CV/CA approval and process to the appropriate HQ directorate for accountability. CS has the final authority for completeness of all taskings prior to AFMC CC/CV/CA approval. 2.1.2. AO Guide. HQ AFMC/CS will maintain and update the AFMC AO Guide. The AO Guide will have detailed information regarding the tasking process and required templates to assist AFMC action officers. 2.1.3. Action Officer Training. HQ AFMC/CS will provide quarterly action officer training for HQ AFMC action officers. The training will include the tasking process and required templates. 2.1.4. AFMC Tasking Automated Information System Training. HQ AFMC/CS will provide quarterly training on the AFMC Tasking Automated Information System. 2.2. HQ AFMC Directorates (A and Special Staffs): 2.2.1. All taskings within the Command will be assigned to a HQ directorate as OPR (there may be exceptions for specific taskings involving AFMC Air Base Wings). In instances where the suspense requires addressing at a lower level, the directorate still retains overall ownership until completion. Directorates shall assign a primary and alternate suspense tracking monitor. Directors, deputies or their designated representatives will review and forward completed suspense packages to HQ AFMC/CS upon completion of the final quality check. HQ AFMC directorates are authorized to approve/sign items listed in Attachment 2 of this instruction. HQ AFMC directorates are authorized to create responses or task other organizations as needed. 2.2.2. Managers and action officers at all levels will become familiar with the AFMC tasking process. 2.3. Centers and Equivalent-Level Organizations: 2.3.1. Task suspenses to the appropriate level to ensure accurate completion of the task. 2.4. Action Officer (AO). At all levels the AO is the person, whether military, Air Force Civilian or contractor, acting in the capacity to provide an answer or information. The AO is responsible for adherence to the format, grammar and policies delineated in the AO Guide. 2.4.1. HQ AFMC AOs will complete the prescribed AO training within the first 4 months of being assigned to HQ AFMC. Upon arriving, new personnel will be prompted via the HQ in-processing checklist to sign up for the training. HQ AFMC/CS will ensure all required individuals receive training. 2.4.2. HQ AFMC AOs will establish a user account with the approved suspense system upon completion of AO training. Note: AFMC Command policy is to use one system to track taskings as determined by HQ AFMC/CS.

AFMCI90-101 2 JUNE 2006


2.4.3. The OPR owns the package from start to finish and needs to know the status of the package and its whereabouts at all times. The AO is responsible for tracking the package until such time as the final message, memorandum, etc., is signed and transmitted. The office that transmits the final package will courtesy copy the AO to ensure the suspense is closed. 3. Suspense Tasking Process: 3.1. Standard Process. All AFMC organizations will follow the AFMC tasking process as described in the AFMC AO Guide. 3.2. Suspense Initiation. Command standard is to task all suspenses through the AFMC organizational workflow email accounts. HQ AFMC directorates will task other organizations as offices of coordinating responsibility (OCR) using official organizational workflow accounts. The HQ AFMC AO is authorized to concurrently courtesy copy organizational accounts at lower levels if known. For example: If the HQ AFMC AO routinely works with a specific Center Wing/Group/Squadron on an issue, this allows them to provide a preemptive heads-up directly to that office while keeping the suspense tracking offices updated at the same time. All AFMC organizations will use a standardized electronic mailbox down to the division/squadron level. AFMC organizations may use a standardized electronic mailbox at lower levels if practical. A detailed list of all organizational mailboxes can be found in the AFMC AO Guide. The following examples are meant to standardize the organizational electronic mailboxes: Example Listing on Global Address List AFMC Workflow AFMC/A3 Workflow ESC Workflow 88 ABW Workflow 88 MSG Workflow 88 SVS Workflow Org Level Command HQ AFMC Directorate Center Wing Group Squadron

3.3. Suspense Tracking. Suspense tracking will be in accordance with the approved system as delineated in the AO Guide. 3.4. Changing Suspense Dates. Upon receipt of the suspense, the AO will determine as soon as possible if the suspense date is realistic and attainable. If the AO determines the suspense date is unrealistic or unattainable, they will fill in the approved extension template as listed in the AO Guide and route it to their suspense tracking office for proper submission. 3.5. Suspense Coordination. The AO is responsible for ensuring all coordination is accomplished before final submission of package. Organizations may opt out of coordination to speed up the process; however, the directorate or Center ultimately decides what level of coordination is required. The lowest level possible should take action in order to streamline the process (Deputy/Vice vs. Commander/Director). Every effort should be made to reduce redundant format reviews on response packages. There should be one chief editor at each HQ AFMC Directorate and Center reviewing the packages prior to submission.


AFMCI90-101 2 JUNE 2006 3.6. Responses Requiring Rework. Responses returned for rework will have additional guidance for the OPR in order to satisfy the requirements of the suspense prior to resubmission. Specific staffing and rules of engagement will be described in the AO Guide.

4. Correspondence Distribution. 4.1. Once a package is completed, HQ AFMC/CSE will determine if the Command Section or the OPR will distribute. If the Command Section or HQ AFMC/CSE distributes, a courtesy copy will be provided to the OPR. 5. Special Handling and Process Requirements. 5.1. Classified Information: 5.1.1. Secret/Collateral. Secret/Collateral packages will be hand carried with appropriate cover sheets to the Command Section and processed through HQ AFMC/CSE. Packages will be appropriately marked with proper classifications, security markings and downgrading instructions. Packages will have an attached classified cover sheet on the front and back. 5.1.2. Special Access Required (SAR)/Top Secret. SAR and Top Secret packages will be staffed/ coordinated through appropriate offices as required and allowed on a "need to know" basis. These packages may be exempt from processing through HQ AFMC/CSE due to the security requirements. Determination of exemption will be made by the security manager of the OPR. However, every attempt will be made by the AO and office of origination to follow the same format as described in this instruction. NOTE: Only unclassified information will be entered into the HQ AFMC Tasking automated information system. 5.2. Receiving classified (Secret/Collateral). Personnel authorized to pick up classified packages for their directorate or agency must be designated in writing to do so by their security manager. Their security manager is required to ensure all appointment letters on file with HQ AFMC/CSE are updated as required.

BRUCE A. LITCHFIELD, Colonel, USAF Chief of Staff

AFMCI90-101 2 JUNE 2006 Attachment 1 GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION References AFPD 90-1, Policy Formulation AFI 33-119, Air Force Messaging AFMAN 33-326, Preparing Official Communications AFH 33-337, The Tongue and Quill AFMAN 37-139, Records Disposition Schedule AFI 90-401, Air Force Relations with Congress AFMC Action Officer's Guide Abbreviations and Acronyms AO--action officer OCR--office of coordinating responsibility OPR--office of primary responsibility SSS--staff summary sheet eSSS--electronic staff summary sheet Terms


Action Officer (AO)--The person within the OPR or OCR who takes the lead on the tasking within his/ her directorate. An AO must be assigned for each OPR and OCR. The AO has the ultimate responsibility to ensure the task is complete. Command Section--The Commander (CC), Vice Commander, (CV), Executive Director (CA) and Chief of Staff (CS) of Air Force Materiel Command (AFMC). Office of Coordinating Responsibility (OCR)--The directorate or Center responsible for reviewing the tasking and providing input to the OPR in a timely manner. Negative replies are required from the OCR to the OPR. Office of Primary Responsibility (OPR)--The directorate responsible for preparing, coordinating and monitoring the progress of correspondence and ensuring the task is complete. This is a beginning-to-end responsibility.

6 Attachment 2

AFMCI90-101 2 JUNE 2006

DELEGATION OF AUTHORITY LIST The following list of items has been delegated to HQ AFMC Directorates to sign on behalf of AFMC. In all cases, a courtesy copy of the approved suspense will be sent concurrently to HQ AFMC/CS for CC/ CV/CA information as it is sent to the customer. Table A2.1. Delegation of Authority. Item Aircrew Life Support Awards (Annual) Air Traffic Controller Awards (Annual) Duckworth Instrument Award (Annual) Air Force Association Test Team Award (Annual) International Test and Evaluation Association (Annual) AFIOP Awards (Annual) Bobby Bond Aviator Award (Annual) National Space Award (Annual) ICO Annual Awards (Annual) National Defense Industrial Awards (Annual) Tanker Association Young Leadership Award (Annual) AFMC HOI 10-1 ­ Crisis Response AFMC HOI 10-3 ­ Threatening Response AFMC HOI 10-4 ­ Recall Procedures AFMC HOI 10-5 ­ Commander Representatives AFMC HOI 31-201 ­ Command Center Physical Security CARRA Capability Objective Closure Plan AFIAP (Air Force Intelligence Award Program) Approval to Host Conference Approval and Announcement of Contracting and Small Business Awards Nominations for AF Contracting Awards Nomination for Javits-Wagoner-O'Day Award Public Affairs Awards (Annual) Announcement and Congratulatory Letters HQ AFMC Directorate HQ AFMC/A3 HQ AFMC/A3 HQ AFMC/A3 HQ AFMC/A3 HQ AFMC/A3 HQ AFMC/A3 HQ AFMC/A3 HQ AFMC/A3 HQ AFMC/A3 HQ AFMC/A3 HQ AFMC/A3 HQ AFMC/A3 HQ AFMC/A3 HQ AFMC/A3 HQ AFMC/A3 HQ AFMC/A3 HQ AFMC A2/5 HQ AFMC A2/5 HQ AFMC A2/5 HQ AFMC/PK HQ AFMC/PK HQ AFMC/PK HQ AFMC/PA Customer Air Staff Air Staff Air Staff AFA ITEA Air Staff AFMC AFSPC Air Staff NDIA AMC AFMC AFMC AFMC AFMC AFMC Air Staff Air Staff AFMC/CV AFMC/CC SAF/AQC SAF/AQC Wing/Center CC/Director and PA

AFMCI90-101 2 JUNE 2006 Item Logistics Readiness Awards Depot Maintenance Awards Maintenance Awards Supply Chain Management Awards Individual Mobilization Augmentee Awards General Thomas P. Gerrity Award Honorable Dudley C. Sharp Award Ronald L. Orr Awards Dr. James G. Roche Sustainment Excellence Award Safety Awards (Annual) HQ AFMC Directorate HQ AFMC/A4 HQ AFMC/A4 HQ AFMC/A4 HQ AFMC/A4 HQ AFMC/A4 HQ AFMC/A4 HQ AFMC/A4 HQ AFMC/A4 HQ AFMC/A4 HQ AFMC/SE Customer AFMC AFMC AFMC AFMC AFMC AF AF AF AF AFSC




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