OMB BULLETIN NO. 79-12, DATED JULY 31, 1979, SUBJECT: VOICE TELECOMMUNICATIONS MANAGEMENT (U)

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP06M00974R000100180001-4
• Release Decision: RIPPUB
• Original Classification: U
• Document Page Count: 18
• Document Creation Date: December 27, 2016
• Document Release Date: July 12, 2013
• Sequence Number: 1
• Publication Date: August 23, 1979
• Content Type: MEMO

Declassified in Part - Sanitized Copy Approved for Release 2013/07/12 : CIA-RDP06M00974R000100180001-4
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79,1332
STAT
STAT
23 August 1979
MEMORANDUM FOR THE RECORD
SUBJECT: OMB Bulletin No. 79-12, dated July 31, 1979, Subject: Voice
Telecommunications Management (U)
1. I called Mr. Hall on 23 August 1979 to ascertain whether the
Agency would be required to submit a report to OMB (with a copy to GSA)
as required by Bulletin No. 79-12. This was a follow-up to
telecon with Mr. Hall and the former's note of 15 August transmitting
a copy of the subject bulletin to Mr. Hall. (A/IU0)
2. Mr. Hall advised that he had not had time to look into this,
but on the basis of our assurance that the Agency had already taken
steps to reduce telephones and associated costs and since any such
report from the Agency would be classified and could not be made
available to GSA, he agreed that we need not submit the required
report at this time. He indicated that he would get back to us at
a later date if he decided that the information called for in the
Bulletin must be submitted. (A/IUO)
Distribution:
Orig. - Compt;Compt Subj
1 - Compt Reading
1 - AG Chrono
1 - AG Subj
STAT 0/Compt/AG
Chief, Administration Group
0/Comptroller
(23 Aug 79)
N
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STAT
STAT
STAT
Mr. Keith Hall
Office of Management and Budget
8215 New Executive Office Building
Keith:
The OMB bulletin on telephones is attached.
We would appreciate a word by the end 16f next
week if possible.
Acting Comptroller
Distribution:
Orig - addressee
1 - Compt w/oatt
T - D/Compt w/oatt
d)- Compt Subj w/att
1 - Compt Reading w/o att
0/Comp
hr 8/15/79
8/15/79
???=.'
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17-r_
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_
EXECO-rIVE OFFICE OF THE PRESIDEril
?
6:3~.
BULLETIN NO. 79-12
OFFICE OF MANAGEMENT AND BUDGET
WASIAINGToN. D.C. 20503
July 31, 1979
TO THE HEADS OF EXECUTIVE DEPARTMENTS AND ESTABLISHMENTS
SUBJECT: Voice Telecommunications Management
1. Purpose. This bulletin prescribes government-wide pro-
cedures for the procurement, management and utilization
of voice telecommunications equipment and services by
executive agencies.
2. Background. Telecommunications usage in the Federal
Government has been increasing rapidly over recent years
in direct support of new and expanding Federal programs.
It has been demonstrated that good management and the
effective use of information technology, such as voice
communications, can assist in increasing productivity
and mission performance without increasing the size of
the Federal budget or work force.
Currently, annual obligations for voice telecommunica-
tions equipment and services by executive agencies exceed
$600 million. Telephone billing costs amount to $260
million annually, with a growth averaging 12 percent per
year. In order to assure that telecommunications
services are being used effectively and efficiently, OMB
Circular No. A-11, Section 43.3, prescribes a methodology
for agencies to assess and report the requirements for
their short- and long-term total telecommunications
resource needs. This bulletin more narrowly focuses on
the application of those resources toward more effective
and efficient procurement, management and utilization of
voice telecommunications equipment and services through
the implementation of a voice telecommunications manage-
ment program in the executive agencies. While new
applications of information technology which increase
productivity and mission performance are encouraged, an
intended goal of this program is to reduce existing
agency voice telecommunications obligations below current
levels in consonance with the President's recent
directive to reduce operating costs.
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Declassified irTPart - Sanitized' Copy Approved for Release 2013/07/12 : CIA-RDP06M-00974R006107:0180001-4-
\--)
2
3. Coverage. These instructions apply to all executive
departments and establishments that are subject to the
General Services Administration's (GSA) Federal
Property Management Regulations (FPMR), Part 101-37,
dealing with policies and methods governing the acquisi-
tion and utilization of telecommunications services.
4. Agency Voice Telecommunications Manasement Proitara
Required Agency Actions. Each agency shall develop,
within existing resources, a voice telecommunications
? management program suited,.to its size, organization,
and mission which will provide for effective and
efficient telephone service. GSA, as the Executive
Branch's telecommunications manager, will provide
? assistance in developing these programs, and will
review the results of agency programs to ensure that
effective management is maintained.
-- Control of telephone costs. The following
? costs associated with voice telecommunica-
tions costs should be analyzed to assure
that they are kept to the minimum level
necessary to meet mission requirements.
? These charges are listed on every telephone
bill submitted by the local telephone company
or GSA on consolidated systems.
Local service charges. These charges are
for telephone lines (business, PBX, or
CENTREX), terminal equipment (telephones,
key systems, intercoms, speakerphones, etc.),
and local message unit charges.
? Long-distance charges. These charges are
for long-distance calls made on the public
commercial telephone (i.e., non-FTS)
network. The statement-should identify, as
a minimum, the calling and called telephone
number, duration of call, cost of call and
date.
? Other charges and credits. These charges
include billing adjustments and work
performed on the telephone system during
the preceding month, i.e., moves, connects,
and disconnects.
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- - - - - -
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Mana9ementITelephe Services Management
officials should determine the proper number and
most effective arrangements of station lines to
be installed, and the correct terminal equipment
configurations.
Line utilization surveys. Each agency shall
conduct a systematic annual review of station
lines to insure that the proper numberof
lines are installed. Instructions for
conducting line utilization surveys should be
contained in the agency's telecommunications
management program.
o Management of station terminal equipment0 Each
agency shall make an annual inventory of all
installed telephone station equipment and
features, and shall certify the accuracy of
their inventory when compared to their state-
ment of charges. Agencies receiving services
from GSA-operated telephone systems are
provided by May 1 of each year a computerized
inventory which is to be certified and returned
to GSA by June 30. All unneeded equipment and
features shall be removed based on an analysis
of the annual review.
Selection of station terminal equipment.
Telephone station equipment requirements and
service features shall be the minimum to meet
agency mission needs.
a. Agencies shall establish and enforce
internal regulations applicable to the
use of auxiliary equipment, and features,
such as automatic dialing equipment,
speakerphones, call directors, hot lines,
chimes, music on hold, etc.
b. Agencies shall control charges for station
moves and system changes. When moves are
required, every effort should be made to
use existing telephone arrangements in
order to curtail moving charges.
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-
-- Management of Long-Distance Telephone Services
T e Federal Telecommunications System FTS)
Intercity Voice Network offers agencies an effective
and economic alternative to the public commercial
telephone network for long-distance calling.
Agencies shall use the FTS whenever practical
in order to reduce long-distance commercial toll
costs. Existing commercial toll bills should be
? reviewed with this in mind.
5. GSA Support. When requested, GSA, in cooperation with
agency management, will-survey agency requirements for
voice telecommunications facilities and services.
Advice and assistance will be provided regarding service
improvements and cost-saving modifications.
6. Ev2.2Illagements. No later than September 15,
report to ONE in the format of the
attached exhibit, information on:
-- The number of telephones currently in use by
the agency in relation to the number of agency
personnel.
-- The obligations incurred for all voice telecom-
munications by cost component.
-- Projected reductions in obligations for
existing voice telecommunications.
Management plans and initiatives for FY 1980
and FY 1981 to more effectively and efficiently
use voice telecommunications.
A copy of this material will be provided concurrently
to the Commissioner of the Automated Data and Telecommu-
nications Service, General Services Administration, 18th
and F Streets, N.W., Washington, D. C.,20405. Subsequent
reports may be requested by the OMB staff responsible for
reviewing the agency's budget following consultation with
agency staff.
Declassified in Part - Sanitized Copy Approved for Release 2013/07/12 : CIA-RDP06M00974R000100180001-4
7. Inquiries. Questions regarding this bulletin should be
directed to the OMB representative responsible for
reviewing the agency's budget, or to the Information
Systems Policy Division (395-4814).
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,
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Exhibit
Bulletin No. 79-12
Department of Gbvernment
Voice Telecommunications
1978 1979 1980 1981
Actual Estimated Estimated Estimated
1. Tbal agency personnel
2. Total number of agency telephones 0600 OOOOOOOO 0011
3. Average number of personnel/telephone
(line I divided by line 2). (See GSA
FPMR 101-37.308-1.)
. Total obligations for voice telecommunications
a. Local service charges (recurring and
nonrecurring)
b. Commercial toll charges OOOOOO 0000000000
c. Intercity charges (FTS) OOOOOO 000004106006000 ?
d. Total (.4a+ 4b + 4c) OOOOOOOOO 00009090,060000
5. Average cost/telephone (line 4d divided by
line 2) OOOOOOOOO OOOOO 0,0?000,00001,00000000
6. Total projected reductions in obligations for
voice telecommuications from 1978 base year.
(Specify actions in Item #7 narrative
discussion) OOOOOOOOOOOOOOO ............. OOOOO a OO XXX XXX
7. Discussion of management plans and initiatives for FY 1980 and FY 1981 to more effectively and
efficiently utilize voice telecommunications. Include discussions as appropriate of any proposed
organizational/Programmatic changes which will impact expected obligations.
Declassified in Part - Sanitized Copy Approved for Release 2013/07/12 : CIA-RDP06M00974R000100180001-4
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: CIA
STA
STA
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. 1 NINCLASSIFIED 1 I CUNFIVZNTIAL 1 [ SECRET
OFFICIAL ROUTING SLIP
TO
NAME AND AD ? RESS
DATE
INITIALS
r
1 1
(AO
74
2
3
.hium=.T.e.y.ior
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4
5
1
6
ACTION
DIRECT REPLY
PREPARE REPLY
APPROVAL
DISPATCH
RECOMMENDATION
MNAMEWF
FILE
RETURN
CONCURRENCE
INFORMATION
SIGNATURE
Re/narks:
The attached bulletin requires a report to
OMB (with a copy to GSA) on Agency telephone
service and the cost thereof, along with a plan
for increasing the efficiency of telephone usage.
On thetealace, the report (in the format of that-
attachedeulletin) would appear to be simple but
will require a good deal of effort to compile the
data and will present Commo with some difficult
problems. I wonder whether it would be possible
for the Comptroller to seek an exemption for the
Agency. If you feel this is not appropriate or
if the exemption is sought and denied, I wotld
urge we limit our report to the so-called black
telephone service in the Headquarters area. To
(Over)
FOLD HERE TO RETURN TO SENDER
FROM: NAME. ADDRESS AND PHONE NO.
DATE
F
Ch/Admin Group-8/13/79
.
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do otherwise would require an inordinate invest?
ment of time on the part of Commo, Logistics, and
those components having field offices, both in
Headquarters and abroad in order to compile this
information.
Do you wish to seekan-exemption, and, if
not, are you in agreement that we should lay this
on with Commo and Logistics to include only the
telephone services in the Headquarters area and
the costs which are funded centrally by Commo?
DEY
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Declassified in Part - Sanitized Copy Approved for Release 2013/07/12 ? CIA-RDP06M00974R000100180001-4
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SUBJECT: (Optional)
OMB Bulletin No. 79-12, Dated: 31 July 1979, Subject: Voice
Telecommunications Mana:ement
FROM:
OMB
EXTENSION
NO.
DATE
9 August 1979
TO: (Officer designation, room number, and
building)
DATE
OFFICER'S
INITIALS
COMMENTS (Number each comment to show from whom
to whom. Draw a line across column after each comment.)
RECEIVED
FORWARDED
i
I 1 .
6/7
This is a,new OMB Bulletin.
Please note suspense date
15 September 1979.
of
ST
FAT
,,...
-/
,
2.
Nine copies
being held.
3.
4.
?
5.
6.
7.
8.
9.
10..
.,,. '.1
IL
12.
13.
14.
15.
FORM
3-62
610 USE PREVIOUS
EDITIONS
LISECRET E] CONFIDENTIAL El IuNsTEERNA fl UNCLASSIFIED
AT
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?
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(4.)
.t.
EXECUTIVE OFFICE OF THE PRESIDENT
OFFICE OF MANAGEMENT AND BUDGET
WASHINGTON. D.C. 20503
BULLETIN NO. 79-12
July 31, 1979
TO THE HEADS OF EXECUTIVE DEPARTMENTS AND ESTABLISHMENTS
SUBJECT: Voice Telecommunications Management
1. Purpose. This bulletin prescribes government-wide pro-
cedures for the procurement, management and utilization
of voice telecommunications equipment and services by
executive agencies.
2. Background. Telecommunications usage in the Federal
Government has been increasing rapidly over recent years
in direct support of new and expanding Federal programs.
It has been demonstrated that good management and the
effective use of information technology, such as voice
communications, can assist in increasing productivity
and mission performance without increasing the size of
the Federal budget or work force.
Currently, annual obligations for voice telecommunica-
tions equipment and services by executive agencies exceed
$600 million. Telephone billing costs amount to $260
million annually, with a growth averaging 12 percent per
year. In order to assure that telecommunications
services are being used effectively and efficiently, OMB
Circular No. A-11, Section 43.3, prescribes a methodology
for agencies to assess and report the requirements for
their short- and long-term total telecommunications
resource needs. This bulletin more narrowly focuses on
the application of those resources toward more effective
and efficient procurement, management and utilization of
voice telecommunications equipment and services through
the implementation of a voice telecommunications manage-
ment program in the executive agencies. While new
applications of information technology which increase
productivity and mission performance are encouraged, an
intended goal of this program is to reduce existing
agency voice telecommunications obligations below current
levels in consonance with the President's recent
directive to reduce operating costs.
Declassified in Part - Sanitized Copy Approved for Release 2013/07/12 : CIA-RDP06M00974R000100180001-4
Declassified in Part - Sanitized Copy Approved for Release 2013/07/12 : CIA-RDP06M00974R000100186001-4'
2
3. Coverage. These instructions apply to all executive
departments and establishments that are subject to the
i General Services Administration's (GSA) Federal
Property Management Regulations (FPMR), Part 101-37,
dealing with policies and methods governing the acquisi-
tion and utilization of telecommunications services.
4. Agency Voice Telecommunications Management Program,
Required Agency Actions. Each agency shall develop,
within existing resources, a voice telecommunications
management program suited to its size, organization,
and mission which will provide for effective and
efficient telephone service. GSA, as the Executive
Branch's telecommunications manager, will provide
assistance in developing these programs, and will
review the results of agency programs to ensure that
effective management is maintained.
Control of telephone costs. The following
costs associated with voice telecommunica-
tions costs should be analyzed to assure
that they are kept to the minimum level
necessary to meet mission requirements.
These charges are listed on every telephone
bill submitted by the local telephone company
or GSA on consolidated systems.
1????=11,
? Local service charges. These charges are
for telephone lines (business, PBX, or
CENTREX), terminal equipment (telephones,
key systems, intercoms, speakerphones, etc.),
and local message unit charges.
? Long-distance charges. These charges are
for long-distance calls made on the public
commercial telephone (i.e., non-FTS)
network. The statement should identify, as
a minimum, the calling and called telephone
number, duration of call, cost of call and
date.
? Other charges and credits. These charges
include billing adjustments and work
performed on the telephone system during
the preceding month, i.e., moves, connects,
and disconnects.
Declassified in Part - Sanitized Copy Approved for Release 2013/07/12 : CIA-RDP06M00974R000100180001-4
? . .. , .
Declassified in Part - Sanitized Copy Approved for Release 2013/07/12 : CIA-RDP06M00974R000100180001-4
?'. Lz)
Mana ement of Telephone Services. Management
offiCiala should determine the proper number and
most effective arrangements of station lines to
be installed, and the correct terminal equipment
configurations.
IlE2_11_tililtI2_11Eya_s_. Each agency shall
? conduct a systematic annual review of station
lines to insure that the proper number of
lines are installed. Instructions for
conducting line utilization surveys should be
contained in the agency's telecommunications
management program.
Management of station terminal equipment. Each
agency shall make an annual inventory of all
installed telephone station equipment and
features, and shall certify the accuracy of
their inventory when compared to their state-
ment of charges. Agencies receiving services
from GSA-operated telephone systems are
provided by May 1 of each year a computerized
inventory which is to be certified and returned
? to GSA by June 30. All unneeded equipment and
features shall be removed based on an analysis
of the annual review.
Selection of station terminal equipment.
Telephone station equipment requirements and
service features shall be the minimum to meet
agency mission needs.
a. Agencies shall establish and enforce
internal regulations applicable to the
use of auxiliary equipment, and features,
such as automatic dialing equipment,
speakerphones, call directors, hot lines,
Chimes, music on hold, etc.
b. Agencies shall control charges for station
moves and system changes. When moves are
required, every effort should be made to
use existing telephone arrangements in
order to curtail moving charges.
Declassified in Part - Sanitized Copy Approved for Release 2013/07/12 : CIA-RDP06M00974R000100180001-4
Declassified in Part - Sanitized Copy Approved for Release 2013/07/12 : CIA-RDP06M00974R000100180001.-4*
L.)
4
-- Management of Long-Distance Telephone Services
T e Federal Telecommunications System PTS
Intercity Voice Network offers agencies an effective
and economic alternative to the public commercial
telephone network for long-distance calling.
Agencies shall use the FTS whenever practical
in order to reduce long-distance commercial toll
costs. Existing commercial toll bills should be
reviewed with this in mind.
5. GSA Support. When requested, GSA, in cooperation with
agency management, will survey agency requirements for
voice telecommunications facilities and services.
Advice and assistance will be provided regarding service
improvements and cost-saving modifications.
6. Reporting Requirements. No later than September 15,
1979, agencies will report to OMB in the format of the
attached exhibit, information On:
The number of telephones currently in use by
the agency in relation to the number of agency
personnel.
The obligations incurred for all voice telecom-
munications by cost component.
Projected reductions in obligations for
existing voice telecommunications.
Management plans and initiatives for FY 1980
and FY 1981 to more effectively and efficiently
use voice telecommunications.
A copy of this material will be provided concurrently
to the Commissioner of the Automated Data and Telecommu-
nications Service, General Services Administration, 18th
and F Streets, N.W., Washington, D. C.,20405. Subsequent
reports may be requested by the OMB staff responsible for
reviewing the agency's budget following consultation with
agency staff.
Declassified in Part - Sanitized Copy Approved for Release 2013/07/12 : CIA-RDP06M00974R000100180001-4
Declassified in Part - Sanitized Copy Approved for Release 2013/07/12 : CIA-RDP06M00974R000100180001-4
5
7. Inquiries. Questions regarding this bulletin should be
directed to the OMB representative responsible for
reviewing the agency's budget, or to the Information
Systems Policy Division (395-4814).
mes T. McIntyre, Jr.
Director
Attachment
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Declassified in Part - Sanitized Copy Approved for Release 2013/07/12 : CIA-RDP06M00974R000100180001-4
Exhibit
Bulletin No. 79-12
Department of Government
Voice Telecommunications
1978 1979 1980 1981
Actual Estimated Estimated Estimated
1. Mal agency personnel
2. Total number of agency telephones
3. Average number of personnel/telephone
(line I divided by line 2). (Sec GSA
FPNIR 101-37.308-1.)
4. Total obligations for voice telecommunications ??
a. Local service charges (recurring and
nonrecurring)
b. Commercial toll charges
c. Intercity charges (FTS)
d. Total (4a + 4b + 4c)
5. Average cost/telephone (line 4d divided by
line 2)
1-6---
6. Total projected reductions in obligations for
voice telecommuications from 1978 base year.
(Specify actions in Item #7 narrative
discussion) XXX XXX
7. Discussion of management plans and initiatives for FY 1980 and FY 1981 to more effectively and
efficiently utilize voice telecommunications. Include discussions as appropriate of any proposed
organizational/Programmatic changes which will impact expected obligations.
Declassified in Part - Sanitized Copy Approved for Release 2013/07/12 : CIA-RDP06M00974R000100180001-4