Opnavinst 3120.32 Ch 1

Front 1

Administration is comprised of what fundamental elements?

Back 1

planning
organization
command and control communications

Front 2

What is the first element of administration?

Back 2

Planning

Front 3

What does planning helps the unit to decide in advance?

Back 3

what to do
how to do it
when to do it
who is to do it

Front 4

Administrative support of the unit must be established to ensure coordination of what?

Back 4

all administrative activities

Front 5

Organization is the element of administration which entails the orderly arrangement of what?

Back 5

materials and personnel

Front 6

Organization does what?

Back 6

establishes the working relationship among unit personnel
establishes the flow of work promotes teamwork
identifies the responsibility, authority and accountability of individuals within the unit

Front 7

Obligation of an individual to render an account of the proper discharge of his or her responsibilities.

Back 7

ACCOUNTABILITY

Front 8

The power to command, enforce laws, exact obedience, determine, or judge.

Back 8

AUTHORITY

Front 9

The assigning of a superior's authority to act to a subordinate.

Back 9

DELEGATING

Front 10

What may never be delegated?

Back 10

responsibility

Front 11

The tasks which the individual is required to perform.

Back 11

DUTIES

Front 12

Responsiblity consists of what 2 things?

Back 12

1) The obligation to carry forward an assigned task to a successful conclusion. With responsibility goes authority to direct and take the necessary action to insure success.
2) The obligation for the proper custody, care, and safekeeping of property or funds entrusted to the possession or supervision of an individual.

Front 13

What are the 3 applicable principles in developing an organization?

Back 13

unity of command
span of control
delegation of authority

Front 14

To ensure all personnel know whom they direct and to whom they report what must me clearly established?

Back 14

the lines of authority

Front 15

Span of control refers to what?

Back 15

The ideal number of people who can be supervised effectively by one person.

Front 16

Ordinarily, a supervisor should be immediately responsible for not less than ___ or no more than ___ individuals.

Back 16

3,7

Front 17

Authority should be delegated to the what level of competence commensurate with the subordinate's assigned responsibility and capabilities.

Back 17

lowest

Front 18

An effective organization will exhibit what 3 basic features?

Back 18

The general pattern in which the organization should be designed.
All essential functions of the organization must be delineated.
There must be a clear definition of individual duties, responsibilities, authority, and organizational relationships.

Front 19

What steps should be followed in setting up an organization?

Back 19

Prepare a written statement of missions.
Familiarize all involved in planning the organization with the principles of organization.
Group the functions logically.
Prepare organization manuals.
Document policies and procedures of the organization in writing.
Indoctrinate key personnel
Set up controls to ensure achievement of the organization's objectives.

Front 20

The authority which a commander in the military service lawfully exercises over his or her subordinates by virtue of rank or assignment.

Back 20

COMMAND

Front 21

Effective command requires mastery of what?

Back 21

leadership and communication skills, and the ability to motivate unit personnel to make personal sacrifices to attain command objectives.

Front 22

Factors affecting motivation include what?

Back 22

clear communication of command objectives unambiguous definition of authority and responsibility a commitment by the chain of command to recognize initiative and excellence as well as deficient performance

Front 23

A good leaders does what?

Back 23

encourage
inspire
teach
stimulate
motivate all individuals of the organization to perform their respective assignments well, enthusiastically, and as a team.

Front 24

A leader should not allow anyone else but themselves to do what to a subordinate?

Back 24

critisize or penalize the subordinate

Front 25

All persons in the naval service have the responsibility to exercise ___ ___ over those persons subordinate to them.

Back 25

proper authority

Front 26

All persons in the naval service are charged to obey readily and strictly, and to execute promptly, all lawful orders of whom?

Back 26

their superiors

Front 27

All officers, warrant officers, and petty officers have the authority necessary to fulfill what?

Back 27

their assigned duties and responsibilities

Front 28

The principles of accountability include:

Back 28

Each individual is fully accountable for his or her own actions, or failure to act when required.
Leaders and supervisors have a duty to assign clear lines of authority and responsibility.
Leaders and supervisors have a duty to provide their subordinates the resources and supervision necessary to enable them to meet their prescribed responsibilities.
Leaders and supervisors have a duty to hold their subordinates accountable, and to initiate appropriate corrective, administrative, disciplinary, or judicial action when individuals fail to meet their responsibilities.

Front 29

Orders must be...

Back 29

lawful and must not be characterized by tyrannical or capricious conduct, or by abusive language.

Front 30

Control involves...

Back 30

measuring performance and, where deficiencies exist, providing corrective action

Front 31

What are 2 types of controls?

Back 31

Management Control Program (MCP)
individual performance controls

Front 32

Commanding officers are responsible for ensuring that resources under their purview are used ___ and ___, and that programs and operations are discharged with integrity and in compliance with applicable ___ and ___.

Back 32

efficiently, effectively, laws, regulations

Front 33

Management controls should ensure what 5 things are done?

Back 33

(1) programs achieve their intended results
(2) resources are used consistent with agency mission
(3) programs and resources are protected from waste, fraud, and mismanagement
(4) laws and regulations are followed
(5) reliable and timely information is obtained, maintained, reported and used for decision making.

Front 34

The program for implementing management controls should have the following basic elements:

Back 34

Clear responsibility for MCP management and the performance of management control evaluations.
Inventories of assessable units, segmented along organizational, functional, and/or program lines.
Effective, continuously monitored and improved management controls associated with programs.
Processes for identifying, reporting, and correcting material weaknesses, which are instances where management controls are not in place, not used, or not adequate.
Effective training and clear accountability for individuals with responsibility for systems of control, including subordinate commanders or commanding officers, if any.

Front 35

The individual performance control process also requires that the unit commander do what?

Back 35

establish standards, measure performance against these standards, and require correction where deviations from standards exist.

Front 36

Resorting to the withholding of privileges and extra military instruction should occur only when?

Back 36

counseling and normal training fail to accomplish the necessary objective.

Front 37

Punishment may only be imposed through judicial process or nonjudicially through what article of the Uniform Code of Military Justice (UCMJ)?

Back 37

Article 15

Front 38

instruction in a phase of military duty in which an individual is deficient and is intended to correct that deficiency.

Back 38

EMI

Front 39

Extra instruction assigned must be...

Back 39

logically related to the deficiency to be corrected.

Front 40

What are the 5 limitation for EMI?

Back 40

EMI will not normally be assigned for more than 2 hours per day.
outside normal working hours.
not be conducted over a period that is longer than necessary to correct the performance deficiency.
not be assigned on member's Sabbath.
EMI will not be used as a method of depriving normal liberty.

Front 41

What rank or rate can assign EMI during normal working hours?

Back 41

any

Front 42

Authority to assign EMI to be performed after working hours rests with whom?

Back 42

the commanding officer or officer in charge

Front 43

Can the CO delegate the authority to assign EMI after working hours to anyone else?

Back 43

yes
officers and petty officers in connection with duties and responsibilities assigned to them.

Front 44

Is Delegation of authority to assign EMI outside of working hours to responsible officers and senior petty officers encouraged?

Back 44

yes

Front 45

Temporary withholding of privileges is authorized under what?

Back 45

R.C.M. 306(c)(2) and Part V, MCM,
1984

Front 46

A privilege is a ___, ___, or ___, provided for the convenience or enjoyment of an individual.

Back 46

benefit, advantage, favor

Front 47

Authority to withhold a privilege, however temporary, must ultimately rest with what level of authority?

Back 47

The level empowered to grant that privilege.

Front 48

Authority to withhold privileges of personnel in a liberty status is vested in whom?

Back 48

the commanding officer or officer in charge

Front 49

Can the CO delegate the authority to withhold privileges of personnel in a liberty status?

Back 49

yes

Front 50

Deprivation of normal liberty as a punishment is illegal, except as specifically authorized under what?

Back 50

UCMJ

Front 51

lawful deprivation of normal liberty may result from what other actions?

Back 51

authorized pretrial restraint, or in a foreign country or in foreign territorial waters

Front 52

All officers and senior petty officers are expected to ___ their subordinates publicly when appropriate.

Back 52

commend

Front 53

Recognition may include:

Back 53

Awarding letters
Initiating recommendations for personal awards
Assigning preferred duties.
Initiating recommendations for special recognition
Making recommendations for reenlistment, assignment to training schools, education or advancement programs and documenting exceptional personal performance in enlisted evaluations.

Front 54

Communications within a unit are exercised primarily through what means?

Back 54

plan of the day
personal contact
issuance of unit instructions and notices

Front 55

Efficient administration requires the development of what?

Back 55

Records Management Program

Front 56

Forms are located in what instruction?

Back 56

SECNAVINST 5213.10D

Front 57

Reports are located in what instruction?

Back 57

SECNAVINST 5214.2B (NOTAL)

Front 58

Administrative Issuances are covered in what instruction?

Back 58

SECNAVINST 5215.1C

Front 59

Records disposal, storage, and protection is covered in what instruction?

Back 59

SECNAVINST 5215.1C

Front 60

Records disposal, storage, and protection

Back 60

SECNAVINST
5212.5D

Front 61

Classified material control is covered in what instruction?

Back 61

OPNAVINST S5510.36

Front 62

All requests for Department of the Navy records that can reasonably be interpreted as requests under the Freedom of Information Act should be reviewed according to what instruction?

Back 62

SECNAVINST 5720.42E

Front 63

Information covered by the privacy act is covered in what instruction?

Back 63

SECNAVINST 5211.5D