APPENDIX C

Guide for Staff Reports

C-1 THE DISPOSITION FORM (DF) The Disposition Form or DF is generally used for correspondence between elements of an organization and is usually preprinted with data to facilitate the preparation of routinely securing correspondence. General rules in preparing the DF: A. The office symbol identified the specific originating office. B. The date is the day the DF is assigned. C. The subject is typed with the first letter of each word capitalize. State the subject in concise terms. D. Within 10ID, the DF can be addressed to another staff and to the Commanding General (Note: In HPA, it is taboo to use DF to the CG). Use MULTIPLE or IN TURN addressee when there is more than one addressee. Use abbreviated designation of addressee and originator unless abbreviations risk misunderstanding. Use ATTN to identify the intended action officer within the organization. E. The actual writer must be identified by name. Cite the typist initial and the telephone number of the writer as shown in the example. F. Organize the substance or body of the DF in numbered paragraphs, lettered subparagraphs, etc. if the DF consists of only one paragraph, do not number it. G. Margins are governed by the printed lines on the formed H. The commander may authorize others to sign the DF for him. When someone signs for the commander, authority line will be used to indicate that the DF expresses the will of the commander. I. The number of in closures will always be stated. When they are not fully identified in the body, give a brief description of each. If the in closures are not fully identified, use the symbol AS to indicate as stated J. The basic message is CMT 1. Succeeding entries are consecutively numbered comments beginning with CMT 2. When succeeding comments can be stated in full on the same page, place them immediately following the preceding comment. If the entire comment will not fit, begin it on a separate blank page. When a comment consists of only one paragraph, it is not numbered.

DISPOSITION FORM
FILE NR:
TO: G4 FM: G3 DATE:

SECURITY CLASSIFICATION

SUBJECT: Provision of Five (5) M35 Trucks

CMT NR _____ RNA/EFM/elp/4796

1. Reference: H10ID Operational Directive Nr 07dated 11 May 07. 2. Request provide five (5) M35 Trucks to ferry the students of Jungle Warfare and Mountain Operation Course from H10DTU Calinan, Davao City to H1001Bde on 131400 May 2007. 3. Further request favorable action. - ALBANO -

DISPOSITION FORM
FILE NR: SUBJECT:

SECURITY CLASSIFICATION

Retention of CAA Coy Quota with the Command

TO:

CG

FM:

G3

DATE:

CMT NR _________ RND/EFM/elp/4796

Thru: CofS 1. References: a. b. c. Radio message from CG, PA CN FIB-2704-079-2007. Radio message from COMEASTMINCOM CN OU3 OPNB-0105-081-2007. Government Hydro Flagship Project at Sibulan, Sta Cruz, DDS.

2. Per reference 1a, CG, PA informed this Command that GHQ has allotted seven (7) CAA Coys Quota for the Command as holding forces in the dismantling of guerilla fronts in the AOR for CY 2007 distributed as follows: 1001 BDE TF RAPTOR 1002 BDE FC 2 FC 33 FC 71 FC 12 FC 53 1 2 2 1 1

3. Per reference 1b, COMEASTMINCOM informed this command that they have requested to higher headquarters for the realignment of one (1) CAA Coy from FC 53 to FC-2 and one (1) CAA Coy with no PGF to FC 8 of 4ID. 4. Per reference 1c, CO, 1002Bde requested for additional troops to man the Government Hydro Flagship Project at Sibulan, Sta Cruz, DDS which is about to start sometime 2nd Qtr of 2007. 5. In this regard, recommend approval on the attached radio message to COMEASTMINCOM for the retention of the CAA Coy Quota that is projected to be realigned to FC 8, with the command to be utilized in securing the government Hydro Flagship Project at Sibulan, Sta Cruz, DDS and at the same time secure the future site of the Division Headquarters, - ALBANO -

C-2 Summary Disposition Form The summary DF or SDF is a staff paper used to secure the commanders approval of recommended actions. It is prepared on a DF form and follows of the basic rules in the preparation of a DF. The SDF includes the following paragraphs: a. References -to establish the background

b. Purpose c. Discussion d. Recommendations

-to state the purpose -to discuss the relevant issues - to recommend the action necessary

DISPOSITION FORM
FILE NR:
TO: CG FM: CofS

SECURITY CLASSIFICATION: CONFIDENTIAL

SUBJECT: Company Commanders SeminarWorkshop

DATE: RNA/JQV/obe/4796 __________ G3 __________ __________ G1 __________ __________ G2 __________ __________ G4 __________ __________ G6 __________ __________ G7 __________ _________ MFO__________ CMT NR 1

SUMMARY: 1. Reference: HPA Letter Directive dated 02 October 2006. Subject: Company Commanders Seminar- Workshop. 2. Per above reference, the command will conduct a three days Company Commanders Seminar- workshop on 08 10 November 2006. The purpose of which is to enhance the knowledge and leadership qualities of company commanders. As part of the Combat Leadership Enhancement Program (CLEP), the activity also serves as a venue to clarify and elaborate to them their roles in our internal consideration efforts and in the development and organization of the rifle squad. 3. workshop. b. c. 4. CG, 10ID to give an inspirational message during the opening ceremony. CG, PA will be invited as the guest of honor and speaker during the closing ceremony. In this regard, G3 recommends the following: a. Headquarters TF Davao will be the venue for company commanders seminar-

G1, G2, G4, G6, G7, MFO and I concur

RECOMMENDATION: 5. Approval of para 3, notation on the attached Letter Directive, opening and closing programs,

radio message for the said activity, POE of the seminar and signature of the invitation letter to CG,PA. - DE LEON -

C-3 STAFF STUDY The military staff study is a method of identifying, analyzing and solving problem. There are many definitions of it, but in the final analysis, it is nothing more than the formal recorded expression of a logical process. It must not only define its problem explicitly and concisely, but in certain instances even demonstrate that a problem does in fact exist. The study must also establish the absence of existing solutions that are applicable and adequate. It must propose and investigate reasonable alternative solution and it must anchor its choice of one in a demonstrable fact. Four Major Divisions The staff study has four major divisions: Heading Body Closing Attached annexes 1. The heading. The heading is similar to that used in a military letter and includes: a. The headquarters of origin . Ordinarily, offices within a headquarters are not shown in the heading; however, they are shown at the 10ID level and may be shown, if logically desired, at the other levels of Command. The place of location of the headquarters. The date and time when the report is prepared (e.g. 151200 Jul 94). Some headquarters omit the line from studies in which the time element is relatively unimportant. The file reference. This usually contains an office symbol but no file number. The subject of the report. This should be a concise description of the topic of the staff study sufficient to provide file reference.

b.

c. d.

e.

Address (optional). If necessary to show the addresses, it is shown immediately preceding the subject. The words MEMORANDUM FORM are used, followed by the duty title (or rank and name) of the person addressed.

2. The Body. The body is the heart of the staff study. It briefly states all essential elements of the problem, analysis and solutions. It contains six elements, namely: Paragraph 1. PROBLEM Paragraph 2. ASSUMPTIONS Paragraph 3. FACTS BEARING ON THE PROBLEM Paragraph 4. DISCUSSION Paragraph 5. CONCLUSIONS Paragraph 6. ACTION RECOMMENDED a. Statement of the Problem. Paragraph1. PROBLEM. The paragraph is a short, clear statement of the problem to which the study proposes a solution. Usually, a problem takes one or two forms: To determine the feasibility of a given course of action; or To determine a course of action to meet certain requirements. Ways of Stating the Problem. The problem should be stated in one of the following forms: a) AS A QUESTION - e.g. What can be done to reduce the cost of the motor vehicle so as not to exceed P10, 000.00 for the remainder of fiscal year 1994? b) AS AN INFINITIVE PHRASE - e.g. To find ways to reduce cost of motor vehicle maintenance so as not to exceed P10,000.00 for the remainder of fiscal year of 1994. c) AS A STATEMENT -e.g. We need to reduce the cost of motor maintenance so as not to exceed P10, 000.00 for the remainder of fiscal year of 1994. b. Assumption. Paragraph 2. ASSUMPTION. This paragraph lists those assumptions that are necessary for a logical consideration of the problem. Assumptions are condition which can not be verified. They broaden or limit the problem. Assumptions are usually reasonable guesses. Three common faults that writers of staff studies have regarding assumptions are: They are too many They are confused with facts bearing on the problem, and

They try to use them as crutches or short cuts. Use these four sounds rules as regard to the use of assumption: They must be NECESSARY. They must be REALISTIC. They must be stated in a POSITIVE manner. They must be RE- EVALUATED for necessity.

Valid Assumption. A valid assumption is best described as an obtainable data that bears directly upon the problem. A valid assumption is stated in a positive manner incorporating the auxiliary verb will. For example, Troop requirements will remain near current levels in the immediate future. In order to be valid, an assumption must describe information that is unobtainable. For example events that have not yet occurred The term valid is given a somewhat special meaning in the context of the staff study assumption. It is not synonymous with factual accuracy. A valid assumption must be factually accurate. Valid assumption will establish requirements that must be fulfilled in order to attain the recommended solution. Typically, they describe future eventualities upon which the success of the solution depends. If the outcome will be unaffected regardless of whether or not and assumption turns out to be factually accurate, then that assumption is considered valid. If the outcome of the recommendation is not necessarily affected by the factual accuracy of an assumption turns out to be inaccurate, then the recommended solution will fail. Assumptions Are requirements to validate reasoning. Usually given by the superior. Determine limits within which problem is solved. Must be realistic, not wishful thinking. Must be stated positively (will) Made only when necessary to plug gaps of essential information which cannot be obtained by diligent search (reasonable guesses based on facts). If conclusions are valid despite assumptions they should be eliminated. c. Facts Bearing on the Problem Paragraph 3. FACTS BEARING ON THE PROBLEM. This paragraph lists the facts which are the basis of the analysis and solution of the problem. Only those important facts pertinent to the solution of the problem are included. Unnecessary facts confuse the reader and hide the writers thinking. What makes the statement undeniable facts?

Has the fact been documented? Can it be done? In what manner does the fact bear directly on the problem as a whole? Does the fact eliminate the need for the further development to relate it to the subject? In the manner does the fact clarify the problem? The facts should be stated briefly and should be arranged sequentially and logically related to the discussion which follows. If the facts are too voluminous, they should be summarized in the facts paragraph and the details contained in en annex. The most common error in presenting the facts are: 1) It includes one or more conclusions. 2) Structure the statement in such a way that it becomes a conclusion or an assumption rather that a statement of facts. 3) Omit pertinent facts. 4) Include facts which do not bear on the problem. d. Discussion Paragraph 4. DISCUSSION. This paragraph analyzes the problem. The effects of the assumption and the facts of the problem are described and the advantages and disadvantages of the various actions are determined. 3. Closing. a. Conclusions Paragraph 5. CONCLUSION. This paragraph gives the result of the reasoning developed in the discussion paragraph. This is the point at which the solution is selected. The less desirable courses of action are eliminated, and a complete workable solution is presented. The conclusion(s) is the first and natural result to the objective analysis in the discussion. b. Action Recommended Paragraph 6. ACTION RECOMMENDATIONS. This paragraph states concisely and clearly the recommended course (s) of action. The recommendations tell how the solution should be put into effect. They must cover each phase of the problem and must be consistent with the conclusion (s). Never include new matters in the recommendation (s). Paragraph 6 must be in consonance with the conclusion. The staff action must be complete. If it is recommended, for example, that a letter signed by the commander be dispatched to a subordinate commander, the actual letter should be lifted and attached to the study as annex.

Complete, concise and clear-out statement of action to effect solution needs simple approval to initiate implementing action. Recommendation (s) must follow logically from the conclusion (s). They should be stated in clear, concise positive statements. Specific step by step means of implementing recommendation should be included. The person preparing the staff study should sign immediately after the action recommended. 4. Attached Annexes. Annexes are used to keep the summary sheet concise, yet provide a ready reference to expanded detail and supporting information. Examples of attached annexes are: implementing memorandum, directives, letters, detailed data, lengthy discussion, execution documents and a bibliography. Annexes may be subdivided into appendices and tabs. Annexes are identified with capital letters, appendices with Roman numerals, and tabs with capital letters. ____________________ ENDNOTES: HPA Staff Hand Book