OFFICE MATTERS

 

FURNISHING AND DECORATING YOUR PENTAGON OFFICE

Annual legislation has existed for many years limiting the funds that can be used to furnish, redecorate, or improve the offices of a PAS or PA. The maximum expenditure for furnishings and decorations is currently $5,000. The fund limitation may be exceeded only with advance notice transmitted to the House and Senate Appropriations Committees. For purposes of this limitation, the term “office” means the entire suite of offices assigned to or directly controlled by the appointee.


The fund limitation does not apply to routine maintenance, such as ordinary painting requirements or replacing carpet that has been worn beyond repair. The funds limitations are expenses that relate to non-mission changes, upgrades, or refurnishing. For this reason, furnishings can be particularly problematic. WHS maintains a limited stock of furniture available for appointee office if additional furnishings are necessary.


Please seek advice from the WHS/PFPA Office of General Counsel at 703-693-7374 or your Administrative Officer if you have questions or concerns about expenditures.


MAIL

External Mail—Incoming, Outgoing, and FedEx

PFPA uses multiple technologies to screen all mail for possible hazards, including FedEx and like packages coming into the Pentagon from outside. This includes all overnight deliveries. Security measures may delay delivery. Please be aware that fragile or concessionaire items may not withstand the screening process. Only official items should be mailed to the Pentagon Reservation. 


Perishable or personal items should not be sent to the Pentagon. Morning and/or afternoon mail service may be requested. Outgoing mail on DoD letterhead is processed through the DoD Post Office. Since each directorate may have a different procedure for handling incoming and outgoing mail, questions should be directed to your organizational Administrative Officer.


Internal Mail—Official Distribution Courier

Each organization/directorate has courier services for pickup and delivery of internal mail and packages. The distribution courier has a morning and afternoon route, Monday through Friday. The courier service delivers to specific locations only and the route is based on the delivery location, not a specific organization. It is important to include the recipient’s name and organization on the item being delivered since several organizations may share the same delivery location. Make certain contents are secure within a “Holey Joe” or other envelope. Please do not ask for exceptions to courier routes.


MARKING/ADDRESSING UNCLASSIFIED MAIL

Items moving via the courier service should be securely packaged and clearly marked with the name, office or department name (or acronym), room number, and building name (or symbol), such as Crystal Mall 3 or CM3.


To ensure all the contents arrive together, the use of “Holey Joe’s” and other envelopes is encouraged. However, to ensure those without a need to know cannot see the information, documents containing PII should not be hand delivered using a “Holey Joe” or other messenger-type envelope. Instead, use the DD Form 2923, “Privacy Act Data Cover Sheet.” 


When mailing documents containing PII, Kraft or white envelopes should be used and documents can be double wrapped if appropriate. The envelope should be addressed to the attention of the authorized recipient; however, there should be no markings on the outside of the envelope to indicate the contents contain PII.


Return addresses are a necessity, as they ensure the package will not get lost or disposed of by someone who has questions. Bundling packages is acceptable, provided each package is individually addressed. If you send mail to the OSD mailroom (room 3C843), the recipient’s address must be clearly marked so the courier can correctly determine its final destination.


Marking/Addressing Classified Mail

Classified items must be properly marked and packaged in accordance with AI 30, “Force Protection on the Pentagon Reservation,” September 27, 2012.

For further information on this instruction, see https://whsddpubs.dtic.mil/corres/pdf/AI30_FOUO.pdf.


Classified packages should be specifically identified to the courier, but markings on the outside of the double-wrapped package should be avoided.


It is suggested that personnel mailing SECRET material, via a courier, advise the recipient in advance of delivery so that they know when to expect it. If the sender fails to notify the recipient, then it should be brought to the attention of the courier and/or recipient immediately. “Holey Joes” or “shotgun” envelopes should never be used to transmit classified documents.

 


CORRESPONDENCE

The “Manual for Written Material, Volumes I and II” should be consulted for matters of DoD style, such as forms of address, salutations, and valedictions in correspondence, date format, and the like. Incoming officials can review the volumes of these manuals online or print the required portions by going to http://www.dtic.mil/whs/directives/corres/pdf/511004m_v1.pdf and http://www.dtic.mil/whs/directives/ corres/pdf/511004m_v2.pdf.

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PENTAGON TELEPHONE

Telephone numbers and addresses are published online in the Outlook Global Address Listing (GAL).
Updates are managed individually via MilConnect at https://www.dmdc.osd.mil/identitymanagement/ authenticate.do?eecution=e1s1
Be sure to replace the preceding user message voice mail with your own. Your new telephone number logon will be the full 10 digit number (i.e. 703-xxx-xxxx) and the default password “1234.”

Several telephone systems operate in the building and several different phone exchanges are used. These systems include a number of 703 and 571 area codes, as well as, a variety of local exchanges such as 614, 692, 693, 695, and 697. The Pentagon also uses the Defense Switch Network (DSN) phone system, with access via 222, 223, 224, and 225.

In addition, there are “secure telephones” that should already be in place if required for the position or mission of the office. Secure telephones and the crypto cards needed to use them are normally ordered by the organizational Security Manager. Use approved secure telephones for all classified and sensitive calls. Do not bring cell phones into a Sensitive Compartmented Information Facility (SCIF) at any time. 

Do not discuss any classified or sensitive information on a cell phone or any wireless device. Telephonic discussions of classified information may only be held on a secure telephone, not on a regular office telephone. Telephonic discussion of any classified or sensitive information on a cell phone or any wireless device of classified information may only be held on a secure telephone, not on a regular office telephone.

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DIALING INSTRUCTIONS

Dial 99 for both local and long-distance telephone numbers.To set up your Pentagon voice mailbox and to retrieve your voicemail messages, dial 703-571-5500 and follow the directions.

Telephone numbers, offices, and e-mail addresses of personnel working at the Pentagon can be found by putting the person’s name, last name first, into the GAL. Using their CAC, personnel can access the GAL through the MS Outlook e-mail program on their computer. 

If you dial 911 from a building landline, you will get the Pentagon Operations Center (POC). If you dial 911 from a cell phone inside the building or from the parking lot, you will reach Arlington County Police or DC Metropolitan Police (location and cell tower dependent).

For more information or assistance, contact your organizational Administrative Officer; Voicemail Retrieval at 703-571-5500 or the 24-hour Joint Service Provider (JSP) Service Desk at 703-571-5452.


PENTAGON INFORMATION TECHNOLOGY EQUIPMENT

The Pentagon provides various kinds of equipment and devices for use by incoming officials. These include laptops, cell phones, pagers, and other wireless, handheld, electronic devices. Please note that, for security reasons, cameras are not available with any of these devices. Please request what you need through your Administrative Officer.

For more information or assistance, please contact the JSP 24-hour Service Desk at 703-571-5452 or the Help Desk for Blackberries at 1-866-746-7080


ORDERING SUPPLIES

Administrative supplies for official DoD business are ordered using a government issued credit card held by Government personnel, usually a career administrator. Every agency has its own operating procedures. However, there are certain guidelines common to all agencies. All purchases must be for official business only, and not for any personal or unauthorized use.

Please contact your Administrative Officer to determine which supplies are authorized and those that cannot be ordered.


PERFORMANCE MANAGEMENT

GENERAL SCHEDULE AND FEDERAL WAGE SYSTEM EMPLOYEES

For general schedule and federal wage system employees covered by the DoD Performance Management and Appraisal Program (DPMAP) and by AI 63, the rating cycle is 1 April – 31 March. Newly arriving rating or reviewing officials must ensure they can view their employees’ performance plans in the MyPerformance system. 

They should review existing plans and gain an understanding of the thresholds necessary to rate the employees at the Fully Successful and Outstanding levels for each element in their employees’ plans. Any revisions to elements and/or standards must be approved and communicated to employees in MyPerformance prior to the last 90 days of the cycle, in order to be rated at the end of the DPMAP cycle.


DEFENSE CIVILIAN INTELLIGENCE PERSONNEL SYSTEM EMPLOYEES

The Defense Civilian Intelligence Personnel System (DCIPS) rating cycle generally is 1 October – 30 September. Performance plans must be updated in the Performance Appraisal Application (PAA) to document new rating or reviewing officials, with objectives selected or validated by the new rating official and approved by the reviewing official. Performance objectives may continue from previous performance plans at the discretion of the new rating official in the updated performance plan. 

Any revisions to objectives must be approved and communicated to employees in the PAA prior to the last 90 days of the cycle, in order for the employee to be rated on them. Performance objectives need to be communicated to the employee in writing within 30 calendar days of the beginning of the evaluation period, within 30 days from the date of appointment to the position or a supervisory change, or whenever there is a need to modify an existing objective or add new objectives as a result of changes in mission priorities. 

DoD Civilian Acquisition Workforce Personnel Demonstration Project Employees (AcqDemo) The AcqDemo rating cycle is 1 October – 30 September. New supervisors discuss with their employees the expected contributions for the appraisal period. The Contribution-based Compensation and Appraisal System Software (CAS2Net) is the system used to rate and enter/edit performance factors. 

Supervisors are responsible for making sure all employees appear in the system and are up to date on performance plans. The supervisor is responsible for entering in the employees Contributing Planning, Mid-Point Reviews, Annual Appraisal and Close-out Assessment.

For additional information, please contact your administrative office or send an inquiry to the Performance Management Team Inbox: whs.pentagon.hrd.mbx.performance-management@mail.mil


SENIOR EXECUTIVE SERVICE AND SENIOR PROFESSIONALS

The DoD Senior Executive Service (SES) and Senior Level (SL), and Scientific or Professional (ST) performance appraisal cycle is October 1 – September 30. In consultation with their rating official, SES members and SL/ST professionals must develop a performance plan in the Executive Performance and Appraisal Tool within 30 days of appointment. 

The performance plan will include government-wide, DoD, and individual specific performance requirements. Executives must be on an approved performance plan for at least 90 days to receive a rating and be eligible for a performance-based payout.
For additional information on SES and SL/ST performance management, please contact your administrative office or send an inquiry to Deborah Jacks-Pearson at deborah.m.jacks-pearson.civ@mail.mil.

 



Contact Information:
Telephone: 703-692-5121
E-mail: WHS.2017Transition@mail.mil

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