BOP Program Statement 1222.06 § 5

Controllers in institutions and Comptrollers in regional offices

are responsible for their respective forms ordering and may

select a coordinator to assist. At staff training centers and

community corrections offices, the chief executive officer should

appoint a coordinator.

a. Office of Documents Control Systems. The Office of

Documents Control Systems shall:

(1) Approve the design and development of all Bureau

nation-wide forms (paper or electronic);

(2) Develop and operate the automated forms ordering

system;

(3) Maintain standards for the design and creation of all

national forms;

(4) Act as the central reference and authority for all

national forms, maintaining a history file of each

form;

(5) Maintain an automated data base for current forms;

(6) Schedule the ordering cycle (October 1st and April 1st

of every fiscal year) for the forms ordering process

via an Operations Memorandum;

(7) Obtain a blanket purchase order, each fiscal year, to

obligate the cost of national forms for the entire

Bureau;

(8) Provide staff assistance to all management staff

offices in matters involving forms order and delivery;

(9) Provide order documentation to each office that ordered

forms for their planning and receiving purposes;

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September 17, 1997

Page 3

(10) Deliver a consolidated forms order for all national

forms to UNICOR together with a consolidated forms

shipping breakdown;

(11) Receive the invoices for payment to UNICOR for charges

incurred for forms reproduction in each semi-annual

ordering;

(12) Review all reports of discrepancies on delivery

(resolution will be accomplished between Documents

Systems and UNICOR Graphics and Services); and

(13) Provide cost data to the central office Budget

Execution Branch for obligation/planning process.

b. Central Office Staff. Central Office staff shall:

(1) Coordinate all changes to national forms with the

Office of Documents Control Systems;

(2) Manage changes to forms in such a manner as to ensure

logical sequencing into the semi-annual order process.

That is, target revisions for an ordering period that

will allow maximum use of stock already in the field;

(3) Ensure that forms prescribed for system-wide use are

prescribed in an appropriate directive; and

(4) Provide requirements for system-wide forms stock to

Office of Documents Control Systems in accordance with

ordering procedures.

c. UNICOR Graphics and Services. UNICOR Graphics and

Services shall:

(1) Process and print requests for system-wide forms

received from Office of Documents Systems for semi-annual ordering, initial printing of new or revised

forms, or orders for a special purpose;

(2) Provide units of issue and related form unit costs for

each BP form to the Office of Documents Systems;

(3) Ensure that the print plant uses printing proofs with

correct edition dates as reflected on the consolidated

forms order or from additional instructions provided by

the Office of Documents Systems;

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September 17, 1997

Page 4

(4) Insofar as possible, print and deliver forms within 90

days after receipt of the consolidated order from the

Office of Documents Systems. If delivery exceeds 90

days, UNICOR shall notify the Office of Documents

Control Systems in writing of the anticipated delivery;

(5) Have the print plant record and maintain records of

shipment of forms printed and shipped for at least one

year; and

(6) Have the print plant provide the Office of Documents

Systems an invoice showing charges incurred for each

form produced. The UNICOR invoice shall contain the

following statement:

"I hereby certify that forms ordered on the

Federal Bureau of Prisons Automated Forms

Order dated: , have been produced

and shipped to ordering offices in the

quantities specified in the automated order

file. These shipments have been made in such

a manner as to provide a record of receipt at

the appropriate field office and these

records are maintained at the printing plant

for resolution of problems in non-receipt or

adjustments in quantities or orders. This

certification is provided in lieu of detailed

billing and relates directly to the

consolidated automated forms order placed

with this plant through the UNICOR,

Graphics/Services Division in Washington DC"

UNICOR Graphics and Services may not process or print requests

for BP forms received out of cycle or not approved in substantial

conformance with this Program Statement.

d. Forms Ordering Coordinators. The forms ordering coordinator

shall:

(1) Obtain from BOPDOCS CDROM the current list of BP forms

for the ordering cycle;

(2) Circulate the current list of BP forms throughout their

activity;

(3) Receive order requests from department heads and assist

them in assuring that requests are reasonable. For

example, the order will not exceed a six-month supply;

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September 17, 1997

Page 5

(4) Consolidate quantities for each form and ensure that

the information is correctly keyed into the appropriate

computer format;

(5) Print a complete copy of the order as it is keyed, for

site record purposes; and

(6) Provide receiving reports obtained from the Office of

Document Control Systems to the Warehouse.

e. Warehouse Receiving. Receivers shall use the receiving

report (see above) to verify against the actual delivery of

forms. A BOPNet GroupWise E-Mail may be forwarded to the Bureau

Forms Manager, within two weeks of delivery of the forms to

specify any problems that might have occurred in delivery. If

everything is received as ordered, no action is required.