Management System: Communications and Public Affairs
Subject Area: Congressional and Intergovernmental Affairs

Procedure 1. Identification of Witnesses and Preparation and Coordination of Testimony and Questions for the Record within the U.S. Department of Energy Offices and External Agencies

Management System Coordinators
Process Steward:
Implementation Lead:
Subject Area Point of Contact:

Latest MS Specific Document Revision Date 7/5/2018
Latest MS Total Biennial Review Completed 7/30/2015
SCMS Revision 3.0

1.0  Applicability

This procedure applies to the Director of the Office of Science (SC-1), SC-1 Office Staff, Field offices and all personnel within the Office of Science (SC) at Headquarters (HQ) and SC Field Offices when testimony originates within SC.

If other outside agencies have incoming testimony from their respective agency for the U.S. Department of Energy (DOE) to review, that process is conducted by the DOE HQ Office of General Counsel and is not a part of this procedure.

2.0  Required Procedure

For Identifying Witnesses for Testimony, go to Step 1.

For Preparing and Coordinating Testimony, go to Step 6.

For Coordinating Testimony with the DOE Offices and External Agencies Preparing and Coordinating Testimony, go to Step 14.

For Coordinating Questions and/or Inserts for the Records within DOE Offices and External Agencies prior to the Congressional Testimony being presented from relevant SC Programs, go to Step 20.

Identifying Witnesses for Testimony
Step 1 SC HQ receives a request from the HQ Office of Congressional and Intergovernmental Affairs (CI-1) to provide testimony.

NOTE: The Director of the SC Office of Communications and Public Affairs works with the Program Office to ensure a timely response.

Step 2 CI-1 request SC Senior Leadership at the Associate Director level and above to determine the scope of testimony. The Director of the SC Office of Communications and Public Affairs is copied for awareness.
Step 3 SC Senior Leadership identifies witness(es), usually at the Secretarial, SC-1, SC Associate Director, or SC Program or Field Office Manager level.
Step 4 SC Program Staff, while copying SC Communications Staff, provides name and title of the witness(es) to CI-1 who will then communicate with the appropriate Congressional committee.
Step 5 Congressional committee confirms hearing details.

NOTE: The hearing is listed on the Office of Congressional and Intergovernmental Affairs Daily Activities and Events calendar.

Preparing and Coordinating Testimony
Step 6 CI-1 provides due dates and milestones for managing the testimony development and the clearance process to SC-1.
Step 7 SC-1 assigns to appropriate Deputy Director(s) the task of identifying SC Subject Matter Experts (SME) to support the request.
Step 8 The SC SMEs which are assigned by the Deputy Director(s) Senior Staff, such as SC Office Directors or SC Associate Directors, research the topic(s) and draft testimony along with potential questions and answers.
Step 9 The SC SMEs ensure draft materials are reviewed through the appropriate SC Associate Director or SC Office Director. At this point, if more than one Deputy Director is involved, integration of the material is coordinated prior to forwarding draft testimony to the appropriate SC Deputy Director's Office.
Step 10 The SC Associate Director provides coordinated draft testimony to appropriate SC Deputy Director.
Step 11 SC-1 staff reviews and approves draft materials.

NOTE: SC-1 staff may include the Chief of Staff, Senior Advisor, along with, if not previously involved in the development/review process, the Deputy Director for Resource Management, the Deputy for Science Programs, and the Deputy Director for Field Operations (SC-3).

Step 12 SC-1 provides a final sign-off of draft materials.
Step 13 SC-1 staff sends draft materials to CI-1 for review within DOE and coordination with the External Agency.
Coordinating Testimony with the DOE Offices and External Agencies
Step 14 SC-1 routes the testimony to CI-1, specifically the Deputy Assistant Secretary for Intergovernmental and External Affairs for review and approval.
Step 15 CI-1 routes the testimony within DOE for approval by appropriate Principal Program Secretarial Offices.
Step 16 The Office of the Secretary approves the testimony.
Step 17 CI-1 routes the testimony to the Office of Management and Budget (OMB) for review and feedback.
Step 18 If feedback is provided, the responsible SC Program Office Staff reviews and incorporates OMB changes as appropriate and provides concurrence back to CI-1.
Step 19 SC Program Office Staff provides CI-1 an electronic copy of the final testimony. SC Program Office Staff reproduces the requested number of hard copies and delivers them to the designated Congressional Committee.

NOTE: If there are any questions, SC Program Office Staff should discuss and coordinate with CI-1.

Coordinating Questions and/or Inserts for the Records within DOE Offices and External Agencies prior to the Congressional Testimony being presented from relevant SC Programs
Step 20 SC-1 receives Question(s) and/or Insert(s) for the Record from CI-1. Coordination of the response is carried out by the HQ SC Office of Budget (SC-41).
Step 21 SC-41, in consultation with SC-1 and the SC Deputy Directors, assigns Question(s) and/or requests Insert(s) for the Record to the appropriate SC Program Office.
Step 22 The SC Program Office Staff drafts response to Question(s) and/or Insert(s) for the Record.
Step 23 The SC Program Office concurs and provides response to SC-41.
Step 24 All Question and Insert responses to a given Congressional Testimony are assembled into a single document and provided to the SC Deputy Directors and SC-1 staff for review and comment. SC Communications staff are available to review and provide comment as appropriate.
Step 25 Responses to comments by the SC Program Offices are coordinated by the SC-41. The revised responses are then provided to the SC Deputy Directors and SC-1 for concurrence.
Step 26 SC-41 initiates concurrence with CI-1, the Office of Chief Financial Officer, the Office of General Counsel, and any other DOE offices affected by the draft response.
Step 27 If comments are provided, the responsible SC Program Office Staff reviews and incorporates the changes. The final draft of the Question(s) and/or Insert(s) for the Record is provided back, through SC-41, to the SC Deputy Director and SC-1 for final concurrence.
Step 28 The SC Director's Office provides the package to CI-1 for review.
  • For Question(s) for the Record, CI-1 requests OMB concurrence.

  • For Inserts for the Record, OMB concurrence is not required.

NOTE: Following this review, SC-1 presents these responses to the Secretary for final concurrence and dispatches the responses to the requesting Congressional entity. SC Deputy Directors are copied along with SC-1. SC-41 provides a final copy to the SC Program Offices involved in the process.

NOTE: Should there be a need to refer to archived Questions and/or Inserts for the Record from previous Congressional Hearings, SC staff should contact SC-41, which maintains an archive. For information not maintained by SC-41, CI-1 can locate the relevant files by the date of the hearing, which serves as key locator information.

3.0  References