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Tony

DEPARTMENT OF THE NAVY IMPLEMENTATION OF DEPARTMENT OF DEFENSE CONFERENCE GUIDANCE VERSION 3.0 OF SEPTEMBER 23, 2015

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Tony

UNCLASSIFIED
ROUTINE
R 271745Z JUN 16
FM SECNAV WASHINGTON DC
TO ALNAV
INFO SECNAV WASHINGTON DC
CNO WASHINGTON DC
CMC WASHINGTON DC
BT
UNCLAS

ALNAV 046/16

MSGID/GENADMIN/SECNAV WASHINGTON DC/-/JUNE///

SUBJ/DEPARTMENT OF THE NAVY IMPLEMENTATION OF DEPARTMENT OF DEFENSE
CONFERENCE GUIDANCE VERSION 3.0 OF SEPTEMBER 23, 2015//

REF/A/DEPSECDEF/YMD:  20150923
REF/B/SECNAV/YMD:  20150727
REF/C/PL 114-113 Section 739
REF/D/OSDDCMO/YMD:  20131106
NARR/Ref A is DoD conference guidance version 3.0.  Ref B is delegation of 
conference approval authority signed 27 July 2015.  Ref C is Consolidated 
Appropriations Act, 2016.  Ref D is DoD conference guidance version 2.0 
(Canceled).

RMKS/1.  The purpose of this ALNAV is to clarify conference management policy 
and approval authorities for the Department of the Navy (DON) pursuant to ref 
a.

2.  General Conference Philosophy
    a.  Conferences are a valuable means to train, plan, collaborate, and 
disseminate information.  It is DON policy that DON Sailors, Marines, and 
civilians attend conferences in order to advance the mission of the DON while 
ensuring proper fiscal controls and oversight are in place.  Commands and 
organizations are permitted to attend conferences within the constraints of 
their own budget and mission requirements.  The DON has no prohibitions or 
restrictions on conference attendance other than requiring proper conference 
approval to attend.  Over the last several years, the DON has a 100 percent 
approval rate of conference requests received, and the expectation is for 
this trend to continue as long as commands and organizations plan properly 
and ensure proper internal controls are maintained on costs and attendance.
    b.  There is a perception by some DON personnel that conference approval 
is too hard or difficult to obtain and therefore may be self-censoring their 
participation.  This is not in keeping with DON policy regarding conference 
attendance, and employees are encouraged to continue to submit requests to 
attend conferences, particularly our scientists, engineers, academicians, and 
others who would benefit from conference attendance.  Commands and 
organizations are reminded, as stewards of the taxpayers dollars, to keep 
attendance costs as low as possible in order to meet the mission. The 
conference management team at Department of the Navy/Assistant for 
Administration (DON/AA) has worked diligently with Director, Naval Staff 
(DNS) and Director, Marine Corps Staff (DMCS) to streamline the conference 
approval process.  This effort at process improvement is continuing.  For the 
Secretariat, this includes accepting requests from any Flag Officer/Senior 
Executive Service (FO/SES) in the chain of command before it goes to DON/AA 
for approval.  I encourage DNS and DMCS to consider similar efforts for their 
subordinate commands.

3.  Conference Approval Authorities and Thresholds are contained in ref b but 
repeated here for ease in reference.
    a.  DON-hosted Conferences
        (1) Greater than $500K:  Secretary of the Navy (SECNAV) and Under 
Secretary of the Navy (UNSECNAV).
        (2) $500K or less:  Deputy Under Secretary of the Navy (Management) 
(DUSN(M)), Chief of Naval Operations (CNO), Commandant of the Marine Corps 
(CMC), Vice Chief of Naval Operations (VCNO), Assistant Commandant of the 
Marine Corps (ACMC), DON/AA, DNS, DMCS.
    b.  Conferences Hosted by non-Department of Defense (DoD) organizations:
        (1) Greater than $100K:  SECNAV and UNSECNAV
        (2) $100K or less:  DUSN (M), CNO, CMC, VCNO, ACMC, DON/AA,
        DNS, DMCS.

4.  SECNAV is responsible for conference policy for the DON.  DUSN(M) is 
responsible for implementing the policy and will issue operating guidance for 
conference management within the DON.  The guidance will reiterate the 
policies of this ALNAV plus general operating procedures.

5.  Submission of Conference Requests.  Until further notice, commands and 
organizations should continue to submit requests for conference approval 
according to current practice.

6.  Reporting
    a.  Reporting is only required for conferences hosted or co-sponsored by 
DON organizations with costs exceeding $20K.
    b.  Per ref c, DoD must report on any conference hosted or co-sponsored 
by the DON with costs exceeding $20K.  Those conferences with costs in excess 
of $100K will be reported on the DoD public website.
    c.  DON/AA will continue to do all conference reporting.  Conference 
requests submitted for approval must contain the following information:
        (1) Name of the conference.
        (2) Dates of the conference.
        (3) Location and venue of the conference including zip code.
        (4) Number of employees attending the conference.
        (5) Total cost of the conference.
        (6) Total cost of all food and beverages (excluding per diem).
        (7) All audio-visual services.
        (8) Government sponsored attendee travel (all DoD).
        (9) Other conference expenses.
        (10) Discussion of the methodology used to determine which costs 
relate to the conferences.
        (11) Description of the contracting procedures used including whether 
contracts were awarded on a competitive basis, and a discussion of any cost 
comparison conducted in evaluating potential contractors for the conference.
    d.  Reporting timelines
        (1) Reporting of information in paragraph 6c(1)-(5) must be completed 
within 15 days of the conclusion of the conference.
        (2) Reporting of information in paragraph 6c(6)-(11) must be 
completed within 45 days of the conclusion of the conference.

7.  Exemptions.  It is DON policy that events meeting the criteria identified 
in Section IV, paragraph 4 of ref d are not conferences.  Ref d is available 
on the DoD conference website:  
https://dcmo.osd.mil/coi/conferences/default.aspx.  If an event clearly meets 
the criteria, no further conference action is required.  However, all other 
relevant policies, such as for travel, must be followed.  Exemption 
determinations may be made at the lowest command level, but it is recommended 
this be done in consultation with legal counsel and decisions documented in 
writing.  Conference point of contacts identified in paragraph 10 of this 
ALNAV may be consulted.

8.  Conferences hosted by non-DoD organizations with DON historical costs 
greater than $100K.
    a.  DON/AA will maintain a list of conferences that historically had 
attendance costs in excess of $100K across the DON.  The list will be 
published annually and updated on a quarterly or more frequent basis.
    b.  In order to meet the conference preapproval and approval requirements 
contained in ref b, organizations that plan to send Personnel to any 
conference on this list must submit the following information:
        (1) To DON/AA (W_DONAA_PTGN_CSD_US01@navy.mil):  Preliminary 
conference attendance numbers (number of personnel and estimated costs) by 
the 25th of the last month in the quarter preceding the conference start 
date, e.g., 25 March for all conferences occurring In the 4th quarter.  This 
will allow for a timely quarterly preapproval of conferences requiring 
UNSECNAV signature.
        (2) To appropriate conference approval authority:  Formal conference 
requests at least 90 days prior to the start of the conference, e.g., 14 May 
for a conference starting 14 August.
    c.  DON/AA will submit preapproval and approval packages for UNSECNAV 
approval.
    d.  To summarize, for a conference with a start date of 14 August, 
preliminary attendance numbers are due to DON/AA by 25 March; formal request 
packages are due to the conference approval authority (DON/AA, DNS, or DMCS) 
by 14 May; and a formal request package is due to UNSECNAV by 14 June.

9.  Records retention.  Organizations are required to maintain conference 
records for five years.  Note that Taskers (TV-5) and Marine Corps Action 
Tracking System (MCATS) are not approved records management systems.

10.  Points of Contact.  Questions on conference policy may be addressed to 
DON/AA or to DNS for the Navy or DMCS for the Marine Corps.  Points of 
contacts are:
    a.  DON/AA:  Rodman Sansone, rodman.sansone@navy.mil, 703-695-2526, or 
Sharon Williams, sharon.williams@navy.mil, 703-693-0991.
    b.  DNS:  LCDR Sean Butts, sean.butts@navy.mil, 571-256-9816, or
LT Kaitlin Smith, kaitlin.smith@navy.mil, 703-693-1012.
    c.  DMCS:  Robert Prewett, robert.prewett@usmc.mil, 703-697-1668, or 
Lynette Rollerson, lynette.rollerson@usmc.mil, 703-695-4798.

11.  Released by the Honorable Janine A. Davidson, Acting Secretary of the 
Navy.//

BT
#0001
NNNN
UNCLASSIFIED//

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