a. Preliminary decision

Assistant Secretary, regional bureau

2 FAM 422

b. Final decision

The President for diplomatic missions; The Under Secretary for Management for consular posts and agencies, and branch and special offices.

2 FAM 410 and
2 FAM 423

c. Acceptance of proposal by foreign office

Executive director, regional bureau

Normally through diplomatic mission

d. Public disclosure

Public affairs adviser and Executive director, regional bureau

Through mission for public disclosure abroad(2 FAM 420 and

e. Public Notice in the Federal Register of field organization of Department (Foreign)

Office of Directives (A/GIS/DIR)

Periodic updating of previous Public Notice based on FAM's issued (18 FAM 201.6-1,

18 FAM 201.6-5)

f. Establish post complement:

(1) Recognition

Executive director, regional bureau

(2) Assignment

Appropriate personnel office and regional bureau

(3) Travel

Bureau of Human Resources (HR/EX)

(4) Provisional allowances

Office of Allowances (A/OPR/ALS)

(5) Salary schedule

Executive director, regional bureau

g. Consular district delimitations

Executive director, regional bureau

(2 FAM 451) Clear with the Office of the Geographer and Global Issues (INR/GGI) for precise terminology of areas involved; If passport, visa, or other, citizen services, clear also through the Bureau of Consular Affairs

h. Foreign Affairs Manual Transmittal Letter covering FAM change announcing official and/or public opening of a post, consular agency, branch, or special office

Executive director, regional bureau; Office of Directives Management A/GIS/DIR

Include as appropriate, information on consular jurisdiction, delimited consular districts, and any appropriate notes on consular services performed, for inclusion in the consular districts list

i. Foreign Affairs Manual Transmittal Letter covering FAM change announcing closing or change of status of post, consular agency, branch, or special office

Executive director, regional bureau; Office of Directives Management (A/GIS/DIR)

2 FAM 420,
2 FAM 430 and
2 FAM 440

j. Intelligence interests

Bureau of Intelligence and Research

11 FAM 400

k. Economic reporting requirements

Bureau of Economic and Business Affairs

Bureau should indicate whether separate Combined Economic Reporting Program (CERP) is necessary

l. Political reporting requirements

Country director, regional bureau

m. Information, affairs programs

Public affairs adviser;
Executive director, regional bureau

Coordinate closely with the Bureau of Public Affairs

n. USAID programs

Assistant Administrator for Program and Management Services, USAID

o. Allotments to post

Executive director, regional bureau

p. Financial arrangements

Bureau of the Comptroller and Global Financial Services (CGFS)

Designation of USDO (U.S. Disbursing Officer) or agent cashier and authorized certifying officer;

Establishment of bank account, etc.;

Fiscal supplies and accounting instructions

q. Consular services

Visa Office (CA/VO);
Passport Office (CA/PPT);
Office of Overseas Citizens Services (CA/OCS)

Clear passport issuing authority of post beforehand

r. Security coverage

Bureau of Diplomatic Security (DS)

s. Marine guards

Bureau of Diplomatic Security (DS)

t. Passenger and non- passenger vehicles

Transportation and Travel Management Division (A/LM/OPS/TTM)

Requires appropriately obligated documents

u. Contracting and leasing Office and residential space

Area officer, Bureau of Overseas Building Operations (OBO); Executive director, regional bureau

v. Pouch facilities

Bureau of Diplomatic Security (DS)

w. Courier facilities

Bureau of Diplomatic Security (DS)

s. Cryptographic facilities

Bureau of Diplomatic Security (DS)

aa. Office furniture, supplies, and equipment (including seals and shield)

Logistics Management Division (A/LM); Executive Director, regional bureau

Requires obligated requisition from fiscal reporting post or bureau

bb. Household furnishings for principal officer and staff

Logistics Management Division (A/LM); Executive director, regional bureau

cc. Household equipment

Logistics Management Division (A/LM);
Executive director, regional bureau

(1) Foreign Affairs Manual

Office of Directives Management (A/GIS/DIR)

(2) Foreign Affairs Handbooks

Office of Directives Management (A/GIS/DIR)

(3) Department of State Procurement Regulations

Procurement and Administrative Services Division (A/EX/PAS); Office of Directives Management (A/GIS/DIR)

(4) Standardized Regulations (Government Civilians, Foreign Areas)

Office of Allowances (A/OPR/ALS)

(5) Federal Travel Regulations

Transportation and Travel Management Division (A/LM/OPS/TTM)

(6) U.S. General Services Administration (GSA) Catalogue

GSO (General Services Office)

(7) Other publications

Regional bureau

dd. Records operation

Records and Information Management Division (HR/EX/RIM)

ee. Title and rank

Executive director, regional bureau; Chief; Office of Presidential Appointments (HR/PAS); Office of Career Development and Analysis (HR/CDA)

Create Plan of Action see Exhibit 2 FAM Exhibit 423.4

What Transition Planning Working Groups are needed?

Who will be the overall coordinator?

Who will be the deputy coordinator?

Is an alternate command center needed?

What is the timeline desired for return?

Limit or deny VIP and CODEL visits during initial stage.

For consideration:

Political Affairs (P) see Exhibit 2 FAM Exhibit 423.5

Areas to consider: Political Transition; Crisis Management; U.S. Presence; Civilian protection; Political/Government Consolidation; Opposition Support; Accountability

Arms Control (T)

Political-Military Action Team (PMAT)

Areas to consider: Chemical Biological Weapons (CBW); Security; Consequence management; response; international engagement; contingency planning; Peace Keeping Operations(PKO);

Counter-Proliferation (conventional); Border Security; Counter Terrorism (CT); security sector assistance to transitional entity; SJSR/DDR; Public Order Management

Economic Growth, Energy and Environment (E)

Areas to consider : Sanctions and Economic Recovery; Sanctions unwinding; financial issues; bilateral and multilateral assistance for economic and reconstruction assistance beyond the humanitarian phase

Intelligence and Research (INR) ; Office of the Legal Adviser (L); Legislative Affairs (H); Office of U.S. Foreign Assistance (F)

Civilian Security, Democracy and Human Rights (J)

Areas to consider Humanitarian Relief/Refugees; International support mechanisms

Prepare the post for new attacks by understanding the physical layout of the post as well as ensuring that post leadership and the regional bureau understand what assets are available.

Public Diplomacy and Public Affairs (R) see 2 FAM Exhibit 423.12 and 423.11

United States Agency for International Development (USAID)

Areas to consider : Prioritize needs; deploy goods and services to supplement, rehab, help provide basic services including water, elec., sanitation, telecom in humanitarian and reconstruction phases

Executive Office (EX): see 2 FAM Exhibit 423.22

Return of USG personnel (boots on the ground) - Areas to consider: return movement; security of personnel; establishment of secure support platform, including communications, facilities, and movement capability; pre-staging of assets; logistics chain

Diplomatic Security (DS) see 2 FAM Exhibit 423.9

Is security appropriate for the threat level? Review the recent risk assessments. What needs to be done to achieve appropriate security?

Overseas Buildings Operations (OBO) see 2 FAM Exhibit 423.15

What is the status of the existing facilities? Based on approved projected staffing, what are the facility needs (office, housing, and support)?

Information Resource Management (IRM) see 2 FAM Exhibit 423.7

What level of communication is needed: unclassified, classified?

Administration (A) see 2 FAM Exhibit 423.21

What is needed in-country? What about sustaining the presence - fuel, etc.?

Budget and Planning (BP) see 2 FAM Exhibit 423.17

How will funding be sourced?

Human Resources (HR) see 2 FAM Exhibit 423.13

How large will the presence be in-country? What can be done remotely? What staff will be sent in initially?

Consular Affairs (CA) see 2 FAM Exhibit 423.19

Is there a consular infrastructure in country? If not, what level of consular services will be provided?

Office of Medical Services (MED) see 2 FAM Exhibit 423.20

What medical support is available? Where is the closest medical support?

Other Agencies: Is military presence needed?

Mobilize - Move in to country (Post actions)

Front Office / Policy see 2 FAM Exhibit 423.6

Public Diplomacy (PD)/ Public Affairs Officer (PAO) see 2 FAM Exhibit 423.12

Regional Security Officers (RSO) see 2 FAM Exhibit 423.10

Management Officer (MO) see 2 FAM Exhibit 423.23

Facilities see 2 FAM Exhibit 423.16

Information Management Officer (IMO) see 2 FAM Exhibit 423.8

General Services Officer (GSO) see 2 FAM Exhibit 423.24

Financial Management Officer (FMO) see 2 FAM Exhibit 423.18

Human Resources Officer (HRO) see 2 FAM Exhibit 423.14

Consular Affairs (CA) see see 2 FAM Exhibit 423.19

Medical Office (Med) see 2 FAM Exhibit 423.20

United States Agency for International Development (USAID)

Other Agencies: Which agencies will go back in initially?

Plan 1

The Department establishes an initial planning cell based around a core of designated Department-level professional planners that operates under the regional bureau and includes stakeholders/SMEs as required based on the mission.

Plan 2

Using the DOS Deliberate Planning Process, the initial planning cell receives the mission and conducts a mission analysis that considers the Mission, Threat, Environment, Available Resources, and Available Time to determine the key tasks and purposes, constraints and limitations, assumptions, and critical information requirements.

Plan 3

The initial planning cell briefs regional bureau leadership on the results of the mission analysis and receives approval to proceed with deliberate planning.

Plan 4

The Department establishes a formal bureau planning cell under the regional bureau with stakeholder/SME membership based on mission requirements determined during the mission analysis process.

Plan 5

The bureau planning cell issues a notification order to all mission stakeholders that provides basic mission information and tailored results of the mission analysis. The notification order drives mission stakeholders to begin their own deliberate planning process at appropriate levels.

Plan 6

The bureau planning cell develops courses of action based on the mission analysis and senior-level feedback.

Plan 7

The bureau planning cell briefs regional bureau leadership on possible courses of action and receives approval to proceed with planning a single course of action or further develops multiple courses of action.

Plan 8

The bureau planning cell further develops the chosen course of action into an operations plan and receives regional bureau leadership approval to issue the plan for action.

Plan 9

The bureau planning cell issues the operations plan to all mission stakeholders.

Plan 10

Based on operational plan requirements, the Department establishes a bureau implementation and support cell under the regional bureau that is responsible for executing the approved operations plan. Bureau implementation and support cell membership is determined by mission requirements and may or may not include members of the bureau planning cell.

Plan 11

The bureau planning cell continues to support the bureau implementation and support cell by assisting with inspections and rehearsals of the operations plan with relevant mission stakeholders/SMEs, and continues to adjust the operations plan based on lessons learned during the rehearsal process.

Plan 12

The bureau implementation and support cell executes the operations plan. The bureau planning cell monitors current operations to identify possible future operational planning tasks, and if identified, restarts the deliberate planning process.

Plan 13

Following mission completion, the bureau planning cell, in conjunction with the bureau implementation and support cell conducts an after action review of the planning process and operational execution to identify lessons learned to apply to future missions.

Plan 14

Lessons learned by the bureau planning and support cells are used to improve the overall DOS Deliberate Planning Process.

P1

Political Affairs

P2

Host government or interim authorities approves deployment of DoD security element

P3

Work with Host government or interim authorities to negotiate FAST entry and any restrictions (uniforms)

P4

Contact diplomatic community

P5

Establish a channel to communicate with the host government or transitional authority

P7

Establish frequent communication with the US military

P8

Front Office

P9

Submit credentials to local government

P10

Submit cable of Post Operation

P11

Implement support cell

P12

Create a communication plan with DC (daily conf call, twice daily sit rep, etc.)

P13

Staffing requirements: TDY (additional to allow staff to recover), needed positions (American, Local)

P14

Coordinate with DoD for protection if needed

P15

Notify protecting power if no longer needed

P16

Secure appropriate valuables: silver, china, cash, etc.

P17

Hold memorial service

P18

Hold Town hall when staff returns

P19

Recognize actions of staff

P20

Send official Lessons Learned Cable to Washington

P21

Recognize caretakers and LES that managed facilities during suspension

P22

Establish a channel to communicate with the host government or transitional authority

P23

Establish frequent communication with the US military

P24

Request that staff members complete the FSI course Managing a Crisis

P25

Consider having task force teams be managed by those with Operations Center or similar experience

P26

Create and test phone trees, including LE Staff

P27

Identify COM tasks that can be temporarily delegated to Washington, such as country clearance

P28

Ensure that all staff are familiar with alternate transportation routes to the embassy

P29

Ask LE Staff to maintain working-level host government contacts in case senior officials are unreachable

P30

Revise Emergency Action Plan

P31

Prepare the post for new attacks by understanding the physical layout of the post as well as ensuring that post leadership and the regional bureau understand what assets are available on a tailorable basis.

IRM1

IRM

IRM2

Procurement - if equipment not available (up to 6 months lead time) who can be displaced in pipeline? (Bureau)

IRM3

Communications - IT - classified and unclassified; phones, radios, computers, satellite phones, COMSEC, other (IRM/ITI) Blackberries; GO fobs (IRM/MC)

IRM4

Small phone system - PBX, 4 week acquisition time ($50K - 2013); medium - 6 weeks ($450k); large - 8 weeks ($850k) in 2013 (IRM/ITI)

IRM5

Create master IRM roster of TDY personnel available for return to post until permanent staff available + ISC LE staff list in country if possible (in conjunction with A/Regional Bureau/RIMC) .including home locations/maps, personal e-mail and personal phone numbers

IRM6

Identify and coordinate any funding requirements for IRM related services and equipment with the supported bureau. 

IRM7

Assemble, procure and pre-stage supplies & equipment for first tranche of returnees - most IT equipment has long lead time; 6 months or more for Classified items (IRM/ITI)

IRM8

Move equipment to the airport - Logistics to advise well in advance of flight location and departure to arrange delivery

IRM9

Obtain communications equipment needed for tranche 1, stage, ready for transport - should be arranged well in advance due to long lead times for IRM equipment

IRM10

Notify IRM and RIMC of establishment of post / plans for return - MCO, OPS SAs, RIMC, CLD

IRM11

Must also include Bureau Regional IMO who will assist in this coordination as well as the IRM Customer Liaison Division.

IRM12

I.  Expeditionary Mode of Operation

IRM13

                A.  Voice Communications

IRM14

                                1.  Satellite Phone

IRM15

                                                a.  Secure

IRM16

                                                b.  Unsecure

IRM17

                                2.  Cell Phone

IRM18

                                3.  Landline Telephone

IRM19

                                4.  DS Tactical Radio

IRM20

                                5.  DoS VHF/UHF E&E Radio

IRM21

                                6.  Dos HF E&E Radio

IRM22

                                7.  DoD/Other agency Radio

IRM23

                                8.  Local guard force Radio

IRM24

                B.  Data Communications

IRM25

                                1.  Satellite Link

IRM26

                                                a.  Tactical/DoD provided

IRM27

                                                b.  DTS-PO provided

IRM28

                                                c.  Commercial bandwidth (ENM)

IRM29

                                                d.  Bandwidth supporting DS specialized equipment (BF/GF Tracker)

IRM30

                                                e. Generator needed?  What size and fuel type?

IRM31

                                                f.  Satellite Transceiver Equipment

IRM32

                                                   (1) Mobile Satcom system

IRM33

                                                   (2) VSAT

IRM34

                                2.  Terrestrial Link (local Internet)

IRM35

                                                a.  DTS-PO provided 

IRM36

                                                b.  ENM provided commercial bandwidth

IRM37

                                                c.  Local contracted ISP

IRM38

                                3.  Record Communications Equipment

IRM39

                                                a.  Basic Internet Communication system (BIC) Kits

IRM40

                                                b.  Secure High speed Area Reach back system (SHARK) Kit    

IRM41

                                                c. What kind and how many computers needed?

IRM42

                                                d. UPS DC purchase and ship or buy in target country?

IRM43

                                4. Global OpenNet Remote Access and User Accounts

IRM44

If User accounts are transferred versus using GO, where will they be located post, DC or other embassy

IRM45

After departure, accounts should be moved to an OU that corresponds with the physical location of the user after evacuating.

IRM46

GO Remote Access can be considered as another option to stay connected to OpenNet resources.

IRM47

Need more RSA tokens, to support more GO remote access users, for a post in distress? If so Posts IRM office should contact their local RIMC and the Mobile and Remote Access Division in Washington.

IRM48

Waiver needed for LE Staff to use Remote Access?.   For most countries, LE Staff can use Remote Access.   Consult with your Posts RSO first, before granting remote access privileges to LE Staff.

IRM49

                C.  Courier/Pouch

IRM50

When to start and stop operations

IRM51

Agreement with government to allow class pouch in without x-ray

IRM52

                                3.  Are there limits to how many bags/crates are allowed in and out with each delivery

IRM53

                                4.  Does post have access to the tarmac

IRM54

                                5.  Are there sustainable air carrier routes or will regular support flights be needed during initial phase

IRM55

II.  Transition to Fixed Site Operation

IRM56

                A.  Voice Communications

IRM57

                                1.  Satellite Phone

IRM58

                                                a.  Secure

IRM59

                                                b.  Unsecure

IRM60

                                2.  Cell Phone

IRM61

                                3.  Landline Telephone

IRM62

                                4.  DS Tactical Radio

IRM63

                                5.  DoS VHF/UHF E&E Radio

IRM64

                                6.  Dos HF E&E Radio

IRM65

                                7.  DoD/Other agency Radio

IRM66

                                8.  Local Guard Force Radio

IRM67

                                9.  Admin Radio  

IRM68

                B.  Data Communications

IRM69

                                1.  Satellite Link

IRM70

                                                a.  Tactical/DoD provided

IRM71

                                                b.  DTS-PO provided

IRM72

                                                c.  Commercial bandwidth (ENM)

IRM73

                                                d.  Bandwidth supporting DS specialized equipment (BF/GF Tracker)

IRM74

                                                e.  Satellite Transceiver Equipment

IRM75

                                                                (1)  VSAT

IRM76

                                                                (2)  Commercial Satcom system

IRM77

                                                                (3)  X-band Satcom system

IRM78

                                2.  Terrestrial Link (local Internet)

IRM79

                                                a.  DTS-PO provided 

IRM80

                                                b.  ENM provided commercial bandwidth

IRM81

                                c.  Local contracted ISP

IRM82

                                3.  Record Communications Equipment

IRM83

                                                a.  Secure High speed Area Reach back system (SHARK) Kit 

IRM84

                                                b.  Mobile Information Programs Center (MIPC) Kit

IRM85

                                                c.  GITM Server Installation     

IRM86

                                                d. What kind and how many PCs needed?

IRM87

                                                e. UPS DC purchase and ship on support flight or buy in target country?

IRM88

Notify IRM management and RIMC of establishment of post / plans for return - MCO, OPS and other SAs, RIMC, Customer Liaison Division

IRM89

Must also include Bureau Regional IMO (RIMO) who will assist in this coordination, as well as any assisting bureau RIMO.

IRM90

IMO/Washington IRM

IRM91

Obtain excess equipment from safehaven post (if reestablishing)

IRM92

Obtain and test all emergency communication equipment

IRM93

Create communication plan and Emergency Destruction Plan; in case of destruction, check off items on list for later COMSEC reconciliation

IRM94

Create email accounts and determine need for mobile access

IRM95

Set up phones - landline, cell, and Satellite (test Satellite and ensure SIM cards are valid and have airtime)

IRM96

Iron-key thumb drives

IRM97

Shredder and shredder oil supply - Required to support classified printing. Should be purchased by Regional Bureau to meet DS requirements

IRM98

COMSEC Safe purchase - should be purchased by Regional Bureau to meet DS/IRM requirements

IRM99

COMSEC account: COSMEC may initially be on the account of a nearby post OR RIMC, OR the regional bureau, depending on the situation.

IRM100

MSO - remove PLA from suspended list and re-establish AMEMBASSY xxx address and set communication level (SBU or higher)

IRM101

DS Waivers or Exceptions for operation - REACH will work with DS/CMP, local RSO (if any) and the Regional Bureau to facilitate initial setup for SHARK or MIPC equipment and classified processing; Bureau will work with DS for physical approvals

IRM102

Determine IT account requirements:

IRM103

a. OpenNet accounts and GO or Blackberry requirements

IRM104

b. ClassNet accounts

IRM105

Email accounts - where stored (DC or post), who manages,

IRM106

Determine access requirements for off-shored data that may be stored away from post (FTP Site File Folders, Share Point site):

IRM107

Identify and arrange for personnel access to off-shored data

IRM108

Identify any technical requirements to access off-shored data from the deployed location

IRM109

Set up REACH kit

IRM110

BIC kit + other as determined by team; examples:

IRM111

Extra LCD monitor and printer Should add a computer and more than 1 is probably better.

IRM112

Scanner - procured by bureau or other embassy (IRM/DSB)

IRM113

Cables and plugs

IRM114

Paper

IRM115

Radio and charger - either part of stock taken in or spares from Radio Program Branch (IRM/RPB)

IRM116

Satellite phone + external antennae for use indoors

IRM118

A satellite phone manager should be designated, to avoid confusion

IRM119

Keep emergency contact lists with REACH kit (Ops Center, DS Command Center, RIMC, etc)

IRM120

Train some non-IMO staff on REACH's BIC kit (SHARK and MIPC must be run by IRM staff)

IRM121

Maintain a stock of classified material bags and seals

IRM122

Review IRM guide for handling sensitive communications equipment

IRM123

Post/Bureau coordinates with ENM to perform an assessment of core Enterprise network and active directory infrastructure (i.e., Routers, Switches, Domain Controllers, and encryptors)

IRM124

Post/Bureau coordinates reactivation of VPN bandwidth with local ISP and ENM

IRM125

Post/Bureau coordinates with DTS-PO for reestablishing DTS-PO supported customer bandwidth

IRM126

IRM and Regional Bureau coordinates bandwidth and network design requirements with ENM

IRM127

IRM and Regional Bureau coordinates funding for bandwidth requirements

IRM128

Post/Bureau coordinate with DTS-PO for reestablishing DTS-PO supported customer bandwidth

IRM129

Pouch mail - service availability/scheduling (A/LM/PMP)

IRM130

Change or update signatory and authority letters with Dispatch Office (USDO)

IRM131

Obtain documentation and equipment inventories

IRM132

(Re)establish telephone services: IRM personnel will need to be involved with telephone contracts to insure correct telephone service is contracted. Also there are 2 different types -- landline (what's on your desk) and cell phone (voice and data plans - most will have Blackberries or other mobile devices; some countries do not have Blackberry service) - these should be broken out.

IRM133

Obtain satellite phones -- IRM should have an inventory of these. Posts should have these before an emergency and should test them monthly; purchase external antennae for building so they can be used inside to improve safety

IRM134

Establish a wireless Internet link if possible, which tunnels OpenNet; be cognizant of separation required for wireless and any CAA space

IRM135

Install a radio base station in appropriate area

IRM136

Install VoIP units to provide telecommunications with the Embassy & State

IRM137

Install radio repeaters; ensure they are in different locations. Ensure they have battery backup, and check batteries often

IRM138

For earthquake prone areas, equipment should be safeguarded against seismic shock

IRM139

Distribute cell phones to all staff, including LE staff, in case of emergency - work with GSO for procurement/inventory

IRM140

Establish central operations area at post for small emergency task force (Comm center)

IRM141

Create a control room email address, and instruct the Task Force to send all communications to this address

IRM142

Ensure that TDY officers not typically assigned to the regional bureau can be added to any email DLs where high-urgency updates are distributed

IRM143

Request that DOD colleagues temporarily remove encryption from unclassified emails to improve speed of delivery

IRM144

IMO (Front Office - IRM Related)

IRM145

Obtain classified communication equipment - IRM will advise equipment needed and BPA (IRM/ITI)

IRM146

One binder of key disaster response information (EAP, Decision Points, checklists, time conversion charts, maps, contact info)

IRM147

IMO (Emergency Action Committee - IRM Related)

IRM148

Develop plan to notify host government of status - Obtain HNA for Radio Frequencies

IRM149

Obtain approval from Host Nation to bring in classified pouch without being x-rayed

IRM150

Verify if there is a size or number limitations for pouch items

IRM151

Obtain access to tarmac to escort pouch items

IRM152

Delegate responsibilities for operational start-up of post - equipment install - TDY Asst.

IRM153

Notify LE Staff of return or create a plan to hire LE staff (use contacts list from pre-departure - are ISC staff available?)

IRM154

IMO (CA items - IRM Related)

IRM155

Obtain sensitive supplies from safehaven location (neighboring post, DC) - PCs included? Need IRM to set up

IRM156

Server hard drives containing consular database media and backups - will need IRM to restore or CA in DC

IRM157

Retrieve from safehaven or establish Oracle server (hard drive) - IRM on site or CA in DC will perform?

IRM158

Install a radio base station in Consular

IRM159

IMO (Diplomatic Security - IRM Related)

IRM160

Coordinate and set-up a MSD dedicated Satellite communication channel through DOD - if needed; coordinate with IRM on satellite needs

IRM161

Set-up coordination meeting with the actual members of the first tranche (1 IRM)

IRM162

Obtain destruction kit (sledge hammers, nail guns, gloves, etc) - Standard IRM equipment for IPC

IRM163

Obtain list of names of personnel who may have secured the CAAs and how space was secured (if reestablishing) - previous IRM staff will have IPC/CTF info. Regional Bureaus should have that contact information.

IRM164

IMO (Management - IRM related)

IRM165

Obtain gear and supplied needed for first tranche of returnees - Tranche 0 will need BIC and radios at minimum (IRM/ITI)

IRM166

Determine number of people able to fly on cargo plane - if return method - best entry method for some equipment and COMSEC must be accompanied by IRM person.

IRM167

RIMC tech or TDY to learn SHARK kit setup, act as non-pro courier, and carry COMSEC (or REACH tech - already trained)

IRM168

Retrieve post valuables from safehaven location - to include stored classified and unclassified equipment

IRM169

Generators and fuel requirements - Need to determine size needed to support equipment; fuel availability (IRM/ITI)

IRM170

(Re)establish services: telephone (land and cell phones); Internet Service Provider (ISP); Fuel; electricity; power or UPS for radio towers and repeaters. Verify if cell phones can be arranged by LE Staff prior to arrival

IRM171

Oil Supply and Petrol Supply - for generator to maintain IRM equipment: Diesel or other? IRM's REACH branch has generators to power initial equipment (IRM/REACH)

IRM172

IMO (Medical - IRM Related)

IRM173

Obtain all medical records - Stand alone computer needed to maintain privacy / HIPAA?

DS1

Diplomatic Security DS/IP, DS/HTP

DS2

Receive the mission and conduct a mission analysis that considers the Mission, Threat, Environment, Available Resources, and Available Time to determine the key tasks and purposes, constraints and limitations, assumptions, and critical information requirements.

DS3

Brief DS Seniors on the results of the mission analysis and receive approval to proceed.

DS4

Issue a notification order to all mission stakeholders that provides basic mission information and tailored results of the mission analysis.

DS5

In coordination with all mission stakeholders, develop courses of action based on the mission analysis and senior-level feedback.

DS6

Brief DS Seniors on possible courses of action and receive approval to proceed with planning.

DS7

Further develop the chosen course of action into an DS operations plan.

DS8

Brief DS Seniors on the DS operations plan and receive approval for execution.

DS9

Issue the operations plan to all mission stakeholders for execution.

DS10

Conduct inspections and rehearsals with relevant mission stakeholders; adjust operations plan based on lessons learned.

DS11

Conduct the mission; constantly monitor current operations to identify possible future operations planning tasks, if identified, restart
the planning process.

DS12

Following mission completion, conduct an after action review of the planning process and operational execution to identify lessons learned to apply to future missions.

DS13

Diplomatic Security -- Office of Mobile Security Deployments

DS14

Identify and coordinate interagency personnel, equipment, communication, and contingency requirements as needed.

DS15

Identify and coordinate intra-Department personnel, equipment, communication, and contingency requirements as needed.

DS16

RSO

DS17

Existing properties inspected and evaluated by DoS Advance element

DS18

Fuel source located to support movement and accommodation

DS19

Security

DS20

Security Coordination

DS21

Review updated Risk Assessments

DS22

Review host countries' capacity & intent to provide for our protection

DS23

Static Security

DS24

Review updated Risk Assessments

DS25

Review host countries' capacity & intent to provide for our protection

DS26

Movement Security

DS27

Review updated Risk Assessments

DS28

Review host countries' capacity & intent to provide for our protection

DS29

Physical Security

DS30

Review updated Risk Assessments

DS31

Review host countries' capacity & intent to provide for our protection

DS32

Interagency Security Liaison

DS33

Review updated Risk Assessments

DS34

Review host countries' capacity & intent to provide for our protection

DS35

Security Staffing

DS36

Review updated Risk Assessments

DS37

Review host countries' capacity & intent to provide for our protection

DS38

Request EOD, Extraction, PR, and FAST Marines via Exec Sec Memo if appropriate

DS39

Establish Marine Security Guard Post if appropriate

DS40

Established OSPB appropriate security prior to entry of non-security personnel, or obtain appropriate waivers and/or exceptions

DS41

Obtain all essential and non-lethal weapons

DS42

Determine vehicle requirements (FAV and unarmored)

DS43

Secure all classified and sensitive documents (inc. biographic or investigative case files, personnel security files)

DS44

Coordinate potential contract for PRS/bodyguard support

DS45

Review local guard program requirements for protection USG facilities

DS46

Obtain documented list of destroyed/disabled weapons

DS47

Obtain keys and lists of combinations for security containers

DS48

Obtain safes, vaults, secure storage areas, and Controlled Access Areas

DS49

Obtain all classified and sensitive equipment and hard drives (GLID film roles, GLID hard drive, and supplies)

DS50

Complete a Post Emergency Action Plan in coordination with the Country Team

DS51

Establish reporting plan with DC

DS52

Review security at all DOS/COM buildings:

DS53

Chancery

DS54

Other office space

DS55

All offsite office space

DS56

Warehouse

DS57

Residences

DS58

Marine House

DS59

American Consulates

DS60

Other

DS61

Emergency lighting and batteries

DS62

Generators and fuel requirements

PA1

Public Affairs

PA2

Coordinate messaging strategy for opening of Post with PA, Bureau, DOD, NSS

PA3

In run-up to (re)deployment, R/PPR works with PA to make sure sufficient PD funds are available

PA4

Designate PAO for assignment at Post for preferably 6-month TDY (to ensure continuity)

PA5

Mobilize PA Fly Away Communications Team (FACT) for up to one month

PA6

Hire/re-hire local staff at Post

PA7

Procure supplies -- internet, Blackberries, local mobile phones, podium, American flags, cameras, dedicated vehicle, etc.

PA8

Develop list of PD contacts in media, civil society, education, etc.

PA9

Secure priority status for J (exchange) and F (student) visa interviews if possible; make arrangements for visa interviews for Fs and Js in neighboring countries if needed

PA10

Determine feasibility of bringing American exchange visitors to country

PA11

Launch website, Facebook, Twitter, and other online outreach tools as appropriate

PA12

Public Diplomacy/PAO

PA13

Mobilize/support PA Fly Away Communications Team (FACT) team

PA14

Coordinate messaging strategy for opening of post with Post, PA, Bureau(s), DOD, NSS

PA15

In run-up to (re)deployment, R/PPR works with regional bureau to make sure sufficient PD funds are available

PA16

IIP: manage Post website/social media until post is prepared to take over

PA17

IIP: translate communications and messaging materials

PA18

ECA: continue ongoing exchange programs, develop strategy for re-starting suspended programs and implementing new programs

PA19

Regional bureaus' PD offices identify FSOs, Civil Service, WAE employees with linguistic/regional skills and experience for permanent or TDY staffing.

PA20

Mobilize regional Hubs for support of regional media engagement, temporary personnel support (if needed)

PA21

Bring on board a PAO with crisis response expertise

HR1

HR

HR2

Inform host government of mass employment actions (severance, layoff)

HR3

Determine how benefit payments or social plan payments are to be made

HR4

Determine short term and long term staffing plan

HR5

Communicate staffing plan to staff

HR6

Determine staffing plan for ORE staff

HR7

Adjust allowances for post

HR8

Create master list of all LE Staff employees with photograph, home contact information, and ID numbers

HR9

Create master list of all other personnel at post

HR10

Update HR/EMS database

HR11

SMA applications submitted to the Regional Bureau for processing

HR12

OF-126 must be current (correct family status) and updated for ALL employees (even Con) using the self serv.

HR13

HRO

HR14

Identify LE Staff who will be on payroll: work with CGFS to establish payroll procedures

HR15

Contact LE Staff for re-open

HR16

Inform host government of mass employment actions (severance, layoff)

HR17

Obtain documentation:

HR18

Personnel folders

HR19

Leave records

HR20

Review or establish local insurance contracts for LE Staff: medical, life, etc.

OBO1

OBO

OBO2

Type and amount of office, residential, warehouse, and support space needed

OBO3

Occupancy date identified

OBO4

Rightsizing review completed for existing facility

OBO5

Surge and permanent positions identified (desk/non-desk, CAA/non-CAA, housing eligible)

OBO6

For agencies expected at new facilities, MOUs and NSDD-38 processes are completed

OBO7

Rightsizing review completed and date for next one identified

OBO8

Regionalization and consolidation considered

OBO9

Marine security guard detachment size identified, when appropriate

OBO10

Consular Affairs services and requirements identified, when appropriate

OBO11

Public Diplomacy / American Center requirements identified, when appropriate

OBO12

Post communication center (PCC) requirements identified

OBO13

Department of State's Under Secretary for Management approved reopening

OBO14

Congressional approval status identified, when appropriate

OBO15

Funding sources are budgeted / appropriated for temporary requirements

OBO16

Funding sources are budgeted / appropriated for permanent requirements

OBO17

Funding sources are budgeted / appropriated for housing requirements

OBO18

Real estate related

OBO19

Plan prepared identifying immediate, mid-term, and long-term real estate actions

OBO20

Immediate and interim actions implemented

OBO21

Construction related

OBO22

Existing facilities and utilities assessed and action plan developed

OBO23

Plan prepared identifying immediate, mid-term, and long-term construction needs

OBO24

Pre-construction planning surveys completed

OBO25

Cost estimates prepared

OBO26

Immediate and interim construction projects implemented

OBO27

Obtain approval from Front Office to begin construction plan

OBO28

Facilities

OBO29

Obtain the following documents:

OBO30

Building/construction files

OBO31

Equipment inventories

OBO32

Review fire/life safety elements:

OBO33

Proper number of escape hoods and fire extinguishers

OBO34

Identification and signage of emergency exits

OBO35

Minimize accumulation of combustible material

OBO36

For tsunami prone areas, tsunami warning systems should be installed and routinely checked

OBO37

Staff housing requirements and proximity requirements (airport, ministries, port, other USG facilities, etc.) identified

OBO38

Is secure housing available in the local economy?

BP1

BP

BP2

When items are procured, sufficient resources and authorities exist within the bureau. When sufficient resources or authorities do not exist, a consolidated request is submitted via an Action Memo to M in order to obtain resources or authorities from the appropriate source. 

BP3

FMO

BP4

Obtain budget and fiscal records

BP5

Obtain local currency

BP6

Obtain USG funds such as dollars, negotiable instruments, and blank checks

BP7

Establish appropriate bank accounts

CA1

Consular Affairs in coordination with Post

CA2

Scenario 1 (All necessary consular infrastructure is in place):

CA3

Confirm at least two in-country staff members have consular commissions.

CA4

Ensure that the facility housing consular section is certified by OBO and DS to become operable as a consular section.

CA5

Work with IMO and CA/CST to bring consular servers and IT systems back online with fully updated databases and software patches. If CST equipment is obsolete or damaged, post should work with CA and IMO to make repairs/procure replacements.

CA6

Work with CA/EX and post to facilitate shipment of consular accountable items either via the classified pouch, non-professional couriers, or other means.

CA7

Obtain an RSO approved safe dedicated to the consular section only.

CA8

Obtain consular accountable items from a neighboring post or Washington, including:

CA9

Emergency issuance passport books and foils

CA10

Consular dry and wet seals

CA11

Visa and passport foils

CA12

Create an inventory of all consular accountable items that are not inventoried electronically (e.g., consular seals).

CA13

Obtain a laptop or iPad and fob for field use.

CA14

Obtain official stationery and letterhead.

CA15

Obtain Citizen Liaison Volunteer lists and Amcit registration data from OCS.

CA16

Obtain applications for passports, Consular Reports of Birth Abroad, Consular Reports of Death, and other necessary blank forms.

CA17

Obtain a cash advance for the consular cashier.

CA18

Bring back to duty existing consular staff and start hiring process if more staff is needed.

CA19

Ensure that consular staff are properly trained and equipped to perform their necessary duties in a manner consistent with 7 FAM, 9 FAM, and 7 FAH.

CA20

Obtain telephone service inside the consular section and cell phones.

CA21

Coordinate with RSO to ensure that the local guard force is in place and trained to serve the consular section.

CA22

In concert with CA and FO, establish protocols related to consular section levels of service (i.e., ACS only; ACS and limited NIV; ACS and NIV only; full services).

CA23

Establish and promulgate a Post visa referral policy that is in accord with the Worldwide Visa Referral Policy.

CA24

Before performing any consular operations, review and adhere to all pertinent Consular Management Controls Checklists found on CAWebs Management Controls and Oversight webpage. Also, review the Consular Management Handbook (7 FAH-1), and direct any questions or concerns to the appropriate CA directorate. CA/EX is available to provide guidance and assistance.

CA25

With the exception of emergency ACS, post must request permission from CA before commencement of any consular operations.

CA26

Scenario 2 (Consular infrastructure is non-existent, incomplete, damaged, or obsolete):

CA27

Post and Washington should strive to establish a consular section that will be able to provide, at a minimum, emergency ACS services. After establishing basic emergency ACS services, post should work with CA, IMO, RSO, and OBO to expand first into provision of post issued emergency passports. Later, post may, with CA approval, increase ACS services to include issuance of regular passports, Consular Reports of Birth Abroad, and Consular Reports of Death. To do so, post should use the Scenario 1 checklist as appropriate and feasible in close coordination with CA.

Med1

Medical Office:

Med2

Obtain medicine supplies

Med3

Obtain all medical records

Med4

Obtain all combinations, keys, safes, and security containers

Med5

Operational Med (Medicines; Programs): Review MEDEVAC point, status of health unit, identify new health problems that may have emerged such as cholera or typhoid

Med6

Obtain employee medical records

A1

A

A2

Accommodations, Leasing, Construction, Physical Security

A3

A/LM could assist Post with the items above if they cannot be obtained locally.

A4

A/LM/OPS has pre-positioned supplies for DS, OBO, and IRM in Antwerp that can be shipped quickly to Post.

A5

Transportation: People and Things

A6

Depending on the requirement from the Bureau and/or the Washington Liaison Group (WLG), A/LM/OPS could transport supplies or personnel for Post.

A7

Procurement/Contracting

A8

Depending on the requirement from the Bureau and/or the Washington Liaison Group (WLG), A/OPE/AQM could procure supplies or services for Post.

A9

Property Management

A10

The Office of Program Management and Policy (A/LM/PMP) can assist with property management related questions by providing guidance in areas of receipt, storage, property accountability, inventory management, property utilization, and disposal methods.

A11

Diplomatic Pouch and Mail (DPM)

A12

Work with Post to suspend or restart classified and unclassified pouch operations.

A13

Work with Post to suspend or restart Diplomatic Post Office (DPO) operations.

A14

Purchase Card - Authority for In-Bound GSO (A/OPE/AQM)

A15

Overseas Schools (A/OPR) - Information on School Availability/Options

A16

Domestic Office Space (A/OPR_ - Can assist with accommodating personnel returning to DC when posts are closed

EX1

EX

EX2

Travel orders for all traveling

EX3

Rebalance staffing from support locations to post as function returns to normal and workload shifts

EX4

Notify IRM and RIMC of establishment of post / plans for return - MCO, OPS SAs, RIMC, CLD

EX5

Must also include Bureau Regional IMO who will assist in this coordination as well as the IRM Customer Liaison Division.

EX6

Obtain gear and supplied needed for first tranche of returnees

EX7

Confirm life support (food, water, sanitation) requirements are adequate for first tranche of returnees

EX8

Assemble, procure and pre-stage supplies & equipment for first tranche of returnees

EX9

Move equipment to the airport

EX10

Move vehicles to the embarkation point

EX11

SMA applications submitted to the Regional Bureau for processing

EX12

OF-126 must be current (correct family status) and updated for ALL employees (even Con) using the self serv.

EX13

MO

EX14

Obtain sensitive documents from safe storage

EX15

Cross train personnel

EX16

Have a plan in place for hosting senior American and non-US visitors, even in the early days after entry

EX17

Establish a clear procedure for administering large numbers of TDY requests

EX18

Designate a central point of contact for concerns from the embassy community to minimize confusion/rumors

EX19

Ensure that communications channels exist which do not rely on host country telecommunications

EX20

Plan for multiple evacuation methods

EX21

GSO

EX22

Determine customs fees and paperwork for inbound containers and provide authority letters to host government MFA

EX23

Communicate access authority to local/diplomatic police

EX24

Determine possibility of recovery of valuables and personal effects from secure compounds

EX25

Retrieve post valuables from safehaven location

EX26

Obtain the following documents:

EX27

Business and commercial contacts

EX28

Contract files

EX29

Procurement files

EX30

Equipment inventories

EX31

Determine housing needs: Obtain leases; security; etc

EX32

Notify landlords of responsibility for property security

EX33

(Re)establish services: telephone, electric, gas

EX34

Maintain spare batteries for all electronic devices

EX35

Motorpool

EX36

Establish local vehicle insurance

EX37

Obtain diplomatic plates from host government

EX38

Obtain inventory of all vehicles (GOV and POV) including make, model, license plate, and VIN (including photographs)

EX39

Obtain battery and key for armored vehicles

EX40

Obtain all keys

EX41

Create emergency kits for vehicles: gas cans, jumper cables, spare tires, etc.