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The Chief of Naval Operations (CNO) exercises
overall supervision of the forms management program
for the DON, according to the policies and standards
established by the Secretary of the Navy. The CNO’s
responsibilities are the following:
. Develop and coordinate the overall program
. Serve as the single point of contact and liaison
with the Office of Secretary of Defense, other
components of the Department of Defense, the General
Services Administration, and other federal agencies on
forms management matters
. Provide related technical guidance and
assistance to the Office of the Secretary of the Navy and
the DON staff offices
. Develop and publish concepts, guides,
techniques, and information for conducting the
program, including analysis of forms and related
procedures, and standards of design
Under the CNO, the Chief of Naval Material, and
the Commander, Naval Supply Systems Command, the
Navy Publications and Printing Service Offices
(NPPSO) have the following responsibilities:
. Provide for the printing and procurement of
forms, including liaison for stocking and
distribution
l Recommend consolidation or standardization of
existing forms wherever economy can be
realized
. provide forms design service to ashore activities
and fleet commands that do not have such
capability or available service
. Provide forms design training for the DON
Each command is responsible for establishing and
maintaining a forms management program. Forms
management positions must be established and staffed
with trained personnel. A clearing point must be
maintained to review and approve proposed forms,
formats, and directives or other issuances promulgating
or requiring forms. In addition, design assistance and
corrective guidance
must be provided.
for forms and related procedures
5-2
ESTABLISHING AND OPERATING
THE FORMS MANAGEMENT
FUNCTION
As the first step in establishing the function in the
activity, the commanding officer (CO) issues a directive
that states the objectives of the function and assigns
responsibility to one organizational unit for its
administration.
Location and Staffing a Forms Management
Office
The forms management office should be established
on the same level and usually within the same
organizational unit as other management functions
because of the following reasons:
It is and should be considered as an integral part
of the activity’s total management improvement
effort.
A study of forms normally involves change in
procedures, records systems, and reports or other
phases of management improvement.
Forms management can and should
complement other management improvement
programs.
The analytical capabilities required for forms
analysis can be found most readily in an
organizational unit responsible for total
management improvement.
The number and complexity of the forms and related
procedures in an activity determine the number of
personnel assigned on a full-time or part-time basis to
the forms management function.
In a large activity, it may be beneficial to appoint a
forms management representative from each
department, division, or other organizational
component. Such representatives act as liaison with the
forms management officer. These representatives assist
the forms management officer in various capacities.
They may act as liaison for the submission of proposed
new or revised forms. They may be responsible for
assisting in reviews and analyses of existing and
proposed forms and related procedures within their
organizational units. They may often design the final
form. The operational knowledge provided by the
representatives in their liaison duties speeds up the
process of analysis and helps assure division acceptance
of proposed improvement.
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