Notification Letters

Notification Letters

1. Preliminary notification letter sent to inform respondents of their nomination to the review by the named Defense Agency or DoD Field Activity. This letter contains a web address, a use ID, and a password that lets respondents log in to the project website and complete a survey electronically as opposed to receiving a paper copy.

2. Example Letter from the Deputy Director of Administration and Management, which is enclosed in the initial notification package.

3. Example Memo from the Director, Administration and Management to Directors of the Defense Agencies and DoD Field Activities initiating the 2003-2004 Biennial Review process, which is enclosed in the initial notification package.

4. Example Cover letter sent with the first mailing of a paper survey.

Note: The OMB instructions have not been added to these letters for the purposes of this request. These notices are not part of the information sent to federal employees asked to complete a survey. The OMB authorization number will replace the DoD number in the upper right hand corner of the first page of the survey. Explanation to the respondent of the Paperwork Reduction Act and OMB will be added to the notification and cover letters as follows:

Public reporting burden for this collection of information is estimated to average 15 minutes, including the time for reviewing instructions. Comments regarding this burden estimate or any other aspect of this collection, including suggestions for reducing this burden can be made to the project team at the address on the letter. An agency may not conduct or sponsor, and a person cannot be required to respond to a collection of information unless it displays a currently valid OMB number. Participation in this effort is voluntary. The OMB control number for this project is 0704-0422.

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{replace:SampleJobTitle}

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{replace:SampleAddress2}

{replace:City, State Zip}

This letter requests your participation in the 2008-2009 Biennial Review of Defense Agencies and DoD Field Activities. The enclosed memorandum from the Office of the Director of Administration and Management (ODA&M), Office of the Secretary of Defense, provides background information on the basis for and use of the Biennial Review information. Your prompt response is very much appreciated.

You have been identified as someone who can give feedback on the products and services that the {replace:AgencyName} provides to your organization. We need your feedback on the {replace:BusinessLineName} business line, which includes the following specific products and services:

- {replace:ProductServiceNames}

Please complete the survey now via the NIPRNET Web Site, which is a quick and efficient response option.

To access the NIPRNET Web Site and your personal copy of the survey:

1. Access the Biennial Review web site using your CAC card: www.osdbiennialreview.mil

2. Enter your assigned Access code: {replace:AccessCode}

3. Please answer all questions in the survey based on your familiarity with the business line and the associated products and services listed above.

4. Register the completion of your survey by hitting the "Survey Complete" button at the bottom of the web page.

We hope that you can complete the survey on-line within the next 10 days. If you are unable to complete ths survey within the next 10 days, we will send a reminder to you.

If you do not feel qualified to complete the survey or believe that you have received this letter by mistake:

Please call us at 1-xxx-xxx-xxxx. We would appreciate your suggesting another contact within your organization. Or, you may simply give the appropriate person this letter and they can use the Access code to register with the web survey.

You may receive this survey because you are currently in the job position identified by the leadership of the Defense Agency or DoD Field Activity identified above, but it was not addressed to you by name. This situation sometimes occurs when the Defense Agency or DoD Field Activity does not have the names of individuals available. It is nonetheless important for you or another appropriate person to complete the survey, even if the address lacks a specific name.

Persons who are coordination or contact points for several Defense Agencies and/or DoD Field Activities may receive more than one survey. Please complete each one you receive, as appropriate.

Thank you again for your prompt cooperation.

Thank you for your cooperation.

Mr. John Helmick, Westat

Note: Participation in this survey is voluntary. It is estimated that it will take approximately 15 minutes maximum to complete the survey. All results will be held in confidence. Identifying information is only used to ensure control of the survey process and proper association of an individual's responses with the correct business line. That information remains with the survey operations contractor. No individual survey item responses are ever reported to the participating agencies or field activities. Information reported out will be aggregated across respondents for each affected business line. No individual responses or aggregate responses from which individuals could be identified will be reported. Comments are summarized in published reports. Comments are edited to remove identifying information prior to release to agencies and field activities, unless the respondent specifically grants permission to share as written.

2008-2009 Biennial Review of Defense Agencies and DoD Field Activities

 

NAME  

JOB TITLE

ORG 1

ADDRESS 1

ADDRESS 2

CITY ST ZIP

 

 

You have been identified as an important participant in the 2008-2009 Biennial Review of Defense Agencies and DoD Field Activities.

Please help us by taking approximately 15 minutes to complete this DoD-wide survey.

 

	You can choose how to complete the survey: Respond online. Access our website at www.osdbiennialreview.mil     Access Code: XXXX Or If you are unable to complete the survey on the NIPRNET web site, Westat can mail paper surveys upon request.   Questions? - call 1-xxx-xxx-xxx

 

Recently, the Office of the Director of Administration and Management (ODA&M), Office of the Secretary of Defense (OSD), identified you as an important participant in the 2008-2009 Biennial Review - the DoD-wide survey to determine how well Defense Agencies and DoD Field Activities are meeting the needs of the organizations they serve and work with. Westat, a survey research firm, is assisting the ODA&M/OSD in the conduct of this review. Your prompt response is strongly encouraged.

 

This survey is the principal data gathering methodology for the Biennial Review. The need for the Biennial Review is defined in Section 192(c) of Title 10, United States Code, which states that every two years the Secretary of Defense must review each Defense Agency and DoD Field Activity to determine whether there is a continuing need for the Agency or Field Activity; whether the Agency or Field Activity is performing its missions in an effective, economical, or efficient manner, more so then if these missions were performed by the Military Departments; and whether the Agency or Field Activity is meeting the requirements for armed forces combat readiness.

 

 

 

 

'

Twenty-seven Defense Agencies and DoD Field Activities are currently participating in the Biennial Review. You are currently being asked to evaluate:

{Agency name}

- {Business Line}

This business line and its associated products and services are listed at the top of the enclosed survey. We appreciate receiving your completed survey by {REPLY DATE}. If you do not consider yourself qualified to assess the performance of the business line named above, please give the survey to someone in your organization who can evaluate this business line. If you received the survey from someone else in your organization and your name does not appear on this letter, please include your name and position when you complete the survey.

Thank you for your cooperation.

Mr. John Helmick, Westat

Note: Participation in this survey is voluntary. It is estimated that it will take approximately 15 minutes maximum to complete the survey. All results will be held in confidence. Identifying information is only used to ensure control of the survey process and proper association of an individual's responses with the correct business line. That information remains with the survey operations contractor. No individual survey item responses are ever reported to the participating agencies or field activities. Information reported out will be aggregated across respondents for each affected business line. No individual responses or aggregate responses from which individuals could be identified will be reported. Comments are summarized in published reports. Comments are edited to remove identifying information prior to release to agencies and field activities, unless the respondent specifically grants permission to share as written.

2008-2009 Biennial Review of Defense Agencies and DoD Field Activities     NAME   JOB TITLE ORG 1 ADDRESS 1 ADDRESS 1 CITY, ST ZIP

You have been identified as an important participant in the 2008-2009 Biennial Review of Defense Agencies and DoD Field Activities.

Please help us by taking approximately 15 minutes to complete this DoD-wide survey.

	You can choose how to complete the survey: Respond online. Access our website at www.osdbiennialreview.mil If you have not yet registered, please use your Access Code: XXXX If you have already registered, the web site will automatically direct you to the survey. Or If you are unable to complete the survey on the NIPRNET web site, Westat can mail paper surveys upon request.   Questions? - call 1-xxx-xxx-xxx

 

Last month, we sent you a 2008-2009 Biennial Review survey asking you to provide feedback about {Agency}: {Business Line}

 

If you have already returned this survey, please accept my thanks for your response. This DoD-wide survey addresses how well Defense Agencies and DoD Field Activities are meeting the needs of organizations they serve and work with. Westat, a survey research firm, is assisting the ODA&M/OSD in the conduct of this review. Please use the enclosed copy of the survey if you have not yet responded.

 

We need your input by {DATE}

 

This survey is specifically authorized by Section 192(c) of Title 10, United States Code, which states that every two years the Secretary of Defense must review each Defense Agency and DoD Field Activity to determine whether:

 

-	a continuing need exists for the Defense Agency or DoD Field Activity; and

-	the Agency or Field Activity is performing its missions in a more effective, economical, or efficient manner than if these missions were performed by the Military Departments.

 

'

The business line and related products and services are listed at the top of the enclosed survey. Your timely participation is extremely important. You can respond by using the on-line survey or by mail.

If you are not sure why you received this survey or if you are unfamiliar with the business line described, please give the survey to someone in your organization who is more appropriate.

If someone else gave you the survey and your name does not appear on this letter, kindly provide your name and position when you complete the survey.

Thank you for your cooperation.

Mr. John Helmick, Westat

Note: Participation in this survey is voluntary. It is estimated that it will take approximately 15 minutes maximum to complete the survey. All results will be held in confidence. Identifying information is only used to ensure control of the survey process and proper association of an individual's responses with the correct business line. That information remains with the survey operations contractor. No individual survey item responses are ever reported to the participating agencies or field activities. Information reported out will be aggregated across respondents for each affected business line. No individual responses or aggregate responses from which individuals could be identified will be reported. Comments are summarized in published reports. Comments are edited to remove identifying information prior to release to agencies and field activities, unless the respondent specifically grants permission to share as written.