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United States Department of the Interior
Montana State Office
5001 Southgate Drive
Billings, Montana 59101-4669

 June 24, 2009

1283 (MT9320.KB) P
Instruction Memorandum No. MT-2009-051
Expires: 9/30/2010
To:                   State Management Team
                        Attention: State Program Leads and State Data Stewards
From:               State Director
Subject:           Effects of Three Tier Organizational Codes                          DD: 7/10/09
Program Area: All program areas.
Purpose: The purpose of this instruction memorandum (IM) is to develop a list of all local, state, Bureau, Department, and Government applications, datasets, and other display mechanisms that may be affected by the proposed changes to the organizational codes and/or identifiers.
Policy/Action: Each state office program lead, and state and field office data stewards, will review and report all applications, programs, databases, and data sets used within their discipline for the occurrence of organizational identifiers. Attachment 1 is a spreadsheet for reporting those areas affected by the transition.  Include all applications used, even if only one field office currently uses it and include any hardcopy (non-electronic) format datasets that may be utilized. 
District and field office managers shall also list items like building or vehicle signage, telephone directory entries, printed materials supplies or other items that may display an identifier in addition to any data sets or applications.
By August 15, 2009, we plan to have the listing compiled and a process identified to update the data sets with the new codes to meet the October 1, 2009, implementation date.
Organizational identifiers include: Office Name (Field or District), Organizational Code (i.e., LLMT93200), Organizational Code Descriptions or other identifiers that may be associated with an office or organization.
Please refer to Attachment 2 for a partial list of applications and databases currently in use. Attachment 3 is the new Three Tier Organizational Code Chart, with the current and future codes listed and “lined out” as necessary, to show the corrections and deletions to occur under the new three tier organization. 
Timeframe: July 10, 2009.
Budget Impact: Budget impact should be minimal for developing the list. 
Background: Through consultation with other BLM organizations, the Montana/Dakotas determined that identifying the potential effects of changing the organizational identifiers early will make our transition smoother. Other states that have transitioned from two to three tier have experienced various issues with updating applications, databases, and data sets. We anticipate that early identification will minimize these issues by identifying where changes need to occur prior to our planned transition on October 1, 2009.
Manual Handbook Sections Affected: None
Coordination: The Division of Resources (LLMT9200) and the Division of Support Services (LLMT9300).
Contact: If you have any questions please contact Kevin Brooks, Data Administrator, at 406‑896‑5270, or Tracy Thoricht, Management and Program Analyst, at 406‑896‑5224.
Signed by:                                                                   Authenticated by:
Gene R. Terland                                                          Aleta Zahorodny
State Director                                                              Staff Assistant (MT9300)
3 Attachments
       1-Affected Data Report (1p)
       2-Applications Listing (5 pp)
       3-Organization Code Chart (3 pp)

Last updated: 02-28-2013