OMB BULLETINS 1969

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP06M00944R000200050004-7
• Release Decision: RIFPUB
• Original Classification: K
• Document Page Count: 81
• Document Creation Date: December 27, 2016
• Document Release Date: July 17, 2013
• Sequence Number: 4
• Publication Date: May 19, 1969
• Content Type: REPORT

Declassified and Approved For Release 2013/07/17 : CIA;RDP06M00944R000200050004-7
Distribution:
1-0/Finance
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
CI
EXECUTIVE OFFICE OF THE PRESIDENT
BUREAU OF THE BUDGET
WASHINGTON. D.C. 20503
BULLETIN NO. 69-12 May 191 1969
TO TU HEADS OF EXECUTIVE DEPARTMENTS AND ESTABLISHMENTS
SUBJECT: Information on agency financial management improvement
efforts
1. Purpose. This Bulletin requires each agency to submit data on
its financial management improvement activities during fiscal year
1969. The requested information will be used in a review of the
status of agency systems and current improvement efforts under the
Joint Financial Management Improvement Program.
2. Reporting requirements. The information required under this
Bulletin is identified in Attachment A. The instructions call for
data on significant accomplishments in financial management during
fiscal year 1969, the status of agency budget and accounting systems
improvement work as of June 301 1969, and plans for future improve-
ments. An original and five copies of the report are to be furnished
the Bureau of the Budget not later than June 30, 1969. The General
Accounting Office and the Treasury Department will participate in
the review of the agency reports.
Attachment
ROBERT P. MAYO
Director
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
ATTACHMENT A
Bulletin No. 69-12
REPORTING INSTRUCTIONS AND GUIDELINES
1. Coverage. All executive agencies are to submit reports in response to this
Bulletin.
2. Content of required reports. Agencies are to present the material in two
sections--Part Al Accomplishments and Future Plans, and Part B, Status Informa-
tion- -as shown in Exhibit 1. The content of each part is to be developed
according to the guidelines set forth below.
3. Part A--Accomplishments and Future Plans. This section of the report is to
provide clear and concise narrative statements on significant accomplishments
and future plans. Such statements should be reported for the agency or depart-
ment as a whole or, if it is more meaningful, in terms of major components or
the tabular line items used in Part B.
a. Statements should be provided on financial management improvements
completed during fiscal year 1969, emphasizing the management benefits derived.
Improvements installed during prior years, properly identified as such, should
also be included if the operating and managerial gains resulting from the change
began to be realized substantially during fiscal year 1969. In reporting on
specific achievements, emphasis should be placed on those accomplishments that
resulted in major savings or other benefits.
(Th b. To provide for effective presentation of accomplishments on the annual
- report of the Joint Program for fiscal year 1969, the narrative statement of
improvements in agency submissions should be accompanied by illustrations
wherever practicable--employing graphs, charts, photographs, etc., that will
demonstrate pictorially the nature and significance of the improvements.
Illustrations of before and after comparisons of significant improvements
would be useful.
c. The requested information should be set forth in a brief narrative
description of significant improvements and the results obtained, together
with a preliminary outline of any proposed illustrations. Agencies may wish
to consult with General Accounting Office or Bureau of the Budget staff on
questions concerning improvements to be reported and proposed illustrations.
To facilitate development of the Joint Program report, agency submissions
should be classified under broad functional headings such as financial organi-
zation, budgeting, accounting, reporting, and internal audit. Changes
involving mechanization or automation should be included in the functional
area most directly involved, or may be set forth in a separate section on
automation.
d. To provide for clear understanding of the agency's modernization
program, reports of accomplishments should be accompanied by future plans
for needed improvements. Each planned improvement should be appropriately
related to other information furnished in the report, and should include a
realistic target date for completion.
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
"
2
e. Several areas of improvement action should be covered in the reports
of all agencies in which identified objectives of the Joint Financial Manage-
ment Improvement Program have not been fully attained. These include;
Adoption of cost-based budgeting practices for presentation of
budget requests.
Actions taken or planned toward effective use of responsibility
centered cost-based operating budgets and related reports that
will measure performance and permit comparison with approved plans
for purposes of promoting efficiency and cost reduction.
Synchronization of classifications for programming, budgeting,
accounting, reporting, and control in order to permit use of an
integrated management system for conduct of agency operations.
For agencies in which planning-programming-budgeting systems are
employed, the reports should identify the progress being made in
coordinating that effort with the financial management improvement
program. The objectives of such coordination should be to assure
that the financial systems provide an accurate and reliable basis
for associating costs with program elements and budget classifica-
tions, and that the data demands of the PPB system are satisfied
within the framework of a unified management system in the agency.
-- Actions taken or planned toward effective installation of accrual
accounting practices, and obtaining Comptroller General approval
of agency accounting systems.
Actions taken or planned to comply with Bureau of the Budget
Bulletin No. 68-10 and any supplements thereto, the GAO Manual,
and the Treasury Fiscal Requirements Manual regarding accounting
and monthly reporting of accrued revenues and expenditures. In
this connection the President has reaffirmed the importance of
going forward promptly with the necessary preparatory work for
converting the budget and the companion financial reports of the
Treasury to the accrual basis as recommended by the President's
Commission on Budget Concepts. Agencies are currently required
to submit monthly reports (Treasury Forms BA 6727 and 6726) of
accrued expenditures and revenues to the Treasury Department on
a 'test operation" basis until a formal changeover takes place
with the budget for 1972 to be submitted in January 1971.
Actions taken or planned toward improvement of financial management
for grant-in-aid programs, with particular reference to coordinating
and simplifying financial requirements imposed on grantees; and
arrangements for improved coordination and efficient accomplishments
of Federal audit objectives in such programs, as called for in
Bureau of the Budget Circular No. A-73.
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
3
-- Application of statistical sampling techniques to financial opera-
tions, with specific identification of actions taken or planned
toward use of such techniques in the administrative examination of
vouchers.
-- Improvements in cash management, covering particularly the use of
letters of credit or other methods of reducing cash balances held
by contractors, States, international institutions, foreign govern-
ments, or other recipients of grants or contributions.
-- Actions taken or planned in the recruitment and training of finan-
cial personnel in order to permit development and effective
operation of a financial management system that conforms to
requirements and satisfies the needs of management.
4. Part B--Status Information. This section of the report is to identify the
status of agency efforts toward modernization of budget and accounting systems
in relation to the provisions of the Budget and Accounting Procedures Act of
1950, as amended by Public Law 84-863. The central agencies under the Joint
Financial Management Improvement Program have urged operating agencies to
attain these goals as quickly as possible so as to provide better service to
management and to promote more effective conduct of program operations. The
House Government Operations Committee, in a series of hearings, has reempha-
sized the congressional interest in more rapid implementation of legal require-
meats in agency financial management systems.
a. For each agency in which those requirements have not been met, the
status tabulation will provide firm target dates that reflect positive plans
for full compliance, and represent a realistic commitment by the agency to
attain the desired objectives within the specified time period. In this
connection, any postponement of target dates from those reported in last
year's report of status will be explained in Part B--under 'Remarks "--including
the reasons for the slippage in schedule, and the action being taken to avoid
similar problems with respect to the new target date. Footnotes without tar-
get dates, and entries such as "Indefinite" or "Not Planned" will not be
sufficient.
b. The status tabulation in Exhibit 1 is to be completed by each agency
as of June 30, 1969. If an agency as a whole has attained the required objec-
tives and its accounting system has been approved by the Comptroller General,
the tabular form of report need not be employed. Instead, reporting under
Part B can be complied with by use of the narrative statement: "Installation
of accrual accounting and cost-based budgeting practices completed; accounting
system approved by Comptroller General (insert date of approval)." However,
if previously approved systems have been resubmitted and are under review by
the Comptroller General or if action is underway for the resubmission of such
systems, the status information will be shown under Part B.
c. For those agencies using the tabular form of report, column (a) is
to identify the organization and/or accounting entity for which information
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
I;
is submitted. The tabulation in each agency's submission is to reflect the
stub entries used for the agency in the Appendix of the published Annual
Report of the Joint Financial Management Improvement Program for Fiscal
Year 1968. The entries are to cover both complete systems and segments of
systems. If any adjustments in the stub entries of the published tabulation
are warranted by reorganizations or by other changes, the agency should contact
General Accounting Office representatives to work out a mutually agreeable
stub column for its tabulation.
d. Columns (b), (c), and (d) will identify the status of approval of
agency accounting systems by the Comptroller General.
(1) Column (b) will identify by appropriate language and by date
(month and year) whether the underlying principles and standards have been
officially approved, formally submitted for approval, or scheduled for future
submission. This column will be omitted for systems approved or submitted
for approval prior to July 1, 1967, when the two-step approval procedure
was established.
(2) Column (c) will identify by appropriate language and by date
(month and year) the status of the accounting system design. This column
will be omitted for systems approved or submitted for approval prior to
July 22, 1968, when the three-step approval procedure was established; and
in those cases where agencies do not propose to request such approval prior
to submission of the accounting system documentation.
(3) Column (d) will identify by appropriate language and by date
(month and year) the status of approval of the detailed accounting system
in operation. Systems which have previously been approved and which have
been submitted for reapproval will show the original approval date in this
column. The resubmission date will be noted under "Remarks."
(4) Where previously submitted systems have been withdrawn by an
agency or returned as unapproved by the Comptroller General, the entries
in columns (b), (c), and (d) will reflect, as appropriate, the new target
dates for resubmission of the systems.
(5) For accounting systems not legally subject to approval by the
Comptroller General, the entry "Not applicable" will be shown.
e. The last two columns are to reflect the status of cost-based budgeting.
Column (e) is to show "Complete" if the agency has adopted internal cost-based
budget procedures and uses operating budgets and related reports for planning
and control of the costs of operations on a current basis throughout the year;
otherwise, the column should show the target date (month and year) for com-
pleting such action. "Complete" is to be used in column (f) where all appropria-
tions of the agency were printed on a cost basis in the 1970 Budget Appendix;
otherwise, that column should show as a target date the fiscal year budget in
which the agency plans to convert to a cost-based presentation for all appro-
priations. The entry "Partial" is to be shown, along with a target date, if
\
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
5
cost-based presentations were printed for some appropriations in the 1970
Budget Appendix, but not for all.
f. The "Remarks" section of Part B is to provide any necessary explana-
tions of the tabular entries. Such explanations should be identified, as
appropriate, with the line item in the tabulation. The tabular entries and
the supporting remarks should indicate clearly the degree to which each
organization has progressed in developing its financial management system
to meet the requirements of the Budget and Accounting Procedures Act of 1950,
as amended.
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Bulletin No. 69-12
Firricial Management Improvement Program
Ay Report as of June 30, 1969
Agency
Date
Part A - Accomplishments and Future Plans
Part B - Status Information
oi?zation and/or
Accounting
Entity
Accounting System Approval
Cost-Based Budgeting
Principles
and
Standards
Accounting
System
Desi n
Accounting
System
Documentation
Used
Internally
Budget
Presentation
(a)
(b)
(c)
(d)
( e )
(f)
Remarks:
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
C
EXECUTIVE OFFICE OF THE PRESIDENT
BUREAU OF THE BUDGET
WASHINGTON. D.C. 20503
BULLETIN NO. 69-11 January 27, 1969
TO THE HEADS OF EXECUTIVE DEPARTMENTS AND ESTABLISHMENTS
SUBJECT: Review of previous agency legislative
recommendations
1. Purpose. This Bulletin establishes procedures for the
clearance (or reclearance) of draft bills and agency re-
ports on pending legislation which were submitted by agen-
cies to the Bureau of the Budget prior to January 20, 1969.
2. Backvround. Under normal procedures set forth in Budget
Bureau Circular A-19, agencies transmitted to the Bureau
draft bills and reports on pending legislation which were
intended for submission to the 91st Congress and were re-
ceived in the Bureau prior to January 20, 1969. Many of the
draft bills and reports were cleared in accordance with the
policies of the previous Administration and were sent to the
91st Congress by the agencies concerned before January 20,
1969. Others were still pending in the Bureau on that date.
3. Review of proposals. Applying the policies and objectives
of the present Administration, agencies are requested to
review the draft bills and reports which they transmitted
to the Bureau prior to January 20, 1969, and to identify
the items which they wish to continue to support.
Those items which agencies wish to support without change
should be included on lists as indicated in paragraph 4
below. Those items which agencies determine they would
like to support but with changes or revisions should be
resubmitted to the Bureau for clearance in the usual manner.
4. Preparation of lists. Agencies should prepare lists
of the draft bills and reports which they wish to continue
to support unchanged. These lists (an original and four
copies) should be sent to the Assistant Director for Legis-
lative Reference as promptly as possible. They may be divided
into two or more installments if that will serve to expedite
reclearance. Where appropriate, negative reports should be
furnished.
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
2
5. Purposes of the lists. With respect to items which were
transmitted to the 91st Congress prior to January 20, 1969,
the lists will be treated as an agency request for reclear-
ance. With respect to items still pending in the Bureau
on that date, the lists will identify those on which the
agencies still wish to receive advice. In both cases, agen-
cies will be given advice which reflects the views of the
present Administration.
ROBERT P. MAYO
Director
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
EXECUTIVE OFFICE OF THE PRESIDENT
BUREAU OF THE BUDGET
WASHINGTON. D.C. 20503
BULLETIN NO. 69-10 December 6, 1968
TO THE HEADS OF EXECUTIVE DEPARTMENTS AND ESTABLISHMENTS
SUBJECT: Special analysis on Federal income security
programs
1. Purpose. This Bulletin provides instructions for the
submission of data required for a new special analysis of
Federal income security programs to be included in the
1970 budget.
2. Definition and coverage of Federal programs providing
income security benefits. This analysis will focus on
Federal programs designed to redistribute income for
specific support of individuals.
The definition to be used for income security benefits is:
Payments made, in cash or in kind, in order to
provide for the expenses of daily living of persons
in the society who perform no current services for
such benefits.
Benefits may be included in this special analysis without
regard to an individual's need of the benefit for his sup-
port or to the benefit's adequacy in meeting program pur-
poses. Any payment for, or purchase of, goods and services
involving productive operations (shipping subsidies, price
support payments) will not be included.
Programs will be included without regard to the method of
payment. The methods of payment will include:
a. Cash payments which go: (1) directly to persons,
such as retirement pay, social security, veterans benefits,
etc., or (2) through intermediary levels, such as public
assistance or unemployment compensation.
b. Income-in-kind, which may be direct, such as com-
modity distribution, or indirect, such as Medicaid. Agencies
should report income-in-kind data for the programs listed in
Attachment B. Data on both benefits and administrative and
operating expenses should be reported in accordance with that
reported in the 1970 budget.
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
2
It may be difficult to decide on the inclusion of some
expenditures in this income security analysis. Some pro-
grams may, in fact, serve two or more purposes. As a
general rule, if a benefit plays only a minor role in
income security, it should be excluded. Questions will
be resolved on a case-by-case basis by consultation with
the Bureau of the Budget.
3. Information reauested, procedures, and timing. The
instructions and format for the required information are
contained in Attachments A and B, and Exhibit 1.
An original and three copies of this information will be
submitted. The requested information will be submitted by
December 20, 1968. Final revisions will be provided no
later than December 24, 1968.
4. Availability of data. Where data normally collected by
agencies are not adeauate to respond to these instructions,
estimates should be used. In those cases, a narrative ex-
planatory statement should accompany Exhibit 1 to identify
the assumptions and procedures used. It should also include
a description of the steps that will be taken to secure such
data for subseauent fiscal years.
Charles J. Zwick
Director
Attachments
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
ATTACHMENT A
BULLETIN NO. 69-10
INFORMATION FOR SPECIAL ANALYSIS
ON FEDERAL INCOME SECURITY PROGRAMS
IN THE 1970 BUDGET
General instructions. The required information will be
prepared in the format shown in Exhibit 1. Two basic
tables (Parts III and IV) will be completed. The first
(Part III) calls for information by appropriation for
five years: 1961, 1964, and the three budget years. The
second (Part IV) requires more detailed information, but
only for the three budget years.
A separate set of tables should be prepared for each pro-
gram when an appropriation covers more than one identifiable
program. In that case, summary tables showing the appropri-
ation totals should also be prepared. When several appro-
priations support a single program, summary tables for the
entire program should be prepared. Such tables should be
clearly marked "program summary" at the top and should be
supported by tables for each appropriation.
Programs with Federal outlays of over $1 million in any year
covered by the analysis will be reported. Dollar amounts should
be reported in tenths of millions and net of reimbursements
received, but should include payments to other agencies.
Funds for delegated or transferred programs should be reported
by the agency receiving the initial appropriation. When ap-
plicable, indicate the amount of overlap between the Federal
outlays provided under this analysis and those provided under
the special analyses of health, education, and manpower
programs.
Instructions for Exhibit 1, Part III
1. "Risk" Category - is a term borrowed from insurance
terminology to indicate target population in the broadest
sense necessary to describe the beneficiary in the context
of the program goal. Thus, for a program which supplements
the income of a person too disabled to work, the risk cate-
gory would be "the disabled", even though the same benefi-
ciary may be the target of another program which characterizes
him as "the poor". If the income supplement continues after
death, the beneficiaries would be counted in the "survivor"
category--no longer reflecting disability as the reason for
the income supplement, but death of the breadwinner.
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
2
2. Benefit outlays - are the amounts shown in the budget
document as "Outlays" under the various appropriations for
benefit payments. Normally, only the transfer payment
would be included. A separate line is provided for other
costs (e.g., administrative expenses) necessary to operate
the program.
3. Beneficiary - means the person who, whether or not he
is actually receiving benefit payments, is awarded benefits
on the basis of the program goal. The benefit may be, as
in the case of Aid to Families with Dependent Children, the
incremental value of the family allowance.
4. Description of Risk Categories
Category Description
Aged or retired Persons qualified for benefit on
the basis of old age, or on the
basis of retirement due to length
of service, and their dependents.
Disabled
Survivors
Unemployed
Other
Persons under the age necessary
for entitlement to old age bene-
fits and who are unable to pursue
substantial gainful employment as
defined by the benefit program,
and their dependents.
Persons who, regardless of age,
are receiving continuing income
supplements after the death of
the principal beneficiary.
Persons who are receiving benefits
due to a lack of employment not
related to illness, disability, or
age, and dependents if applicable.
Specify.
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
3
Instructions for Exhibit 1, Part IV
1. Households - use the Bureau of the Census definition.
2. Individuals - include all members of households, whether
or not they are beneficiaries.
3. Characteristics of 1968 recipients - if the distributions
are not known exactly, estimate and indicate the method used
in the narrative.
Narrative explanatory statement. Agencies will prepare a
brief narrative statement providing the following informa-
tion for each program:
1. A brief (one-half page) description of the program indi-
cating the clientele served, the administering agencies at
the Federal, State, and local levels, new directions in the
program, and findings of any special cost-effectiveness or
other analytic studies which have implications for the con-
duct of the program.
2. Comments concerning the general reliability of the data
(to facilitate judgments as to which data can reasonably be
used for purposes of illustration and/or discussion and
publication in the special analysis), identification of the
sources of data, an explanation of the estimating procedures,
and an outline of the steps which will be taken to obtain
missing data for subsequent fiscal years.
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 :CIA-RDP06M00944R000200050004-7
Exhibit 1
Bulletin No. 69-10
FEDERAL INCOME SECURITY PROGRAMS
L Organization administering program:
Agency
Bureau
Program:
Title of appropriation account
Budgat document identification code
If only a part of appropriation is reported, what activities provide
income security:
III. For the funds devoted to providing income security, give the following infor-
mation:
Fiscal Year
"Risk" Category
1961
1964
1966
1969
1970
TOTAL
_ .
Benefit outlays ($ millions)
No. of beneficiaries (thousands)
Outlays for administrative expenses
($ millions)
Aged or retired
Benefit outlays ($ millions)
(Portion for persons over age 65)
No. of beneficiaries (thousands)
Disabled
Benefit outlays ($ millions)
No. of beneficiaries (thousands)
Survivors
Benefit outlays ($ millions)
(Portion for persons under age 21) . . .
No. of beneficiaries (thousands)
a
Unemployed
Benefit outlays ($ millions)
No. of beneficiaries (thousands) .
. _ .,
Other (please specify)
Benefit outlays ($ millions)
No. of beneficiaries (thousands)
State matching funds, all categories ($ mil )
for benefit payments
for administrative expenses
?
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
2
19. Provide the following additional information:
"Risk" Category
TOTAL
Aged or retired . . .
over 65
retirees under 65
Disabled
Survivors
Unemployed
Other (please specify)
Outlays
(8 millions
No. of Households
(thousands)
No. of Individuals
(thousands)
1970
1968
1969
1970
1968
1969
1970
1968
1969
"Risk" Category
TOTAL
Aged or retired . . .
over 65
retirees under 65 .
Disabled
Survivors
Unemployed
Other (please specify)
Characteristics of 1968 Recipients (Number of
individuals benefitted in thousands)
Age
Under 21
21-64
65 and over
Income after re-
ceipt of benefit
Below
poverty
line "
Above
poverty
line 3/
1/ According to OFO/SSA definition of poverty.
V. Respondent:
Name
Code and extension
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
ATTACHMENT B
BULLETIN NO. 69-10
Income-in-Kind Programs to be Included in the
Federal Income Security Special Analysis
AGENCY PROGRAM
Department of Agriculture
Food Stamps
School Lunch
Special Milk
Removal of Surplus Agri-
cultural Commodities
(Section 32)
Donations by Commodity
Credit Corporation
Department of Health, Education
and Welfare Medicaid
Department of Housing and Urban
Development Home Ownership and Rental
Housing Assistance
Rent Supplements
Public Housing
Mortgage Credit: Special
Assistance Functions
CI
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7 4A-4AL-A
Stk clEA-
EXECUTIVE OFFICE OF THE PRESIDENT
BUREAU OF THE BUDGET
WASHINGTON, D.C. 20503
BULLETIN NO. 69-8 December 3, 1968
TO THE HEADS OF EXECUTIVE DEPARTMENTS AND ESTABLISHMENTS
SUBJECT: Listings of Federal Government contracts and grants for the
support of research
1. Purpose. To comply with a request of Senator Mansfield, this
Bulletin requires the listing of research contracts apd_grants and
the submission of thoselistings by February 1, 1969.
2. Background. This request is related to congressional interest
in the kinds and cost of research and development being supported
by various Federal agencies and in the executive branch's
arrangements for reviewing and managing the federally sponsored R&D
efforts. It is understood that the listings may be published.
3. Definitions. The listings required by this Bulletin are to
include contracts and grants for both "basic" and "applied" research
but are to exclude those covering development. Definitions of
"research" developed by the National Science Foundation for collection
of information published in Federal Funds for Research, Development,
and Other Scientific Activities should be used in determining whether
or not a particular project is to be reported.
4. Reporting instructions.'"
a. Coverage. The information listed in subparagraph b. below, is
to be supplied for:
(1) Each research contract and grant awarded during fiscal
year 1968, and
(2) Each instance where additional funds were obligated in
fiscal year 1968 under a research contract or grant awarded prior to
fiscal year 1968 (e.g., multiple-year contracts where funds are added
annually).
1/ Instructions in subparagraph 4 a. through d. do not apply to
Department of Defense which is reporting separately.
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
2
?
b. Content. The following information is to be supplied by
each agency for each research contract or grant: .
(1) Organization receiving the contract or grant
(2) Name of the principal investigator
(3) Title of the contract or grant
(4) Funds obligated in fiscal year 1968
(5) Period covered by the obligations if longer than one
year
c. Format. Two complete listings are to be supplied:
(1) Listing by organization and principal investigator. This
listing should show all contracts and grants according to:
(a) Type of organization: industrial, educational.
State government agencies, other public agencies, other Federal agencies,
other nonprofit organizations, and foreign.
(b) Name of organization: under each type of
organization. list alphabetically the organizations or institutions
receiving the contract or grant. Show also the total funds involved in
fiscal year 1968 for each organization.
(c) Principal investigator: under each organization,
list alphabetically the principal investigator for each contract or
grant.
(2) Listing by field of science. This listing should also
show all research contracts and grants and be organized and indexed by
field of science. (The field of science classification system now in
use by the reporting agency may be used.) This classification should
be as definitive as permitted by the agency system but generally no
more definitive than that used in the latest questionnaire for the NSF
"Federal Funds" series. Within each field of science, contracts and
grants should be listed by organization (alphabetically) and by
principal investigator (also alphabetically). The indexing system
should be described in the cover letter used to forward the agency
listings.
(See Exhibit A for sample formats.)
d. Classified projects. If listing of information of the type
specified above on any particular contract or grant would constitute
classified information, those projects are to be listed separately,
marked with the appropriate security classification, and controlled
accordingly.
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
e. Copies of the listings. One copy of each listing is to be
addressed to Senator Mansfield and mailed or delivered to Room S-118,
in the Capitol and one copy should be sent to the Director, Bureau of
the Budget, Attention: Economics, Science and Technology Programs
Division. Both copies should be delivered on or before February 1,
1969.
5. Agency contacts. Each department and agency supporting research
under contracts or grants is to notify the Bureau of the Budget by
phone (Code 103, ext. 4904, or 395-4904) by December 16, 1968, of
the name of the agency official responsible for tnis project.
Attachment
CI
CHARLES J ZWICK
Director
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Sample Formats for Listing!
AGENCY IDENTIFICATION
Organization and
principal investigator
1. List No. 1 (paragraph 4.c.(1)).
Industrial organizations:
ABC Ccmpany
Adams, John
Project title
Title of 1st project
Title of 2nd project
(then list other investigators in this company)
BCD Company, etc.
Educational institutions:
Alpha University
etc.
2. List No. 2 (Laragraph 4.c.(2)).
Chemistry:
ABC Company
Adams, John
Title of 1st project
Title of 2nd project
(then list other investigators)
BCD Company, etc.
EXHIBIT A
Bulletin No. 69-8
Period coy-
F? 1968 ered(if more
obligations than 1 year)
$9,275,000
$500,000
$375,000
$1,075,000
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
2 yrs.
2 yrs.
44,040 DD
?
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
EXECUTIVE OFFICE OF THE PRESIDENT
BUREAU OF THE BUDGET
WASHINGTON. D.C. 20503
-c
BULLETIN NO. 69-7 October 30, 1968
TO THE HEADS OF EXECUTIVE DEPARTMENTS AND ESTABLISHMENTS
SUBJECT: Provision of audiovisual support services to executive agencies
and others
1. Pupose. This Bulletin invites agency attention to the availability
of additional audiovisual support services from the National Archives and
Records Service, General Services Administration. These services consist
of:
a. A central information point on completed audiovisual items (motion
pictures, film strips, slide sets, sound recordings, video tapes, or combi-
nations thereof) produced by or for executive agencies, which agencies may
wish to make available to other agencies or the general public on either a
free distribution, loan, or sales basis; and
b. A central sales point for such items listed in a. above, as the
originating agencies may wish to make available through the central sales
point for sale to the general public, special audiences, or other agencies.
2. Background. Recent studies have indicated that improved public service
could be achieved through the development of a central coordinating point
or clearinghouse in the Federal Government for information on the avail-
ability of the increasing amount of audiovisual materials produced by or
for Federal agencies. At the present time interested parties have no
alternative to contacting each agency separately for information on the
availability of these materials.
No single Federal agency has Government-wide responsibility for selling
audiovisual materials to the public similar to that held by the
Superintendent of Documents for the sale of Government publications.
Current outlets for the sale of agency audiovisual materials include
agency in-house sales operations, commercial film processing laboratories
having contracts with individual agencies, and a GSA master contract.
To provide improved service to the public and reduce the administrative
burden on individual agencies, the National Archives and Records Service
(NARS) is considered an appropriate location for a central information
and sales point in view of
a. Its responsibilities as set forth in Title 44 of the United
States Code;
b. Its nationwide repository system, existing contacts with audio-
visual and records specialists in all agencies, and an appropriate and
established trust fund financing authority; and
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
2
C. GSA's general service role to agencies.
3. Operation of the central information and sales point. Negotiations,
arrangements, and agreements for participation in the services of the
central information and sales point are primarily the responsibilities
of the General Services Administration and the agencies involved. Opera-
tions of the GSA central information service would include:
a. Receiving information on completed unclassified audiovisual
materials which agencies have released for interagency or public use;
b. Compiling and publishing Government-wide catalogs (including
partial catalogs or fliers on groups of related films by subject matter)
for agency and public use on audiovisual materials available for free
distribution, loan or sale;
c. Answering general public inquiry, agency, and congressional
correspondence pertaining generally to the availability of Government
audiovisual materials, except that correspondence and questions of
specific application to an agency will be referred to that agency;
d. Providing for direct referral of free distribution and loan
requests for audiovisual materials to the appropriate agency or inven-
tory source for action; and
A%
e. Referring sales orders to owning agencies for action if the
agency does not wish to avail itself of the central sales service from
NARS.
For agencies electing to receive this service, operations of the central
sales service would include accepting sales orders, directing orders to
inventory sources, and processing billings for such agencies.
4. Exclusions. This Bulletin is not intended to operate in any way to
impede individual agency basic program responsibilities for audiovisual
materials production and distribution or with agency responsibilities for
public information dissemination. The centralized services made avail-
able are on a voluntary basis as agreed upon by the General Services
Administration and the agency desiring to avail itself of the services.
All agencies producing audiovisual materials available for distribution
to other agencies or to the public shall provide the central information
service with the reference information necessary to the functioning of
that service.
S. policy. Executive agencies are urged to cooperate in the use of the
services set forth in paragraph 3, as a means of expanding and improving
access to and use of Government-produced audiovisual materials by other
agencies, the educational community, and the general public. Agencies
using the central audiovisual services will be expected to discontinue
unnecessary duplicative services. Agencies are responsible for deter-
mining whether audiovisual services will be provided in-house or obtained
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
3
from the central information and sales point, other Government agencies,
or commercial sources in accordance with the provisions of the Economy
Act (31 U.S.C. 686), Bureau of the Budget Circular No. A-76, "Policies for
acquiring commercial or industrial products and services for Government
use," and other applicable laws and regulations.
In accordance with established practice, the costs, staffing, and
utilization of the central support services and similar operations of
non-participating agencies will be part of the annual review of budget
requirements by the Bureau of the Budget. Arrangements with regard to
reimbursement will conform to existing law. Normally, reimbursement
will be made for the use of established services except where the cost
is nominal or where reimbursement may not be practicable.
6. Inelplementing,instructions. The Administrator of General Services
will Issue such Instructions as he deems appropriate to implement the
provisions of this Bulletin.
CHARLES J. ZWICK
Director
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
EXECUTIVE OFFICE OF THE PRESIDENT
BUREAU OF THE BUDGET
WASHINGTON. D.C. 20503
BULLETIN NO. 69-5 October 3, 1968
TO THE HEADS OF EXECUTIVE DEPARTMENTS AND ESTABLISBMENTS
SUBJECT: Special analysis of programs for the reduction of crime
1. purpose. This Bulletin provides instructions for the submission
of information required in the preparation of a new special analysis
of Federal crime reduction programs to be included in the 1970
budget. The analysis will summarize agency plans for the budget
year, and highlight accomplishments of agency programs and projects
which contribute to the control of crime..
2. Information requested. The following information is required for
use in preparing the special analysis on Federal programs for the re-
duction of crime:
a. Outlays by program and by organization for the past, current,
and budget year. (Exhibits 2, 3, 4)
b. A summary table of outlays by program and organization for
the agency as a whole. (Exhibit 1)
c. Narrative material presented at the bureau or organization
level. (Exhibits 2, 3, 4) The narrative should include:
(1) Very concise descriptions of existing programs within
a program subcategory or program element, and a statement of program
objectives.
(2) Important budget year changes in programs and major
decisions affecting the program.
(3) A brief statement of past year and current year ac-
complishments including measures Of program outputs stated quanti-
tatively to the extent possible.
(4) A brief description of significant legislation affecting
the program which has been enacted during the past twelve months.
(5) Highlights of interagency cooperation and coordination
with State and local law enforcement activities.
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
2
An original and three copies of this information will be submitted
to the Bureau of the Budget.
A program structure for use in preparation of the information is at-
tached. To the maximum extent possible, all outlays of a bureau or
organization will be related to the elements of this program structure.
Where a program is clearly for the reduction of crime but an ap-
propriate element is not identified in the attached program structure,
the program should be included in the relevant subcategory) and a new
element should be suggested to describe the program.
3. Coverage of Federal crime reduction programs.
a. The analysis will exclude programs of general social utility
(e.g., vocational training, mental health programs) even though such
progress indirectly contribute to the reduction of crime. However, it
will include such programs or projects under such programs when they
are clearly within the crime reduction context (e.g., police vo-
cational training, vocational training of inmates of correctional
institutions, mental health research related to criminal behavior in
NIMH, law enforcement planning funded by HUD, etc.) or when they very
directly contribute to crime reduction (e.g., rehabilitation of
narcotic addicts).
b. The analysis will exclude background investigations for em-
ployment. It will exclude internal administrative inspections and
audits. It will exclude investigations of violations of laws which do
not carry criminal penalties, and investigations primarily of a civil
or regulatory nature which may in rare cases result in the application
of criminal sanctions.
c. The analysis will include Federal criminal law enforcement
functions (e.g., enforcement functions of the Bureau of Narcotics and
Dangerous Drugs) but will exclude functions which primarily constitute
guarding services (e.g., GSA building guards).
d. The element "Federal police" under the subcategory "Federal
Criminal Law Enforcement" will include law enforcement activities of
organizations with police authority within their respective juris-
dictions, such as the Military Police, U.S. Park Police, FAA Airport
Police, etc.
e. Funds for construction, acquisition, and operation of facilities
for use in crime reduction should be included and should be mentioned
in the narrative material if amounts in excess of $1 million are
involved.
4. Availability of data and timing. When a program element includes
both civil and criminal activities (e.g., the work of Federal judges
who handle both criminal and civil cases) and allocations of funds to
the criminal function are not available from accounting records, an
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
3
estimate of the proper allocation of funds should be made. Also,
estimates should be used in any program element for which precise
figures cannot be derived from accounting records. In such cases,
the reliability and probable range of error in the data should be
indicated.
The information required for use in preparation of this special anal-
ysis should be submitted to the Bureau of the Budget no later than
October 30, 1968. Final revisions to these data should be provided
within 10 calendar days after notice of the President's determination
on the 1970 budget is received. If the determination is received later
than December 20, 1968, the information is to be supplied within 4 days.
5. Interpretations. Questions concerning the interpretation of this
Bulletin should be addressed to Mr. James Gregg (Code 103, ext. 3941).
CHARLES J. ZWICK
Director
Attachments
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
ATTACHMENT 1
Bulletin No. 69-5
PROGRAM STRUCTURE FOR THE SPECIAL ANALYSIS
CATEGORY: REDUCTION OF CRIME
Subcategory 1. Assessment of Crime
a. Statistics on crime, criminals, and the criminal
justice system.
b. Research on criminal behavior and the sociology
of crime.
c. Collection and dissemination of research in-
formation.
Subcategory 2. Reform of Criminal Laws
a. Criminal law reform.
(1) Reform of Federal criminal laws and procedures.
(2) Support of State and local criminal law reform.
(3) Research and analysis on the need for and ef-
fect of reform of criminal law and procedures.
Subcategory 3. Services for Prevention of Crime
Cl a. Public education on law observance, law enforce-
ment, and criminal justice.
b. Training and development of community service
officers.
c. Development of community resources to advise or
assist "potential" criminals (e.g., juvenile
delinquents).
d. Demonstration projects and research on community
service activities which contribute to crime pre-
vention. Technical assistance in community
services.
e. Special programs for the rehabilitation of alcoholics
and narcotic addicts (not including programs within
prisons) and related research.
f. Prevention of entry of criminals into the U.S. and
deportation of criminals.
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
2
Subcategory 4. Federal Criminal Law Enforcement
a. Enforcement activities (including investigations)
related to Federal criminal law violations.
Narcotics and drugs
2) Postal operations
p) Civil rights
4) customs
(5) Taxation (income tax fraud, alcohol and tobacco
tax evasion)
(6) Currency (counterfeiting and forgeries)
(7) Interstate transportation of stolen property
(including motor vehicles) and theft from
interstate shipments
(8) Selective Service and deserter investigations
(9) Gentling
(10) Than sharking
(11) Bank robbery
(12) Theft, embezzlement of government property
(13) Control of civil disorders
(14) Migratory game
(15) Firearms
(16) Immigration
(17) Other (identify)
b. Federal police.
(1) Policing of military reservations and military
police assistance in municipalities
(2) Policing of National parks
(3) Policing of Indian reservations
(4) Policing of Federal game preserves
(5) Policing of airports
(6) Other (identify)
c. Specialized activities against organized crime.
Subcategory 5. Law Enforcement Assistance
a. Assistance to States for enforcement activities.
(1) General police
(2) Control of civil disorders
(3) Organized crime
(4) Other (identify)
b. General intelligence and information systems.
(1) For Federal system
(2) For support of State or local systems
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
3
(3) For joint Federal-State and local use
(:) c. Education and training of enforcement officers.
(1) For Federal system
(2) For support of State or local systems
(3) For training of State and local personnel for
joint Federal-State operations
d. Laboratory support and criminalistics.
(1) For Federal system
(2) For support of State or local systems
(3) For joint Federal-State and local use
e. Research and development systems and techniques
for detection, identification, and apprehension of
criminals.
(1) For Federal system
(2) For support of State or local systems
Subcategory 6. Administration of Criminal Justice
a. Preparation of criminal eases (excluding investi-
gations) and prosecution (including the payment
of fees and expenses of witnesses and jurors).
b. Operation of the Federal court system.
(1) Judges, officers, and officials of the courts --
administration (excluding items 2 and 3 below)
(2) Marshals
(3) Commissioners
c. Information for courts on defendants and inmates.
(1) Background information
(2) Medical and psychological evaluation
d. Criminal lay advice and assistance to the poor.
e. Education and training of judges, officers, and
officials of the courts.
f. Research on the criminal justice system.
(1) The Federal system (including activity of the
Federal Judicial Center)
(2) Support of research in State and local govern-
ment systems
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
4
g. Operation of special court systems (e.g., Indian
and Territorial Courts).
Subcategory 7. Rehabilitation of Offenders
a. Supervision and operation of correctional in-
stitutions (excluding special programs of education,
training, treatment, research, etc.).
b. Special treatment programs (e.g., narcotics
addict program).
c. Community treatment programs.
(1) Probation
(2) Parole
(3) Work release programs
d. General educational programs for inmates.
e. Vocational training for inmates.
f. Training of correctional personnel.
g. Technical assistance to State and local
governments.
h. Research on correctional systems and the re-
habilitation of criminals.
i. Pardon of criminals.
(1) Operation and administration of pardons
(2) Research on, and evaluation of, pardon
practices and policies
Subcategory 8. Planning and Coordination of Crime Reduction Programs
a. Federal Government and intergovernmental co-
ordination of programs for reduction of crime
(departmental level staff offices for the co-
ordination of Federal and intergovernmental
programs).
b. Support of State and local planning for crime
reduction programs.
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
?
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
EXHIBIT 1
Bulletin No. 69-5
Department of Government
(Department Summary)
Programs for the Reduction of Crime
(In Thousands of Dollars)
Subcategory 1
Outlays
PY
CY
BY
Element a.
(Bureau of Confinement and
Rehabilitation)
100
110
110
Element b.
(Bureau of Confinement and
Rehabilitation)
90
80
85
Element c.
(Bureau of Addict Control)
350
350
350
Subtotal
(54o)
(540)
(545)
Subcategory 3
(Bureau of Addict Control)
1,100
1,400
1,400
Element a.
Subtotal
(1,100)
(1,400)
(1,400)
Subcategory it
Element a.(1)
(Bureau of Addict Control) 12,000
13,000
14,000
Subtotal
(12,000)
(13,000)
(14,000)
Subcategory 7
(Bureau of Confinement and
Element a.
Rehabilitation)
20,600
23,400
22,000
Element d.
(Bureau of Confinement and
Rehabilitation)
1,800
2,000
2,000
------
Subtotal
(22,400)
(25,400)
(24,000)
Subcategory 8
Element a.
(Office of Las+ Enforcement
Coordination)
50
100
100
Subtotal
(50)
(100),
(100)
AGENCY TOTAL
36,o90
4o,44o
4o,o45
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
EXBIBIT 2
Bulletin No. 69-5
Department of Government
Bureau of Confinement and Rehabilitation
Programs for Reduction of Crime
(In Thousands of Dollars)
Subcategory 1
Outlays
FY
Cl
BY
Element a.
Statistics on Prison Populations
100
110
110
Element b.
Research on Recidivism
90
80
85
Subcategory 7
Element a.
Operation of Institutions
20,600
23,400
22,000
Element d.
Educational Programs for
Inmates
1,800
2,000
2,000
Narrative material:
Including (1) description of foregoing programs and program objectives,
(2) important budget year changes, (3) past and current year accomplish-
ments and outputs, (4) legislation milestones, (5) highlights of inter-
agency and intergovernmental cooperation.
The narrative material should generally be restricted to not more than
one full page per program element or sub-element.
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
DCHIBIT 3
Bulletin No. 69-5
Department of Government
Bureau of Addict Control
Programs for Reduction of Crime
(In Thousands of Dollars)
Subcategory 1
Outlays
PY
CY
BY
Element c. Information Clearing House
on Addicts
350
350
350
Subcategory 3
Element a. Public Education and the
Problem of Addiction
1,100
1,400
1,400
Subcategory 4
Element a. (1) Enforcement of Addict
Control Laws
12,000
13,000
14,000
Narrative material:
(See Exhibit 2)
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
EXHIBIT 4
Bulletin No. 69-5
Department of Government
Office of Law Enforcement Coordination
Program for Reduction of Crime
(In Thousand6 of Dollars)
Subcategory 8
Element a. Coordination of Federal Law
Enforcement Activities
Narrative material:
(See Exhibit 2)
Outlays
if CY BY
50 100 100
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
? ?
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
EXECUTIVE OFFICE OF THE PRESIDENT
BUREAU OF THE BUDGET
WASH I NGTON D.C. 20503
BULLETIN NO.69-4 September 26, 1968
TO THE HEADS OF EXECUTIVE DEPARTMENTS AND ESTABLISHMENTS
SUBJECT: Joint agency study of current systems of civilian
agencies for procurement, Raiment, and audit
related to transportation services
1. Purpose. The purpose of this Bulletin is to obtain
information and statistical data relating to the transpor-
tation activities of the civilian agencies.
2. Objectives. The objectives of the study are to develop
alternative methods for expediting the payment, audit, and
settlement of civilian agency transportation bills, including
the simplification of procurement procedures and forms where
indicated.
3. Background. The Comptroller General of the United States
in a letter addressed to the Heads of Departments and
Agencies Concerned, B-163758, dated March 14, 1968, announced
that the Bureau of the Budget, the Treasury Department, the
General Services Administration, and the General Accounting
Office, under the sponsorship of the Joint Financial Manage-
ment Improvement Program, had initiated a study of the
various functions relating to the procurement of common
carrier transportation services by the civilian agencies of
the Federal Government.
Similar studies have been made in the past which were limited
to the procurement of commercial passenger services. The
present study embraces both freight and passenger transpor-
tation and specifically includes a substantive review of the
procuring, paying, auditing, and settling of accounts with
the carrier industry. Numerous complaints of a continuing
nature have been made by the common carrier industry
respecting alleged unwarranted delays in the payment of
freight and passenger vouchers.
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
2
4. Coverage. This Bulletin applies to all civilian agencies
which procure commercial transportation services by means of
the United States Government Bill of Lading and the United
States Government Transportation Request. It also applies
to civilian agencies which utilize commercial bills of
lading under an exemption from the General Accounting Office,
and to those agencies utilizing commercial bills of lading
which are converted to United States Government Bills of
Lading at destination. Separate instructions will be issued
to the Department of Defense for their transportation
activities.
5. Material to be submitted. In order to assist the joint
agency study group in developing an objective and meaningful
approach to a comprehensive evaluation of current systems,
agencies are requested to provide narrative and statistical
data in accordance with Attachments A and B. Individual
agency responses will be maintained and utilized on a con-
fidential basis by the study group. An original and five
copies of each report will be submitted not later than
November 29, 1968, to the Bureau of the Budget, Washington,
D.C., 20503, Attention: Joint Agency Transportation Study.
Please provide with your submissions the name, title, and
telephone number of the person to contact for further
information.
6. Assistance. Questions concerning this Bulletin should
be referred to the Joint Agency Transportation Study group
by calling Code 103, extension 3395.
CHARLES J. ZWICK
Director
Attachments
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Bulletin No. 69-4
CIVILIAN AGENCY QUESTIONNAIRE - NARRATIVE
GENERAL INSTRUCTIONS
In replying to the questionnaire, precede your answer with
the question reference; e.g., 1.1, 1.2, 1.3, 1.4, 1.5a,
1.5b, and so on.
Certain questions assume modifications or changes in General
Accounting Office regulations, statutory limitations, and
other laws and regulations. It may become necessary to
recommend changes in regulations and statutes in order to
improve agency transportation operations, as well as meet
carrier requests for a general streamlining of Government
documentation and procedures.
Replies from agencies will be by major component (bureau,
office, etc.) where applicable. For example, while the
General Services Administration would, in all probability,
submit one report on an agencywide basis, a consolidated
narrative report from each department such as Agriculture,
Interior, and Health, Education and Welfare would not be too
meaningful because of the major programs which are separately
administered. The Department of Interior would, for example,
submit a separate narrative report for the National Park
Service, Bureau of Sport Fisheries and Wildlife, Bureau of
Land Management, Geological Survey, Bonneville Power Admin-
istration, Bureau of Reclamation, and so on. The Secretary
of the Interior, at his discretion, could include depart-
mental comments on all questions or on a selective basis.
Agencies with widespread field installations may arrange
for a representative sample of their installations rather
than sample all installations.
In responding to international freight and passenger travel
questions, replies will exclude all movements solely between
foreign countries. All movements to or from any point in
the 50 States and the trust territories and possessions of
the United States will be reported as international trans-
actions. All movements to or from any point in the 48
conterminous States and Alaska and Hawaii will be reported
as domestic transactions. Through movements, procured by a
single document, to or from a foreign point will be reported
as international transactions only, regardless of whether
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
2
the cargo or traveler involved may have been delayed, changed
conveyances or exercised stopover privileges at points in the
United States. However, where separate procurement documents
are used, one for the domestic portion and one for the
international portion, they will be reported as domestic and
international transactions, respectively.
The balance of the questionnaire should be self-explanatory.
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
3
pROCUREMENT OF TRANSPORTATION SERVICES
This part of the questionnaire deals with the initial phase
of the transportation cycle. It is intended to develop
agencywide responsiveness to a general streamlining of
existing procurement procedures, and to the relative merits
of substituting different methods of transportation procure-
ment.
1. PROCUREMENT OF PASSENGER SERVICES
1.1 What use do you make of the present prepunched card
features of the Government Transportation Request? Explain.
a. Do you punch additional data into the Government
Transportation Request? If yes, explain.
1.2 What distribution is now made of the copies of the
Government Transportation Request and what use is made of
each copy?
1.3 Consideration is being given to changes in the
Government Transportation Request. What suggestions or
comments do you have concerning the following:
a. Color (to improve contrast for easier reading
and microfilming)?
b. Punched card versus paper stock (assuming the
punched card form has not been used as anticipated)?
c. Content (additions, deletions, revisions)?
d. Format and style of print?
e. Multiple copies?
1.4 Preliminary consideration is being given to revising
the present Government Transportation Request so that it will
serve as both a procurement document and a ticket. Have you
any comments or suggestions in this area? If yes, please
furnish.
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
4
1.5 Does your agency utilize one or more of the
following methods of ticket procurement: Combined Airline
Ticket Office (CATO), central travel facility operated by
Federal employees, teleticketing machines, tickets-by-mail,
write-your-own-ticket, bulk ticket procurement, and travel
agents? If yes, which do you use and explain benefits?
1.6 Consideration is being given to the expanded use
of cash in the procurement of Government transportation.
Do you make use of cash up to $15 (present authorization)?
Please explain.
a. Would you favor the use of cash without limi-
tation over the present Government Transportation Request
method? Please explain.
b. If limited, indicate a specific dollar amount
or other limitation. Please explain.
1.7 Would you favor or oppose the use of Government
credit cards, with appropriate controls, for the procurement
of transportation services now procured with the Government
Transportation Request? Please comment.
1.8 Please indicate your order of preference for each
of the below and give reasons.
a. Cash procedure
b. Government credit cards
c. Present Government Transportation Request
procedure
1.9 The present Government Excess Baggage Authorization
form (GERA) is an airlines form used to procure the movement
of excess baggage beyond the free weight or number of pieces
allowed by the air industry. Does the use of this form
present any problems? If yes, please describe.
a. Using a sampling basis, how many Government
Excess Baggage Authorizations (GEBA's) are received annually
as supplemental billings?
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
5
b. What percentage of these Government Excess
Baggage Authorizations received are returned to the carrier
and for what reasons?
C. Are Government Excess Baggage Authorization
billings multiple or single transactions? If single, why?
If multiple, to what extent?
d. What administrative reviews are made prior to
payment of Government Excess Baggage Authorizations?
1.10 Consideration is being given to making the Government
Excess Baggage Authorization an independent Government procure-
ment document which could be billed separately by each
participating airline without reference to the Government
Transportation Request. Would you favor or oppose such a plan?
Please give reasons.
1.11 Would you favor payment for the movement of excess
baggage with cash advanced by your agency to the traveler on
the basis of specific excess weight or piece(s) authorization
rather than the present Government Excess Baggage Authori-
zation procedure? Please give reasons for your preference
or nonpreference.
1.12 What recurring problems do you have with:
a. Carriers?
b. The General Accounting Office?
1.13 What recurring complaints do you receive from:
a. Carriers?
b. The General Accounting Office?
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
6
2. PROCUREMENT OF FREIGHT SERVICES
Long form U.S. Government Bill of Lading background state-
ment. Consideration is being given to elimination of
accomplishment of the consignee's certificate of delivery
on the long form U.S. Government Bill of Lading, as this is
one of the major complaints voiced by carriers. This would
also involve relieving the certifying officers of responsi-
bility for "good order delivery." Carriers complain that
the burden of securing the properly endorsed document is
placed upon them when they may have no knowledge of its
whereabouts or may never have been in possession of the U.S.
Government Bill of Lading when delivery is made at desti-
nation. An additional burden is placed upon agencies by the
need to handle carrier requests for missing documents which
include tracer actions, and preparation and execution of
Certificates in Lieu of Lost Bills of Lading. This may also
lead to a claim action by the carrier when it is unable to
obtain the consignee's signature on the original document or
obtain a Certificate in Lieu from the consignee or the
issuing officer.
Accomplishment, as such, is not required now on the follow-
ing: Short Form U.S. Government Bill of Lading -- carrier
must hold 30 days, then bill; ocean shipments -- carrier
must hold 30 days or certify to delivery at port, whichever
occurs first, before billing; air shipments from the
continental United States to a foreign destination; and all
shipments of unaccompanied baggage -- where an alternative
delivery receipt procedure is permitted.
If elimination of accomplishment of consignee's certificate
of delivery proves to be feasible, the need for a Short Form
U.S. Government Bill of Lading will have to be reconsidered.
2.1 What would be the advantages and disadvantages, from
your standpoint, of eliminating the need for accomplishment
of the consignee's certificate of delivery with corresponding
relief to certifying officers for "good order delivery?" Do
you favor such a change?
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassiiied and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
C
7
Short Form U.S. Government Bill of Lading background
statement. Following an extensive test by the military
agencies, the Comptroller General, by letter dated
December 12, 1967, addressed to the "Heads of Departments
and Agencies Concerned," 3-144429,. announced his consid-
eration of the adoption of the Short Form U.S. Government
Bill of Lading by the civilian agencies.
The Short Form U.S. Government Bill of Lading procedure was
specifically detailed in this letter, comprising 14 pages
including attachments. While certain of the civilian
agencies are now in the process of requesting General
Accounting Office approval, the actual use of the procedure
is essentially within the military agencies.
Under the provisions of the present short form procedure,
the originating carrier retains the original of the bill of
lading for 30 days before billing the contracting agency.
Consignees are required to report loss and/or damage within
20 days, otherwise the issuing office and paying office
assumes good order delivery. Under this procedure there is
no accomplishment required by the consignee. 1/
Additionally, the following restrictions have been imposed
by the General Accounting Office concerning specific types
of movements whereby the Short Form U.S. Government Bill of
Lading may not be used for shipments:
- Exceeding $100 total transportation charges;
- Requiring special services, such as armed guard
service or other services when costs cannot
accurately be determined at time of shipment;
- Of explosives;
- Which require the use of continuation sheets;
- Consigned for export;
- Beyond the 48 conterminous States;
- Requiring conversion of a commercial bill of lading;
i/ The General Accounting Office is considering reducing the
30-day period to 15 days.
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
8
- Involving intermodal traffic;
- Of household goods;
- Of articles of unusual value; and
- To consignees other than the United States Government.
2.2 Would your agency make use of the optional Short
Form U.S. Government Bill of Lading when it becomes available?
If no, state reasons.
2.3 Consideration is being given to relaxing certain
of the restrictive provisions now in effect. Please comment
with reference to those provisions which you feel should be
modified in terms of more fully meeting your program needs;
for example:
a. Would you favor raising the present $100
limitation to a higher amount? If yes, to what amount?
b. If the present $100 limitation were raised,
would you favor limiting this increase to use by certain
modes only? If yes, list modes and state reasons.
c. Would you favor expansion of the short form
procedure to intermodal and international shipments? Give
advantages and disadvantages of each.
d. Regarding the 30-day waiting period before
carriers may submit billings, and the 20-day waiting period
in which consignees must notify issuing offices and paying
offices on other than good order delivery, would you favor
decreasing these periods or complete elimination? Please
comment separately and give advantages and disadvantages.
e. What other restrictions should be eliminated?
Explain.
Commercial bills of lading background statement. From time
to time, individual agencies have requested and the General
Accounting Office has authorized exceptions to the U.S.
Government bill of lading regulations on repetitive types of
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
9
small shipments, and these generally involve the use of
commercial bills of lading. The General Accounting Office
is considering a change in its regulations which would grant
discretionary authority to agency heads to determine that it
is more efficient and economical for particular types of
small shipments to use commercial forms and procedures. A
copy of each determination would be filed after the fact with
the General Accounting Office. The proposal provides that
transportation charges ordinarily should not exceed $25 per
shipment and would apply to shipments where it is cumbersome
and impractical to issue U.S. Government Bills of Lading,
and relatively expensive to convert commercial bills of
lading at destinations. Carriers would be instructed to
submit their bills on their commercial forms rather than
Government vouchers. The bills would not be sent to the
General Accounting Office for post audit of the technical
correctness of the rates and classifications assessed.
2.4 Further simplifications to this optional technique
are under consideration. An expression of your views and
the reasons therefor on the following questions would be
helpful:
a. Should the agency head be authorized to redele-
gate the discretionary authority granted to him to determine
that it is more efficient and economical for particular types
of small shipments to use commercial forms and procedures?
Explain.
b. Should the option to use commercial bills of
lading apply to all shipments below a certain dollar amount,
rather than have both a dollar amount and other types of
restrictions? Give reasons.
c. If the only restriction were the dollar amount,
should it be $25, $50, or more? Explain.
d. If commercial bills of lading were used, would
you prefer billing upon tender of the shipment to the carrier
(prepaid), or billing after delivery has been made (collect)?
Give reasons for your preference.
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
10
2.5 Consideration is being given to procedural changes
in connection with certain freight documents. Your comments
are requested on the following:
a. If the consignee's certificate of delivery were
not required on the long form U.S. Government Bill of Lading,
would your operations be materially improved? If yes, in
what respect?
b. If the consignee's certificate of delivery were
not required, which would you prefer -- the long form U.S.
Government Bill of Lading or the commercial bill of lading
overprinted to require conformance with the terms and con-
ditions set forth on the reverse of the U.S. Government Bill
of Lading? Give reasons for your preference, stating the
advantages and disadvantages of each.
c. If the alternate delivery receipt procedure
prescribed in the General Accounting Office Policy and
Procedures Manual, Title 5, Section 3035.20 were expanded
to all modes of transportation both international and
domestic, which would you prefer -- the long form U.S.
Government Bill of Lading or the commercial bill of lading
overprinted to require conformance with the terms and
conditions set forth on the reverse of the U.S. Government
Bill of Lading? Give reasons for your preference, stating
the advantages and disadvantages of each.
2.6 Consideration is being given to the use of cash in
payment for freight services rendered. Comments are
requested on the following:
a. Would you favor the payment by cash up to a
specific dollar amount of transportation charges on commer-
cial bills of lading?
b. If yes, please specify amount and give reasons.
If no, what would be your objections to the use of cash?
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
11
2.7 What recurring freight problems do you have with:
a. Carriers?
b. The General Accounting Office?
2.8 What recurring complaints do you receive from:
a. Carriers?
b. The General Accounting Office?
3. PROCESSING TRANSPORTATION DOCUMENTS
This part embraces both freight and passenger documentation.
3.1 What accountability controls does your agency
exercise over U.S. Government Bill of Lading and Government
Transportation Request stock?
3.2 Would you prefer reverting to an alphabetical
prefix in addition to the prenumbered plan now in effect
on U.S. Government Bills of Lading and Government Transpor-
tation Requests to readily identify the department or
agency issuing the document? If yes, give reasons.
3.3 Does your agency distribute printed procedures or
conduct training programs regarding proper preparation and
distribution of U.S. Government Bills of Lading and
Government Transportation Requests, or do you rely upon
General Services Administration for education and training
in this area? Please reply in terms of having your own
printed procedures, training programs, or reliance upon
General Services Administration.
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
12
3.4 Do you have any specific problems in connection
with Certificates in Lieu of Lost U.S. Government Bills of
Lading or Government Transportation Requests? Explain.
a. What are your requirements of a carrier
requesting a Certificate in Lieu?
b. What actions are taken by your agency prior to
issuance of a Certificate in Lieu?
c. When a Certificate in Lieu has been issued,
what safeguards are established to preclude duplicate payment?
4. PROCESSING CARRIER VOUCHERS FOR PAYMENT
This part deals with the obligation, liquidation, and payment
processes of the civilian agencies covering both freight and
passenger services. Numerous complaints have been received
from the carrier industry regarding delays in payment. In
order to identify associated problem areas in the processing
of carrier vouchers for payment, this portion also involves
refunds of unused tickets as well as methods employed in
settling incidents of loss and damage.
4.1 Do you obligate transportation charges on the basis
of your receipt of a memorandum copy of the U.S. Government
Bill of Lading and the buff copy of the Government Transpor-
tation Request? If no, when and on what basis do you obligate
funds for transportation charges?
4.2 When an obligation has not been recorded prior to
receipt of carrier's voucher accompanied by original U.S.
Government Bills of Lading and Government Transportation
Requests, do you hold up payment? If yes, please explain
why.
4.3 Do you have a process in effect whereby carrier
vouchers are compared with obligations? Please explain in
terms of the below:
a. Prior to payment
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
13
b. After payment
c. Not at all
4.4 Is your review of carrier vouchers limited to an
administrative and/or arithmetical check? Do you also per-
form a rate audit? Please explain.
4.5 What controls do you exercise to prevent or detect
duplicate payments? What is the total number and amount you
recover annually?
4.6 In connection with loss and damage claims other than
those involved in concealed damage, please answer the following:
a. Is claim action started by consignee's certifi-
cate of delivery and exception on reverse of U.S. Government
Bill of Lading?
b. If the answer to "a" above is no, what document
initiates the claim action? If the answer to "a" above is
yes, do you also have in your system a document that could
be used in lieu of the consignee's certificate of delivery?
c. Is your initial collection effort by offset or
deduction from carrier bill? If no, do you file claims
independently of voucher payment? State reasons for the
method used.
d. Do you have a minimum amount for claims action
against carriers? If yes, what is the amount and how was it
determined?
4.7 Using a sampling basis, estimate:
a. How many passenger transportation bills are
received annually which should have been sent elsewhere? How
are they handled?
8
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
14
b. How many freight transportation bills are
received annually which should have been sent elsewhere?
How are they handled?
4.8 Upon receipt of a carrier's voucher, listing a
single or multiple billing, do you delay payment if an
improper billing is received, or make partial payment and
process improper billing separately? Please explain your
procedures.
4.9 Do you process SF 1170 (Redemption of Unused
Tickets) in requesting refunds for unused tickets or deduct
such values from carrier vouchers? Please explain method
of handling.
4.10 Would you favor the expansion of SF 1170 (Redemption
of Unused Tickets) to permit multiple Government Transpor-
tation Request refunds of unused tickets? If no, please
explain.
4.11 Considering the increasing use of computers by
carriers in voucher preparation, what are your reactions to:
a. Use of continuation sheets for voucher forms
SF 1113 (Public Voucher for Transportation Charges) and
SF 1171 (Public Voucher for Transportation of Passengers)?
b. Method of vouchering; e.g., continuous long
form, fan-fold design, etc?
c. Specific limitation of number of items per
voucher, if any? Please explain.
4.12 Would you favor modification of Standard Forms
1113 and 1171 in order to more fully meet your program's
needs? If yes, indicate what changes you would prefer.
4.13 What would be the advantages and disadvantages if
the Government voucher forms (SF 1171 and SF 1113) were
discontinued and the carriers were allowed to bill on their
own invoices supported by U.S. Government Bills of Lading
or Government Transportation Requests?
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
15
4.14 What would be the advantages and disadvantages of
redesigning the Government Transportation Request and the
U.S. Government Bill of Lading forms so that they would
serve as both procuring and billing documents?
4.15 Are any bills received which contain discounts for
fast payment? If yes:
a. From which carriers?
b. What are the discount time periods and rates?
c. What is the estimated total number and annual
value of the discounts?
5. BILL TO, CERTIFYING AND ACCOUNTING POINTS
5.1 Are your "bill to" and certifying points the same?
If not, why?
5.2 How many "bill to" points are there within your
agency?
a. United States and its territories
b. Foreign
5.3 How many locations are there within your agency
where carrier bills are certified for payment?
a. United States and its territories
b. Foreign
5.4 What functions do the "bill to" points perform in
the obligation and payment process?
5.5 Are your accounting operations centralized, decen-
tralized, or both? Please specify and indicate number of
accounting stations.
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
16 II N1/4
5.6 Has your agency studied within the past two fiscal
years:
a. The feasibility of further centralization? If
yes, please specify actual and anticipated results.
b. The feasibility of further decentralization?
If yes, please specify actual and anticipated results.
6. CENTRALIZED PAYMENT OF TRANSPORTATION CHARGES
This part covers information needed to assist in determining
the feasibility and desirability of centralizing the payment
of carrier vouchers for transportation services. Similar
studies in prior years were limited to passenger services;
however, the current project has been broadened to also
embrace payment of freight services and to consider the
feasibility of other types of central payment concepts. A
general concept of the operation of a single central pay
facility for all civilian departments and agencies follows.
This general concept is also applicable to centralization at
the department level and bureau level by substituting the
appropriate terminology; e.g., bureaus, services, or other
components for "departments and agencies."
General Concept. Copies or listings of U.S. Government Bills
of Lading and Government Transportation Requests indicating
estimated charges and pertinent data required for agency
obligation purposes would be furnished to the central pay
facility by the departments and agencies. Common carriers
would send their vouchers supported by the original U.S.
Government Bills of Lading and Government Transportation
Requests to the central pay facility, where they would be
administratively reviewed and scheduled to the Treasury
Department for payment. The central pay facility would
furnish to the departments and agencies information which
may be required on payments made. The foregoing assumes an
appropriate funding arrangement and the availability of the
paid original U.S. Government Bill of Lading and Government
Transportation Requests for a post audit.
With respect to the effect that a central pay activity would
have on your operations, provide the following information:
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
17
6.1 A central pay facility for all civilian agencies.
a. What processes now performed by you would be
eliminated?
b. How many man-years would be saved and what
would the average salary rate be?
c. In connection with b above, how many authorized
positions would be eliminated, and what would the average
salary be?
d. What other savings would accrue?
e. What other benefits would be derived?
f. What additional costs would accrue?
g. What problems would be presented?
h. What feedback data would be required, how
frequently, and to how many accounting stations?
6.2 Central pay facility at department or independent
agency level. Please provide answers to 6.1a through h.
If you are already centralized at this level please indicate
this and specify the advantages and disadvantages in lieu
of responding to 6.1a through h.
6.3 Central pay facility at bureau or equivalent level.
Please provide answers to 6.1a through h. If you are
already centralized at this level, please indicate this and
specify the advantages and disadvantages in lieu of respond-
ing to 6.1a through h.
6.4 You may wish to modify 6.1, 6.2, and 6.3 to the
extent of providing within each level a regional central pay
facility. What additional advantages or disadvantages would
this present?
6.5 How many funds or appropriations administered by
your agency would be involved in the operation of such a
facility?
0()
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
18
6.6 What would be the advantages and disadvantages of
having a centralized pay facility request and receive refunds
of unused tickets and recover amounts due as a result of
incidents of loss and damage? Please explain at each level.
7. GENERAL
7.1 Please include any problems and suggestions for
improvement which have not been covered elsewhere.
7.2 Are there any improvements which you have installed
which it would be desirable for other agencies to consider?
Please describe.
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
\
Tx\
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
vircATTACHMENT B
Bulletin No. bi--4
CIVILIAN AGENCY QUESTIONNAIRE - STATISTICAL DATA
GENERAL INSTRUCTIONS
Introduction. In order to develop a statistical universe and in light of several
considerations for modification of existing procedures, GAO regulations, and statutory
limitations, a number of formats have been developed for completion. Certain of the infor-
mation requested in the formats relates to questions appearing in the narrative portion of
the questionnaire. It is understood that many agencies will complete only certain portions
of the formats because of limited domestic or international shipping and receiving program
activities.
While the formats are generally self-explanatory, the following guidelines are provided:
1. Where a department or agency is comprised of several bureaus, services, or
equivalents, each major component will report separately, and an overall department or
agency summary will be prepared for each of the formats. Reports will be by organization,
not by fund or appropriation.
2. All data will cover estimates for fiscal year 1969, to provide for desirable
uniformity in approach, except for Exhibits B-5, 6, and 7. The same sampling period is not
mandatory on each format, but the period will constitute a representative period and may be
selected from fiscal year 1968 and/or 1969. The sampling period may be a month, quarter,
half-year, or full year. In some instances, it may be desirable to accumulate data on a
current basis. Where dollar amounts are shown, they will be rounded to the nearest dollar.
3. Data to complete Exhibits 8-1, 2, and 4 may be taken from copies of paid vouchers
retained by the agency.
4. In responding to international freight and passenger travel questions, replies will
exclude all movements solely between foreign countries. All movements to or from any point
in the 50 States and the trust territories and possessions of the United States will be
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
reported as international transactions. All movements to or f5Nnpx7pRnt in the 48
conterminous States and Alaska and Hawaii will be reported as Int-e-preart-i-orted transactions.
Through movements, procured by a single document, to or from a foreign point will be
reported as international transactions only, regardless of whether the cargo or traveler
involved may have been delayed, changed conveyances, or exercised stopover privileges
at points in the United States. However, where separate procurement documents are used,
one for the domestic portion and one for the international portion, they will be reported
as domestic and international transactions, respectively.
5. Please reproduce as many copies of the formats as may be necessary to make
appropriate distribution to affected components.
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
c_.)
Department or Agency
Bureau or equivalent EXHIBIT B-1
Bulletin No. 69-4
GOVERNMENT BILL OF LADING SHIPMENTS FOR FISCAL YEAR 1969
(Include commercial documents converted to Government Bills of Lading)
ESTIMATE FOR FISCAL YEAR 1969 BASED ON SAMPLING PERIOD FROM: TO:
DISTRIBUTION OF NUMBER OF GOVERNMENT BILLS OF LADING
VOUCHERS PAID $25 OR $26 TO $51 TO $101 TO $201 TO $301 TO $401 TO OVER TOTAL
MODE - BY BILLING CARRIER NUMBER DOLLARS LESS $50 $100 $200 $300 $400 $500 $500 GBL's
Domestic
Rail Carriers
Motor Carriers
Bus Lines
Railway Express Agency
United Parcel Service
Air Cargo
Domestic Freight Forwarders
(Surface and air)
Household Goods Van Carriers
Water Carriers
All Other (Specify)
TOTALS
International
Air Cargo
Water Carriers
International Freight Forwarders
(Surface and air)
TOTALS
GRAND TOTALS
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Department or Agency
Bureau or equivalent EXHIBIT 8-2
Bulletin No. E9-4
COMMERCIAL BILL OF LADING SHIPMENTS BILLED BY CARRIERS TO THE GOVERNMENT FOR FISCAL YEAR 1969
(Does not apply to Government corporations, nor to commercial documents converted to Government Bills of Lading)
ESTIMATE FOR FISCAL YEAR 1969 BASED ON SAMPLING PERIOD FROM: TO:
DISTRIBUTION OF NUMBER OF COMMERCIAL BILLS OF LADING
VOUCHERS PAID $25 OR $26 TO $51 TO $101 TO $201 TO $301 TO $401 TO OVER TOTAL
MODE - BY BILLING CARRIER NUMBER DOLLARS LESS $50 $100 $200 $300 $400 $500 $500 CBL's
Domestic
Rail Carriers
Motor Carriers
Bus Lines
Railway Express Agency
United Parcel Service
Air Cargo
Domestic Freight Forwarders
(Surface and air)
Household Goods Van Carriers
Water Carriers
All Other (Specify)
TOTALS
International
Air Cargo
Water Carriers
International Freight Forwarders
(Surface and air)
TOTALS
GRAND TOTALS
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Department or Agency Bureau or equivalent
(7) '
EXHIBIT B-3
Bulletin No. 69-4
CERTIFICATES RECEIVED IN LIEU OF LOST GOVERNMENT BILLS OF LADING
AND TRANSPORTATION REQUESTS - FISCAL YEAR 1969
ESTIMATE FOR FISCAL YEAR 1969 BASED ON SAMPLING PERIOD FROM: TO:
NUMBER
MODE - BY BILLING CARRIER PASSENGER FREIGHT
Domestic
Rail Carriers
Motor Carriers XXX
Bus Lines
Railway Express Agency XXX
United Parcel Service XXX
Air Carriers
Domestic Freight Forwarders (Surface and air) XXX
Household Goods Van Carriers XXX
Water Carriers
All Other (Specify)
TOTALS
International
Air Carriers
Water Carriers
International Freight Forwarders (Surface and air) ? ? ? ? XXX
TOTALS
GRAND TOTALS
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Department or Agency
Bureau or equivalent EXHIBIT B-4
Bulletin No. 69-4
GOVERNMENT TRANSPORTATION REQUESTS FOR FISCAL YEAR 1969
ESTIMATE FOR FISCAL YEAR 1969 BASED ON SAMPLING PERIOD FROM: TO:
DISTRIBUTION BY NUMBER OF TRANSPORTATION REQUESTS
VOUCHERS PAID $15 OR OVER TOTAL
MODE - BY BILLING CARRIER NUMBER DOLLARS LESS $16-$25 $26-$50 $51-$100 $100 GTR'S
Domestic
Air Carriers
Bus Lines
Rail Carriers
Water Carriers
All other (Specify)
TOTALS
International
Air Carriers
Water Carriers
All Other (Specify)
? TOTALS
GRAND TOTALS
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
)
- --Department or Agency Bureau or equivalent
EXHIBIT (-)
Bulletin No. 69-4
AGING OF UNPAID CARRIER VOUCHERS FROM DATE OF RECEIPT OF VOUCHERS
AS OF OCTOBER 31, 1968
DISTRIBUTION BY NUMBER OF CALENDAR DAYS
1-15 16 - 30 31 - 45 46 - 60 61 - 75 76 - 90 OVER 90
FREIGHT VOUCHERS
Number
Amount
PASSENGER VOUCHERS
Number
Amount
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Department or Agency
Bureau or equivalent EXHIBIT B-6
Bulletin No. 69-4
TIME TO PROCESS FREIGHT TRANSPORTATION TRANSACTIONS
BASED ON REPRESENTATIVE PERIOD FROM: TO:
DISTRIBUTION OF ITEMS BY CALENDAR DAY GROUPINGS
1-10 11-20 21-30 31-45 46-60 61-75 76-90 OVER 90
LONG FORM GOVERNMENT BILL OF LADING*
1. From date of receipt of shipment by
carrier to date of delivery.
2. From date of delivery to date of
receipt of carrier's bill.
3. From date of receipt of carrier's
bill to date of preparation of
schedule of disbursement for
payment.
4. From date of preparation of schedule
of disbursement to date submitted
to disbursing office.
5. From date schedule of disbursement
submitted to disbursing office to
date paid by disbursing office.
*NOTE: Items 1 and 2 are a count of the number of GBL's under each calendar day grouping.
Items 3, 4, and 5 are a count of the number of vouchers under each calendar day
grouping.
I
\
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
J
Department or Agency Bureau or equivalent
TIME TO PROCESS PASSENGER TRANSPORTATION VOUCHERS
BASED ON REPRESENTATIVE PERIOD FROM: TO:
(:)
EXHIBIT B-7
Bulletin No. 694
DISTRIBUTION OF VOUCHERS BY CALENDAR DAY GROUPINGS
1-10 11-20 21-30 31-45 46-60 61-75 76-90 OVER 90
GOVERNMENT TRANSPORTATION REQUEST
1. From date of receipt of carrier's
bill to date of preparation of
schedule of disbursement for
payment.
2. From date of preparation of
schedule of disbursement to
date submitted to disbursing
office.
3. From date schedule of disburse-
ment submitted to disbursing
office to date paid by
disbursing office.
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Department or Agency Bureau or equivalent EXHIBIT B-8
Bulletin No. 69-4
LOSS AND DAMAGE CLAIMS FILED AGAINST CARRIERS FOR FISCAL YEAR 1969
ESTIMATE BASED ON SAMPLING PERIOD FROM: TO:
MODE
DISTRIBUTION BY NUMBER OF CLAIMS
$5 AND OVER
UNDER $6 - $10 $11 - $25 $26 - $50 $51 - $100 $101 - $250 $250 TOTAL
Rail
Motor
REA Express
Air
All Other
TOTALS
_
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
EXECUTIVE OFFICE OF THE PRESIDENT
BUREAU OF THE BUDGET
WASHINGTON, D. C. 20503
BULLETIN NO. 69-3 August 26, 1968
TO THE HEADS OF EXECUTIVE DEPARTMENTS AND ESTABLISHMENTS
SUBJECT: Federal Manpower Programs
1. Purposes. This Bulletin provides instructions for the submission
of data required in the preparation of a new special analysis of
Federal manpower programs to be included in the 1970 budget. This
analysis will complement other special analyses on social programs.
The special analysis of education and related programs, instructions
for which are now in Circular No. A-11 (Rev. July 1968), previously
included most of the manpower programs.
2. Definition and coverage of Federal manpower programs. For purposes
of this analysis, Federal manpower programs are those domestic programs
with the primary purpose of improving the employment capabilities or
opportunities of the general labor force or significant target groups
thereof (e.g., poor, unemployed, disabled). However, the analysis will
include nonprofessional occupational training at Federal military and
civilian installations which is transferable to employment in the
private sector. It will exclude those programs which may fit the above
definition but which are primarily professional training or take place
as a part of the normal educational process, or both.
The programs covered by this definition typically have most of the
following characteristics although some programs will differ from one
or two of the characteristics: provide remedial services to increase
employability, deal with persons in the labor force or who desire to
be in the labor force, provide services for one year or less, provide
services outside the normal educational process and institutions, and
provide services principally for nonprofessional jobs.
Examples of the types of programs which will be covered are occupational
skill training, on-the-job training, creation or expansion of jobs,
disability rehabilitation, job-applicant matching, work experience,
anti-job discrimination, and supportive services (e.g., child care)
which are directly related to a manpower program or objective.
Examples of the types of programs which will be excluded are vocational
education, professional training, and training of Federal civilian and
military employees in skills not readily transferable to the private
sector (e.g., basic recruit training).
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
2
3. Information requested, procedures, and timing. The instructions
and format for information required for this analysis are set forth
in Attachment 1 and Exhibits 1 and 2. An original and three copies
of this information will be submitted to the Bureau of the Budget.
In those cases where programs are delegated or transferred, the agency
administering the program will have the responsibility for reporting.
Only programs with more than $1 million in outlays in any fiscal year
will be reported.
Agencies are to supply the requested information for fiscal years
1968, 1969, and 1970 of Exhibit 2 no later than October 15, 1968,
and to provide final revisions within 10 calendar days after notice
of the President's determination on the 1970 budget is received.
If the determination is received later than December 20, 1968, the
information is to be supplied within 4 days.
In addition, agencies are requested to prepare the following material
within 30 days of issuance of this Bulletin:
-- All items on Exhibit 1.
-- All items of the first column on Exhibit 2 for fiscal
year 1967 including a narrative statement for that
year.
4. Availability of data. The narrative explanatory statement will
provide an assessment of the reliability and probable range of error
of all data provided, and will outline steps to be taken to secure
data for subsequent fiscal years for items which are not currently
available. The information requested on Exhibit 1 and Exhibit 2
through item B.2 inclusive will be provided in every case. For other
items, data will be provided if it is available or can be estimated
or interpolated from existing information (including sample surveys).
Agencies are encouraged to make estimates since the narrative state-
ment will explain the degree of reliability.
5. Interpretations. Questions concerning the interpretation of this
Bulletin should be addressed to Mr. Walton Francis (Code 103, ext. 3262).
CHARLES J. ZWICK
Director
Attachments
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
ATTACHMENT 1
Bulletin No. 69-3
INFORMATION FOR SPECIAL ANALYSIS
ON FEDERAL MANPOWER PRCGRAMS
IN THE 1970 BUDGET
This attachment provides instructions for completing Exhibits 1 and 2,
and is keyed to the lettered and numbered entries in the exhibits.
A. Category of activity. For purposes of this analysis, each manpower
program will be classified by its significantly different activity(s) and
each such program activity assigned to one of the categories (which reflect
important manpower approaches) described below. If the program has only
one activity or if no other activity exceeds $5 million, the entire
program should be assigned to the single most appropriate category. If
no activity predominates, the program should be assigned to the "other"
category.
When an appropriation funds several programs, a separate listing of
total budget authority and outlays by program and activity for each fiscal
year marked "appropriation summary" will be prepared. When several
appropriations support a single program activity, summary schedules
(Exhibits 1 and 2 in their entirety) for the activity will be prepared.
Such schedules will be clearly marked "activity summary" at the top of
the schedule, and should be supported by a separate listing of budget
authority and outlays by appropriation for each fiscal year.
The classification categories are described below. These descriptions
include a tentative listing of program activities to be covered by this
analysis:
Category Description
Job Creation or Activities which are primarily intended to ex-
Expansion pand the number of jobs in a geographic area or
for a given target group through aid to public
bodies for economic development or to private
companies for extraordinary expenses. Examples
are Economic Development Administration loans
and grants and Special Impact (Economic Opportu-
nity Act) grants.
On-the-Job Activities which primarily provide payment to
Training public or private employers for the temporary
but extraordinary costs of training and hiring
for permanent jobs. Includes all services
directly associated with the payment to the
Q
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Category
Institutional
Training
Federal Military
and Civilian
Occupational
Training
Work Experience
2
Description
employer (e.g., vocational instruction during
or prior to OJT enrollment). Examples are Man-
power Development and Training "regular" OJT,
MDTA "full-cost" OJT, New Careers, Veterans
OJT, Work Incentive OJT, and Economic Opportunity
Act "full-cost" OJT.
Activities which primarily provide occupational
or prevocational skill training, generally in
a classroom or skill center setting. Excludes
professional and vocational training which take
place as part of the formal educational process
or vocational instruction accompanying OJT.
Examples are MDTA Institutional, MDTA Part-time,
Work Incentive Institutional, Job Corps, and
Federal prisoner training.
Activities which provide military personnel or
Federal civilian employees occupational training
in skills transferable to the civilian economy.
Does not include professional training or basic
recruit and officer candidate training. Examples
are occupational specialty training conducted
by the military, and "Project One Hundred
Thousand."
Activities which primarily provide work
experience and which generally have the follow-
ing characteristics: the bulk of the costs are
to provide immediate income for the participants;
actual jobs are created but they are maintained
only as long as the activity is funded; and
work performed by participants has social utility.
Includes costs of supportive manpower services
(e.g., related institutional training and child
care). Examples are Special Work Projects funded
from E0A Versatile funds, Work Experience (EOA
Title V), Neighborhood Youth Corps Out-of-School,
NYC Summer, NYC In-School, high-school Work-
Study; Foster Grandparents, Work Incentive Work
Experience and Special Work Projects, and
Operation Mainstream.
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Category
Disability
Rehabilitation
Facilitating Labor
Market Entry
and Movement
Research and
Demonstration
Other
3
Description
Activities which primarily improve the
employability of physically or mentally dis-
abled individuals. Examples are Vocational
Rehabilitation and Veterans Vocational
Rehabilitation.
Activities which primarily assist individuals
to attain or change jobs by reducing imper-
fections in the labor market or other external
barriers to employment rather than improving
employability of individuals. Includes
associated funds (e.g., job development, recruit-
ment, and counseling). Examples are the United
States Employment Service, Equal Employment
Opportunity Commission, Office of Federal
Contract Compliance, Defense "Project Transition,"
and Community Action recruitment and placement
services. Where possible, Employment Service
recruitment, counseling, and placement in
support of other activities will be allocated
to those activities.
Activities which primarily support research or
demonstration projects in support of manpower
programs. Examples are Job Corps Demonstration
Centers, Labor Department Experimental and
and Demonstration Projects, Vocational
Rehabilitation Research and Demonstration, and
Economic Development Administration Research and
Demonstration.
Activities and activity support which cannot be
assigned to one of the categories above. In
general, supportive services (e.g., child care)
and administrative costs will be distributed by
activity, but in cases where such costs are
widely distributed over several activities, they
may be included here. Examples are ECA Versatile
funds (except Special Work Projects and any
other assignable portion), Bureau of Apprentice-
ship and Training, and Model Cities supplemen-
tary grants used for manpower (except any
assignable portion).
B. Program and budget information. The paragraphs which follow provide
directions for preparation of program and budget data for Exhibits 1 and
2. Paragraphs B. 3. to B. 7. apply to Exhibit 2 only. A separate schedule
will be prepared for each program activity classified in accordance with
section A above.
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
1. Overall budget data. Federal budget authority and outlays for each
fiscal year will be reported in tenths of millions of dollars and net
of reimbursements received, but will include payments to other agencies.
Budget data reported for each activity will include costs of supporting
services (e.g., recruitment, child care, professional training of staff)
which directly contribute to the conduct of the activity. No adjust-
ments will be made for costs which would have been incurred in the
absence of the activity (e.g., welfare payments received by enrollees).
Wherever applicable, a memorandum entry will indicate the amount of over-
lap between the Federal outlays provided under this analysis and those
provided under the special analyses of health and education programs using
the revised coverage of these analyses as set forth in Circular No. A-11
(Rev. July 1968). The health outlay overlap will not be reported for 1960-66.
Estimates will be provided for the dollar value of State and local
matching funds related to the specific Federal program activity obliga-
tions identified above.
The estimated percent of Federal outlays for the poor will be based on the
Office of Economic Opportunity-Social Security Administration variable
income definition of poverty. The estimate provided will differ from the
percent poor of new participants (see paragraph B. 5.) in those cases in
which the poor receive more intensive services than other participants.
2. Numbers of individuals served. Persons served are to be
reported to the nearest thousand. A person is served by an activity if
he receives employment services as a direct result of the conduct of
the activity. In view of the differing concepts of service (e.g.,
Employment Service applicants, Job Corps enrollees) normally used in
the various programs, for purposes of this analysis individuals served
will be defined in terms of "participation" as follows:
lEntry
Participants
start-of-year
New participants
Total participants
served
Description
The number of individuals who are being served
by the activity at the beginning of the fiscal
year (same as end of previous year).
Individuals who enter the activity during the
year, regardless of the year in which funded.
Participants on board at the start of the year
plus new participants during the year equals
the total number of individuals served during
the year.
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Entry Description
5
Participants All individuals who leave the activity during
terminating the year, regardless of the year in which
funded. Includes both "failures" (e.g.,
drop-outs) and "successes" (e.g., completers)
but is unrelated to actual employment experience
after leaving.
Participants
end-of-year
Others served--
specifil
The number of individuals who are in the
activity at the end of the fiscal year. This
item, less new participants and plus participants
terminating equals the number of people on
board at the beginning of the year, and also
equals total participants served less participants
terminating during the year.
In some cases an additional service indicator(s)
will be necessary to supplement or substitute
for participation figures. This entry, when
used, should be defined. An example in which
it will be used as a substitute is found in
numbers of apprentices, since there is no
direct relationship between the Federal
apprenticeship program and numbers of appren-
tices. An example in which it will be used
as a supplement is found in the number of
children receiving child care services.
The above data will include duplication in the count of persons served,
which occurs as a result of re-enrollment in the same or a different
activity. Therefore, the following information will be provided:
Entry Description
Participants previously The number of new participants who were served
served--other by another federally sponsored manpower activity
activities at any time during the 12 months preceding
their current reported participation. For
purposes of this item, referral by the Employ-
ment Service to other programs will not
constitute prior participation. An example
would be the flow of participants through
the various activities conducted under the
Work Incentive Program.
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Entry Description
6
Participants The number of new participants who were
previously served by the same activity during the 12
served--same preceding months. Activities with a signifi-
activity cant number of "repeaters" would be NYC
Summer and the Employment Service.
3. Budget data on services provided. Budget authority for each
activity should be broken out (dollars in tenths of millions) by the
amounts for each of the service classifications that follow. The sum
of the entries will add to total budget authority for the activity.
Entry Description
Construction
Employer payments
Economic development facilities, plant
location, training facilities, or supporting
housing facilities.
Payments to employers for extraordinary costs
associated with hiring (OJT), training, and
supportive services to be provided by the
employer.
Allowances Payments made to enrollees by the government
or sponsoring agency directly.
Occupational Teachers, equipment, materials, rents, etc.,
training directly associated with teaching pre-
vocational and occupational skills.
Basic education
Child care
Health
Other services
Recruitment
Placement
Teachers, materials, rents, etc., associated
with basic reading and arithmetic courses.
Care of children while parent is in training
or work.
Medical examinations, diagnostic services,
health insurance, medical care, etc.
Food, transportation, relocation, legal aid,
recreation, bonding and other services
received by enrollees directly.
Outreach, recruitment, occupational testing,
coaching and counseling.
Developing job opportunities (job engineering,
solicitation, etc.), referral and placements
in jobs, and followup interviews.
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
0
Entry
Description
Research and Principally research, evaluation, and
demonstration demonstration projects related to manpower
programs.
Program direction
and support
7
Principally program direction, reporting,
technical assistance, central administration,
and staff training.
4. Value of work performed by participants. Participants in many
cases produce goods and services while in a program. In the case of
work experience activities or other activities with ancillary work
experience, the estimated value of work performed should be provided.
If estimates of the value of the work are not available, wage payments
made to participants while working are an acceptable substitute. For
OJT activities, the wages paid to the participants by the employer less
any productivity differential paid will equal the value of the work
performed. Total value per program will be expressed in dollars to
the nearest million, average value per participant will be expressed
in dollars. (Total value can be converted to average value by dividing
total value by man-years served, multiplying by average length of stay
in months, and dividing by 12.)
5. Characteristics of individuals served. These entries will be
provided in percentages to the nearest whole number. Wherever possible,
the data will be presented on the basis of new participants in each
fiscal year. In those cases where data is available for only a small
sample, this will be explained and the reliability assessed in the
narrative explanatory statement.
Entry
Percent poor
Percent nonwhite
Percent 21 or
younger
Percent 55 or
older
Percent male
Percent disabled
Description
Use the Office of Economic Opportunity-Social
Security Administration variable income de-
finition of poverty.
Negro and other racial minorities.
Self-explanatory.
Self-explanatory.
Self-explanatory.
Physical or mental disability.
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Entry Description
Percent on welfare Recipients of public assistance.
Percent less than
high school
graduation
Includes those of less than 8 years school
separately identified below.
Percent less than Grade completed--not actual achievement
8 years school level.
6. Unit costs and related data. Program costs per participant
are normally calculated on different bases for each program activity
and in many cases are prepared on a slot and/or obligation basis which
is not necessarily related to actual costs of services provided in a
given year. For purposes of this analysis, unit costs and related
data will be presented as described below:
Entry
Man-years served
Average man-year
outlay
Average length
of stay
Participant unit
cost
Description .
The average number of participants on board
during the entire fiscal year. It will
normally be calculated by taking the mid-
or end-month number of participants for each
month, totaling, and dividing by 12.
The fiscal year outlays divided by the
number of man-years.
The average duration of time each participant
is served by the activity. It will be
expressed in months to the nearest tenth.
The average man-year outlay multiplied by
the average length of stay and divided by
12. In some cases the nature of the activity
(no enrollment concept) may dictate taking
the number of total participants served in a
fiscal year and dividing this number into
outlays directly (skipping the man-year and
length of stay items) in order to derive unit
costs.
The data above will approximate accrued costs on an individual basis
for a given year in those cases in which outlays and services occur
almost simultaneously. Where available, accrued costs should be used
instead of outlays. Adjustments to outlays should be made (provide
memorandum entry of revised outlay figure and explanation of the basis
for the estimate):
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
0
a. If significant amounts of outlays occur in different fiscal
years from the years in which services are provided (e.g., due either
to advances or late submissions of bills).
b. If significant amounts of capital outlays occur which will
not affect any individuals for several years or will affect many
individuals over extended periods of time.
7. Estimated employment status of persons served. For each
entry below, the narrative statement will indicate briefly the source
and timing of the data, any calculations used, and the estimated
reliability and range of error. Data will not be reported for 1969
and 1970.
Entry
Prior status of new
participants:
Percent employed
Percent in school
Percent in other
Federal manpower
programs
Percent unemployed
or not in the
labor force
Average annual
earnings
Average hourly
wage rate
Status of terminations:
Percent employed
Percent in school
Percent in other
Federal manpower
programs
9
Description
The percentage entries will add to 100%.
The size of the sample will be separately
described and unknown cases will be dis-
tributed among these entries proportionally.
"Employed" includes service in the Armed
Forces and does not differentiate between
full- and part-time; "in school" includes
any non-manpower training program. The
percentage data will be provided for the
point in time just prior to participation.
However, additional data for a known point
in time more removed from actual participa-
tion (e.g., status a year prior to participa-
tion) should be provided in the same format
if available.
Average earnings of all new participants who
were employed (other than in the Armed Forces)
during the 12 months prior to participation.
Does not include unearned income.
Average hourly wage rate (of those employed
other than in the Armed Forces) of the last
job held before participation.
The percentage entries will add to 100%. The
size of the sample will be separately described,
and unknown cases will be distributed among
these entries proportionally. As above,
percentage data will be reported for a point in
time near termination. However, separate
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Entry
Percent unemployed
or not in the
labor force
Percent deceased
Average annual
earnings
Average hourly
wage rate
10
Description
data in the same format for a point in time
close to one year after termination will be
provided if available.
Average earnings of all terminations employed
(other than in the Armed Forces) during the
12 months after termination.
Average hourly wage rate of those employed
(other than in the Armed Forces) for a point
in time near termination. Separate data on
the last known job held in the 12-month
period after participation will be provided
if available.
C. Narrative statement. Agencies will attach a brief narrative
statement for each activity providing the following information:
A brief (one-half page) statement describing the nature of
the program, the clientele served, administering agencies
at the Federal, State, and local levels, new directions in
the program, and findings of any special cost-effectiveness
or other analytic studies which have implications for the
conduct of the program.
Comments concerning reliability of the data, explanation
of sources of data and estimating procedures, and an out-
line of steps which will be undertaken to secure missing
data for subsequent fiscal years.
The name and telephone number of a person(s) who can be
contacted for any necessary clarification of the sub-
mission.
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7 EXHIBIT 1
(,) Bulletin f:D9-3
FEDERAL MANPOWER PRCGRAMS
gime of Department or agency7
gureau or comparable organizational unig
gppropriation(s)7
grogram activity tit127
A. Category of activity:
B. Program and budget information:
1. Overall budget data:
Federal budget authority
Federal outlays
(Education outlay overlap)
State and local matching
Percent of Federal outlays
for poor
2. Numbers of individuals served:
Participants start-of-year
New participants
Total participants served
Participants terminating
Participants end-of-year
[Others served--specifit
Participants previously
served--other activities
Participants previously
served--same activity
(Fiscal years)
1960 1961 1962 1963 1964 1965 1966
actual actual actual actual actual actual actual
( ) ( ) ( ) ( ) ( ) ( ) ( )
C. Narrative statement:
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
nuu.Lei.In No. 69-3
FEDERAL MANPOWER PROGRAMS
A. Category of activity:
flame of Department or agency7
gureau or comparable organizational unig
gippropriation(s17
grogram activity titlg
(Fiscal years)
1967 1968 1969 1970
actual actual estimate estimate
B. Program and buAget information:
1. Overall budget data:
Federal budget authority
Federal outlays
(Health outlay overlap)
(
)
(
)
(
)
(
)
(Education outlay overlap)
(
)
(
)
(
)
(
)
State and local matching
Percent of Federal outlays
for poor
2. Numbers of individuals served:
Participants start-of-year
New participants
Total participants served
Participants terminating
Participants end-of-year
LOthers served--specifir
New participants previously
served--other activities
New participants previously
served--same activity
3. Budget data on services provided:
Construction
Employer payments
Allowances
Occupational training
Basic education
Child care
Health
Other services
Recruitment
Placement
Research and demonstration
Program direction and support
)4. Value of work performed by
participants:
Total ?
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7
FEDERAL MANPOWER PROGRAMS (Continued)
1967 1968 1969 1970
actual actual estimate estimate
5. Characteristics of individuals
served
Percent poor
Percent nonwhite
Percent 21 or younger
Percent 55 or older
Percent male
Percent disabled
Percent on welfare
Percent less than high school
graduate
Percent less than 8 years
school
6. Unit costs and related data
Man-years served
Average man-year outlay
Average length of stay
Participant unit cost
2
7. Estimated employment status of
persons served
Prior status of new participants:
Percent employed
Percent in school
Percent in other Federal
manpower programs
Percent unemployed or not in
the labor force
Average annual earnings
Average hourly wage rate
Status of terminations:
Percent employed
Percent in school
Percent in other Federal
manpower programs
Percent unemployed or not in
the labor force
Percent deceased
Average annual earnings
Average hourly wage rate
XX XX
XX XX
XX XX
XX XX
XX XX
XX XX
XX oc
)0C XX
XX XX
XX XX
XX XX
XX XX
XX XX
C. Narrative statement:
Declassified and Approved For Release 2013/07/17 : CIA-RDP06M00944R000200050004-7