Bidders Library JITC Instructions - JITCI 200-05-07.pdf

DEFENSE INFORMATION SYSTEMS AGENCY

P.O. BOX 549

FORT MEADE, MARYLAND 20755-0549

JITC INSTRUCTION 200-05-07* 20 August 2012

ADMINISTRATIVE SERVICES

Telephone Use and Control Procedures

1. Purpose. To prescribe the policy and procedures for the use and management of telephones (landline), facsimiles, cellular phones, and Blackberry devices within the Joint Interoperability Test Command (JITC).

2. Applicability. This instruction applies to all military and civilian personnel assigned to or employed by JITC, contractors engaged in work on behalf of JITC, and visitors (as appropriate) to JITC.

3. References.

3.1 Department of Defense (DoD) 5500.7R, Joint Ethics

Regulation, § 2-301, including changes 1-7, 17 November 2011

3.2 Defense Information Systems Agency (DISA) Instruction

200-50-18, Telecommunications Services 14 May 2007

3.3 DISA Instruction 630-225-6, Management of DISA Information Resources and Information Technology, 27 September 2007

3.4 Army Regulation (AR) 25-1, Army Knowledge Management and

Information Technology, 04 December 2008

3.5 Department of the Navy – OPNAV Instruction 2060.8, 29 March 1985

3.6 Department of the Navy – OPNAVINST 2100.2A, 4 September 2008

4. Definitions.

4.1 Toll Call. For the purpose of this instruction, a "toll

call" is defined as either a telephone or facsimile call using either “94/8” or “97/9” access; i.e., a call for which JITC will receive an itemized bill.

4.2 Defense Switched Network (DSN). A “Federal Telephone

System" accessed by using "94” (Arizona) or "8" (Maryland).

Also commonly referred to as AUTOVON.

4.3 "97" Access (Arizona). A telephone feature that enables users to make commercial intrastate (within Arizona) and interstate (outside Arizona) calls from a military telephone.

4.4 "9" Access or “55” VoIP (Maryland). A telephone feature that enables users to make intrastate (within Maryland) and interstate (outside Maryland) commercial calls from a military telephone.

4.5 "99" Access (Arizona). A telephone feature that enables users to make local commercial calls from a military telephone.

4.6 Official Call. Is defined as a call necessary in the

interest of the government; i.e., calls directly related to the conduct of DoD business or calls having an indirect impact on DoD’s ability to conduct its business.

4.7 Personal Call. Any call made that is concerned with an

individual's personal matters unrelated to government business.

4.8 Telephone Credit Card (Arizona). A commercial telephone

credit card issued to selected JITC individuals to facilitate temporary duty (TDY) travel and commercial overseas calls in support of JITC missions.

4.9 "Toll Free" Numbers. JITC’s toll free numbers, 1-800-538- 5482 (1-800-LET-JITC), can be used to access the (Arizona) voice mail system, 1-888-271-7958 (Arizona), and 1-800-266-5173 (Maryland), for dial-up modem access to email for personnel calling from long distance locations.

4.10 Cellular Telephones/Blackberry Devices. Wireless

communication devices obtained through commercial service providers to facilitate mobile and/or remote communications for JITC personnel.

5. Policies.

5.1 Basic telephone instruments and service will be provided to personnel employed at JITC for the conduct of official business.

Requests for upgraded service will be submitted by name, grade, and position; contain a paragraph justifying the requirement;

and will be approved by the Division Chief/Portfolio Chief and/or Branch Chief. Divisions/Portfolios and/or Branch Chiefs requesting upgraded service must also provide funds to cover the cost of providing the upgrade. Employees requiring a special phone or service due to a physical condition will be provided the special instrument/service as their standard.

5.2 Employees are responsible for knowing the proper dialing

procedures for using the various phone services in the most cost efficient manner, and must report instances of employee misuse of the government telephone system.

5.3 Telephone credit cards (Arizona) can be used by personnel while they are in a TDY status, or for commercial overseas calls. Calling cards will be used for official government business only.

5.4 Cellular/Blackberry devices will be issued to JITC

personnel when the nature of their official duties requires the employee to have a continuous and/or remote voice/e-mail capability. Employees who are issued cellular/Blackberry devices are responsible for using the device in a manner that will meet mission requirements, while minimizing usage costs.

The devices are to be used in support of official JITC business.

5.5 The abuse of DoD telephone systems, calling cards, cellular telephones, and Blackberry devices can result in disciplinary action and recovery of government incurred charges associated with unofficial/unauthorized use.

5.6 A Telephone Control Officer (TCO) will be designated for

each JITC location. The TCO will manage the provisioning of administrative telephone systems and services supporting JITC.

The TCOs will normally be assigned to the Facilities Division and are the user's points of contact for all telephone related services and requests. The TCOs will ensure viable, cost effective, and responsive access to DoD and public switched networks and wireless service providers for voice and data communications services.

6. Procedures.

6.1 JITC Local Telephones.

6.1.1 Government phones and lines are provided to employees for "Official Use Only." All employees should aggressively control the use and cost of DoD telephones within the command. Whenever practicable, calls must be placed using DSN rather than "97/9" commercial access. The use of DoD telephone systems (including calls over commercial systems paid for by the government) is limited to the conduct of official business and authorized calls. No other calls should be placed on the system, even if the employee’s intention is to reimburse the government the cost of the call. On occasion, it is in the government's best interest for employees to make unofficial but authorized calls from their desks rather then taking time to find/use a pay phone or cellular phone. The following guidance has been extracted from Joint Ethics Regulation, § 2-301 to explain “Authorized Calls.”

6.1.2 Authorized Calls. Personal calls (such as calls to speak to spouse/minor child or to arrange for emergency repair to residence or automobile) that must be made during the working hours over the commercial/long distance network are authorized as necessary in the interest of the government, provided the call is consistent with the following criteria:

6.1.2.1 Does not incur a toll charge to the government.

6.1.2.2 Does not adversely affect the performance of official duties by the employee or the employee's organization.

6.1.2.3 It could not reasonably have been made at another time;

i.e., from a non-government telephone during lunch, break, or other off-duty period.

6.1.2.4 It is not used for activities related to the operation of a personal business enterprise.

6.1.2.5 In the case of toll/long distance calls, it is:

6.1.2.5.1 Charged to the employee's home number or another non-government number (third party call).

6.1.2.5.2 Made to an 800 toll-free number.

6.1.2.5.3 Charged to the called party if a non-government

number (collect call).

6.1.2.5.4 Charged to a personal telephone calling card

(Arizona).

6.1.3 The following are examples of calls authorized to be made on DoD telephone systems, even if a local toll charge is incurred if consistent with the above criteria for personal calls:

6.1.3.1 Emergency call such as calls to notify family, doctor, etc., when an employee or an immediate family member is injured or seriously ill.

6.1.3.2 Calls within the local commuting area (the area from

which the employee regularly commutes) to advise family of a change in schedule or to make alternate transportation or child care arrangements when an employee is required to work overtime without advance notice.

6.1.4 The TCO will review monthly telephone bills and report

irregularities or suspected telephone misuse to the Tech Lead and the respective Branch Chief and/or Division Chief/Portfolio Chief.

6.2 OCONUS Calling Procedures.

6.2.1 Calls to OCONUS locations with DSN service may be placed via JITC telephones with “Global” DSN access. Dial “94”, listen for the dial tone; dial the DSN area code (Europe 314, Pacific 315, Alaska 317, and Central Command/Southwest Asia 318); dial the seven digit DSN telephone number, listen for the ring and an answer.

6.2.2 Calls to OCONUS commercial numbers must be made via

Blackberry/cell phone/telephone credit card.

6.2.2.1 To place an OCONUS call from your Blackberry/cell

phone, dial a plus sign (+), the country code, the city code (if one is assigned) and the seven digit telephone number, listen for the ring and an answer.

6.2.2.2 Telephone Credit Card calls to OCONUS locations may be made from any telephone with local commercial access (“99” on your desk phone). Dial the worldwide access number identified on the back of the card (1-800-999-9000 in the U.S.A.) and follow the instructions printed on the back of the card and/or on the accompanying “Verizon Business Worldwide Guide.”

6.3 TDY Telephone Procedures.

6.3.1 JITC personnel who are TDY will always use DSN, if

available, to make official calls. If DSN is not available and it is necessary to contact JITC, the 1-800-LET-JITC number and associated voice mail system will be used, if possible. As a last resort, individuals may use commercial telephone systems, as required.

6.3.2 If an individual has a government issued telephone credit card, it will be used for all toll calls made for official business.

6.3.3 Individuals are authorized to make personal calls at

government expense if they adhere to the general guidelines outlined above; i.e., to notify family of safe arrival, change in travel plans, and emergencies. Travel orders must be correctly annotated for toll call authorization prior to departure.

6.3.4 Upon an individual's return from TDY and prior to

submitting or processing their travel voucher, the supervisor or test director or both will verify all calls claimed were authorized by initialing the upper left hand corner of the individual's travel voucher or an appropriate entry in the Defense Travel System voucher.

6.4 Telephone Credit Cards (Arizona).

6.4.1 Except for key personnel, as designated by the Division Chiefs/Portfolio Chiefs, telephone credit cards will normally be issued on a temporary basis only. Requests for permanent issue must be approved through an individual's Division Chief/Portfolio Chief and forwarded to the TCO for issue.

Division Chiefs/ Portfolio Chiefs must carefully review all requests for permanent issue and recertify the requirement each September.

6.4.2 If required, each Division/Portfolio will be issued two

(2) telephone credit cards for temporary use by individuals going TDY. Before receiving a card, an individual will be briefed on the procedures to be followed when using the card.

Division Chiefs/Portfolio Chiefs may request additional cards through the JITC TCO, as required.

6.5 Cellular Telephones/Blackberry Devices.

6.5.1 Key personnel, as designated by the Command Group or

Division Chief/Portfolio Chief, will be issued cellular telephones/Blackberry devices as appropriate. Requests for cellular phones and Blackberry devices will include a justification and be submitted through/from Branch Chiefs and/or Division Chiefs/Portfolio Chiefs, and approved by the Chief, Facilities Branch (JT6A). Branch Chiefs and/or Division Chiefs/Portfolio Chiefs will include funds to pay for cellular phones and/or Blackberry devices in their annual budgets, and recertify each cellular phone/Blackberry requirement on an annual basis during September.

6.5.2 New cellular telephones/Blackberry devices will be

obtained by the JITC TCO who will issue them to individual users. Users will be required to sign a "Cellular Telephone/Blackberry User Agreement" and/or a DA Form 3161 (Request for Issue or Turn-In).

6.5.3 Cellular phone/Blackberry users will be briefed by the

TCO on their individual service provider plan when they are issued the device. Users are responsible for complying with the provisions of their plan, and ensuring that excess charges are kept to a minimum.

6.5.4 The TCO will provide a monthly usage report to Division Chiefs/Portfolio Chiefs and/or Branch Chiefs showing the number of cellular phones and Blackberry devices issued to their division. The report will reflect individual device holders and usage during the month.

6.5.5 The TCO will review monthly cellular and Blackberry

service bills, and report any irregularities to the Branch Chief and/or Division Chief/Portfolio Chief.

7. Responsibilities.

7.1 The JITC Commander is responsible for the use of DoD

telephone systems, government calling cards, and government funded wireless communications within JITC, and for the recovery of toll charges plus tax for unofficial/unauthorized personal telephone calls placed on official telephones, calling cards, and wireless devices.

7.2 Branch Chiefs and/or Division Chiefs/Portfolio Chiefs are responsible for monitoring telephone usage within their individual directorates. They will implement procedures within the test planning process to ensure costs associated with telephone toll calls exceeding $200.00 are budgeted for in cost estimates and captured during actual test conduct. Branch Chiefs and/or Division Chiefs/Portfolio Chiefs will review and approve all requests for commercial service wireless devices, budget sufficient funds to cover the costs of wireless communication devices, and review/recertify wireless device requirements on an annual basis.

7.3 The TCOs will manage the provisioning and administration of all telephone systems and services supporting their respective sites. The TCO at each site is the user's point of contact for telephone services, requests and problems.

7.4 Contractor Program Managers are responsible for:

7.4.1 Ensuring contract employees are aware of JITC telephone policies.

7.4.2 Monitoring use of military telephones by their individual employees and taking necessary actions to curb system abuse.

7.5 All individuals who use the telephone system at JITC are

responsible for ensuring necessary actions are taken to reduce and control the volume of toll calls generated by JITC. Abuses of the system should be reported to supervisory personnel for appropriate action.

/Original Signed/

DOUGLAS J. ORSI

Colonel, USA Commander

SUMMARY OF SIGNIFICANT CHANGES. The issue date and the signature block is changed to reflect the current JITC Commander.

*This Instruction supersedes JITCI 200-05-07, 18 Oct 11

OPR: JT6A

DIST: All JITC Civilian, Military, and Contractor Personnel