Timely Response to Administrative Requests for Information

Mail Stop 442

MEMORANDUM


			January 4, 2000


To:		District Chiefs
		Branch Chiefs
		Administrative Officers

From:		Catherine L. Hill /signed/
		Associate Chief Hydrologist for Program Operations

Subject:	Timely Response to Administrative Requests for Information

As you know, Headquarters personnel rely heavily on cost centers for 
timely submission of information to meet division, bureau and departmental 
administrative requests.  We strive to only request information that 
cannot be satisfied through data retrievals from automated systems.  Over 
the past few years, headquarters personnel have been spending an 
increasing amount of time making multiple requests to cost centers who 
have not responded.  These added steps to assure a response from every 
cost center are preventing the division from meeting deadlines and from 
accomplishing other critical tasks.

We realize that every cost center is extremely busy and that many are 
inadequately staffed.  Even though we have increased efforts to eliminate 
redundant requests, there are many that must still be sent to cost 
centers.  The Headquarters Review Team has suggested that we implement a 
procedure that utilizes the chain of command to secure delinquent 
responses.  These new procedures were implemented at the start of this 
fiscal year and are listed below for your reference.

1.	Requests for information and due dates will be sent to 
Administrative Officers via email (using the AO email abbreviations) when 
possible.  We will strive to maximize lead-time on requests. 

2.	If time allows, a second courtesy notice will be sent to 
Administrative Officers a few days prior to the due date.

3.	Once the due date has passed, a notice will be sent to the 
Senior Staff members with a list of cost centers that have not responded.  
At that time, Senior Staff assistance will be requested to secure an 
immediate response from the cost center.

Thank you for your assistance as we strive to improve our service.  I want 
to personally thank those offices that always respond quickly and 
efficiently to these requests.  

Copy to:  Water Resources Division Senior Staff