DISCUSSION OF PROJECT TO PROVIDE REMOTE INPUT/EDIT/UPDATE CAPABILITIES WITHIN THE NPIC MANAGEMENT INFORMATION SYSTEM

• Document Type: CREST
• Collection: NGA Records (Formerly NIMA)
• Document Number (FOIA) /ESDN (CREST): CIA-RDP73T00325R000100020032-6
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 34
• Document Creation Date: December 28, 2016
• Document Release Date: June 3, 2008
• Sequence Number: 32
• Publication Date: April 17, 1970
• Content Type: MEMO

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SPEED LETTER
REPLY REQUESTED
DATE
17 April 1970
YES
NO
LETTER NO.
TO :
FROM:
ATTN:
SUBJECT: Project to Provide Remote Input/Edit/Update Capabilities within the MIS
1. Attached is a memoraildun for your review - written by and
::1 It gives a preliminary readout of our assessment of the system you
have proposed - and contains references to matters requiring decision before
proceeding too far.
2. After you have had an opportunity to digest the contents - suggest we get
together for an informal discussion as to where we go from here.
b
SIGNATURE
REPLY
DATE
SIGNATURE
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a 7 APR, 1970
ME,MORANU111 FOR:
THROUGH:
SUBJECT:
thief, Information Systems Branch, AID/PSG/NPIC
Discussion of Project to Provide Remote Input/Edit/Update
Capabilities within the NPIC Management Information System
REFERENCE: Request for Programming Support., dated 12 March 1970,
Project Number 920073
1. The purpose of.this memorandum is to draw--out a broad outline of:
a. The goals and objectives of the proposed system.
b. The assumptions AID personnel will be using as a basis for
--their system design.
At this'time our discussion is.being limited to comments on points b and
d above, and phase one of the. proposed system, since decisions and specifi-
cations for phases two and three. are contingent on the groundwork laid by
the resolutions reached in phase one.
2. The goal of this system is to make the input to the MIS update
cycle timely, accurate, and readily available for analytical and statistical
evaluation. The objectives by which we hope to reach this goal.are:
-a. The creation of a drum base file of-the MIS update input
data.
b.- The creation of supplementary tables that would allow valida-
tion.of the MIS input and accordingly will contain all active project
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c. The functional provisions applicable to the system.
d. 'Any problems and/or ambiguities that present themselves;
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niunbers, valid activity codes, NPIC skill codes and designation
of DIA personnel.
c. To provide programming for a remote access system that
would utilize these files to verify and edit the input to the MIS
update cycle.
'(1) The use of this system utilizing drum based files
would allow for the insertion into the system of time card
data no later than 1600 hours on Tuesday of each week thus
increasing the timeliness of input to the system.
(2) The system iaould perform-edit and verification on the
.input data immediately upon its receipt, prior to. its input to
.the MIS update cycle thus increasing the accuracy of the data
being finally input to the update.
(3) The system would provide an error listing of cards
that failed the pass edit and verification checks and which
are to be corrected and re-input to the system. This listing
would hopefully--act as a help in decreasing the time needed to
track down errors and correct input cards.
3. The assumptions being used as the basis of our systems design
a. Operational considerations such as responsibility for input
and output, and updating supplemental tables will be able to be
fulfilled.
b. The time card input will reside on a drum based file.
..(l) Provisions will be made for the procedures and criteria
which a -file'of,time card input is deemed as historical and
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transferred either to a temporary file or tape for use by
PPB in analytical studies. Provisions must also be made
for file readiness-for input to update, status of supplemental
tables, etc.
(2) The time card input will be reduced to one project
number and activity entry per card.
(3). There will appear on the file as-many records for
each person as the number of different project and activities
that he used that week.
(4) The basic record will contain the person's name, badge
number, grade, component, project number, activity, regular
time and overtime 'hours, skill and DIA indicators.
(5) The DIA indicator and NPIC skill code will not be
carried over as input to the actual MIS update cycle, to
allow compatibility with current system.
-.(6)- One item on this file will be made up of 11 words and
thus three items'will comprise .a. sector.
c.. The system will contain supplemental tables, based on drum
files, that will contain all active project numbers, all valid
component codes, all valid activity codes, NPIC skill codes for
each individual badge number and DIA personnel by badge number.
(1) After its initial formation, the-active project file
will be updated via Project Notice input for the_.MIS update
cycle, (Note Section IV, Point-B) by designated personnel at
a pre=determined time prior to the-.start of time card input
for the week and"following the previous week's update.
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(2) Provisions will have to be stated in order to allow
for the other supplemental tables to be updated prior to the
start of time card input. We assume input to this table
update will be made'by a predesignated person most able to
monitor the information needed to affect changes in a timely
and accurate manner.
d. Input to the system.will be via a number of DCT-2000s. In
the case of time card input, it will be done by the predesignated
person or persons; for such activities as table updates, it will be
..by the individuals held.responsible for said input.
e. Update data input in the system will result in the trans-
mission to the originating LEN of a listing of the error cards which
failed to pass the edit and verifications necessary. Such error
cards will not be added to the drum file as only cards that pass
the edit and verifications will be transferred to the drum file. It
will be the responsibility of the representative of the organizational
.units to correct the error cards and re-input the corrected. cards to
the system. We assume that-all corrections will be made by a -time. . - - -
which PPBS will designate as a cut-off point. Statistics will be
kept as to error activity that can be requested by AID/SIS and PPBS/RAD
in lieu of two additional copies of each individual error listing.
(note Section IV, Point f).
4. The functional provisions that are to be resident within the-
system are:'
? . .
a. Edit of the following conditions:
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(1) Badge number-alpha positions 15, numeric positions
'16-18.
(2) Grade- numeric positions 19-20.
.(3) Component - alpha positions 21, numeric positions x;23.
(4) Week Ending date - numeric positions 24-29.
(5) Project number - numeric positions 30-35, blank or
alpha positions 36-37.
(2) Valid. activity number.
,(1) Active project. number.
(6) Activity -:numeric. positions 38-40
(7) Time - numeric in some
position in the positions 41-46
(8) Positions 47-80 blank
Verification of the following conditions:
(3) Valid component code.
(4) Does card have a valid combination in:.,
(a) Project number and component?
(b) Project number, component, activity?
(S) Is badge number-in skill code look-up table?
(6) Does badge number indicate'DIA personnel?
c. The system will provide the capability for inputting time
card data via the DCT-2000 both initially and reinserting for error
cards or'additional cards.
d. It will provide for the transmission of an error listing
of'.cards that fail to pass the edit or validation to the originating LEN.
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e. It will provide for the compilation of statistics for
reference of. AID/SIS and PPBS/ RAD. (see Attachments I-IV)
f. The system will allow for updating of all supplemental
table files.
S. The following comprises a list of the systems and procedural
problems encountered thus far and. additionally some suggestions and pro-
posed solutions concerning these problems.
a: Is the group level the optimal breakdown point of responsi-
bility with respect to MIS time card-input? The attached-graphs
based on the MIS update as of March 7, 1970 provide some statistical
data illustrating the apparent uneven workload distribution present
when responsibility is relegated on the group level. The data pre-
sented here is verified by other recent MIS weeks.
b. There is a question of how other MIS update data, such as
project notices and workphase notices, will enter the system. In
order to be . consistent.. and to permit all input data to be pre-edited
'and.accura.te, perhaps the best solution is to input this other MIS
data in the'same manner as time cards are input, and to store this -
data on the same or separate drum file. In any case, this still
leaves the question of who is responsible for the input and verifica-
tion of this data.
c.. How are co-operative and contractor personnel to be handled
and whose responsibility are they?
d. Wit], respect to the DIA designator and the skill codes, it
is felt that a more detailed description of their function and the
analysis to be enacted upon them is required before certain system
n ldecisions can be made. .Such
desi
g
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questions such as should these designations be carried over
to the Master Tile and thus create e-a new level of "D" records,
should skill code perhaps replace activity code in-the Master
File? Also, should skill code and DIA designator be dropped in
the carryover of information to the Master File?
e. The MIS drum files, need both historical and backup capabili-
ties. The basic questions here are the timing and the method. If
magnetic tape is to serve as the historical and/or backup file, this
must. be accomplished through. PAS.. At what point in the weekly MIS
cycle is the MIS drum file to be retired or backed up?
-f. What would be done with the two extra copies of the error
listings?. The statistical analyses outlined in Section 3 would seem
to provide equivalent data in.a more readable .form.
g `How is it to be determined when the MIS input is completed
and ready for update? Perhaps a better (or additional) means than
verbal or written acknowledgement from each MIS structural unit
would be an -ability to query the file to dete.rmine.whether-.the file.
is complete, and,. if not, which parts of the file are not complete.
What criteria would then be required to indicate the relative com-
pleteness of the file? Furthermore, what would the deadline be for
all error corrections to be made and the file to be complete?
h. The supplemental tables of project numbers, and badge number
skill codes and DIA designator seem better suited to storage as per-
manent drum files, since as card files or as internal program tables
they, would be difficult to update and maintain. Specifically, a card
file would present the problem of each group having to input the up-
program would require reassembly of the..prograi.for each
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change made to the file. On the other hand, a drum-file for
these tables could be updated by MIS input of specified format;
for example, project notices would update the active project file.
In any case, who would then have responsibility for maintenance
of these files and when in the-MIS cycle should these updates'
occur?
1.. Current time card input to MIS card-to-tape program is
about 5,000 single entry format cards. Thus, the Fastrand drum
required for the MIS remote analysis should be about 1,700-2,200
sectors for time card input.
j, The possibility exists that time cards-could accidently be
input to the system more than once. For example, on an error
correction run, a time card which has already made the drum file
might be re-input along with the corrected error cards. If a time
card is input which is a duplicate of one previously input, what
procedure should be followed? For example, if both cards are exactly
the same should the last one input be flagged as an error and not.
be added to the drum file? Also, if both cards are the same except
for the amount of time, should the last one input overlay the
previous one on the drum file?
k. Since badge numbers are reassignable, would a unique entity
such as serial number or social security number be a better method
for employee identification?
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Mhat procedure is to be followed in the handling of late cards
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ISB/AID
tional elements
ISB/AID
A/S
Attachment I - IV Sample of compiled statistics for reference of AID/
SIS and PPBS/RAD
Attachment V Graph of average transaction/employee by major
organizational elements
Attachment VI Graph of sample distribution of MIS input (time
sheet transactions) by major organizational elements
Attachment VII' Graph of distribution of employees by major organiza-
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) T 1
.. ~ TYPE ~ 2 "x' . Pe". 4
20
30
40
50
01
02,
03
:DI-iISIO T TOTAL
I'VISION TOTAL
20
21
23
14.1S REI.k)TT: APIALYSIS
TIi'ts CARD r/' OI"
I NTRIES T';r'LMETSS
OT
!O T f~i1~~i~1~J
RU!-:S h.,
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i'iPi;3 TPI1,4
1' :?i; C:,?'2; ~T' RT
ENTRIES _F,MFLO' Ei"' S f 1J S
rye,
!ii>?)7S RIT"S YI?S`P ij_; L/. '.i ?'J.,
30
31
32
40
hi
42
IVISION TOTAL
----'UP TOTAL
20
21
22
23
30
31
32 .
33
34
40
141
42
43
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ST
l~l ll? T 1 H Z, i! i,?' vF, l~ II (? ~.,,
~"
'RS
60
61
62
63
70
71
72
DIVISION! TOTAL
GROUP TOTAL
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OF LAST UPDATE
TI.`'r, OF LAST UPDAT'E'
CURRENT # OF ENTRIES
MIS 1 E; O'TE ..i1ALFS i_S SUP?LEi T ;Tt.L TALE SIATISTICL:L :REPJRT r
p',; C TABLE ITPIC SKILL CODE TABLE DIA PE i'RSO''~:T: TA.,
ATTACHMENT IV
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TIME CARDS
(PROJECT-
ACTIVITIES)
PER
EMPLOYEE
AVERAGE TRANSACTIONS/EvIPLOYEE - BY MAJOR ORG.. ELFMENT
'5.82 05.875
MIS Average = 3.938
--------- ----------------------------- ----------------------------- -----------
3,..306
X2.971
X1.935
0 /OID
PBBS
IEG
. IAS
PS iG
Attachment V
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TOTAL
TIME CARDS
,. 2000 t
1500-
500.}
SA'1PT.F TITSTRTRITI'TON OrIMTS TNPITT
(TIMESHEET TRANSACTIONS) BY MAJOR ORG. ELBE\\T
IEG .
1260
-
1496
-329
rM?rim` 18
518
PSG
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EMPLOYEES
REPORTING
TO MIS
500 1
DTSTRIRIJTTON OF EMPLOYEES BY MAJOR ORGANIZATIONAL ELEMENT
150
TPBBS 15
IAS'
31
PIN
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SIGNATURE
RCTU;?P! TO GftlGlilA102
SPEED LEE TER
SUBJECT: Piro ject, to Provide Rcr to Input/7Ed t/tUpdate Capab~ilipies iai hin the MIS
1 fattached is a rnarnomiPvw, for your 2'CrC~ie m written by
It, gives a pb eii.m .nary readout of our assessment of the systeri you
have proposed - and contains references to matters requiring decision before
pracceding too faro
20 Af~.e you have had an epp~rtunity to digest the contents suggest we get
together for an in for not discuss ion as to vaicre ~ e . go fre;n i here o
FORM 1831 USE PREVIOUS
5-67 VJ EDITIONS
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. t 1:'I 1970
Tl-11'UUC:1 S.
: Chief 1:1) o 'm; :i n S 1~
S ,.k ia:1' ? ]) i..S personnel?
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C??. it t`.i.1 pro,-1d. )tai' {.l a"' Ca~'~''t~li]atJ.~}l o a'i:iii..i.itius aa
rcfc'rem-c: of Al))/;:')IS and 1'11111"/)+Ai), (see Ai:"t".acimii1}:"i:, 1 I~!)
5t1pplt:.meniii"~_
f. The System 1,.,11 1 ll.o',t for of all
S following COaip:t is ;s list Of the s")''S i:ene~ i:!??.C). ))):'C?': CCiura l
problems ?C e;r thus far aid cl' :1 all\ some a l.lgo-St eri
cI .c~,.;'ir. ?i ~ -~. ui_i .ci)~ :i.c?;1 ~, ct pro -
p.) solutions r s e'.,,,.j rCG, -?.CC;Y' wt-,'l~ e ``:. , s
ii?-1iE; .,
a. Is the Tovei the optimal. of ).'O.`:;pon it
bi.lit:y with respect: to MIS t me ca rd input? The attacked: graphs
based on the MIS update as of March 7, 1970 provide some statistical
data il_lus t.ratipg Vie apparent, uneven workload di.s t:ribu.ti cm pr. esen.t
ti;'hen re-sr onsi.b:il.ity is relegated on the group l:evel.. The data pre-
serited heir: Is verified by other recent MI5 1 eeks .
1). There is a questi_a?n of other MiS update data, sud.li as
pc?ojcc..t: notices and. worrkphase notices, will. enter the system. In.
ord r to be, consistent... a and. to permit all input data to be pre-edited
hnd~ accula t:e, perhaps the best solution is to input this other. HIS
data iri the same manner as time Cards aie inp'ut, and to si.o c, this
data. on. the same or separate (1ruli Mle. In. any sass', this still
leaves the question of who is responsible for the input and verif i.ca-'-
tioil of this data.
C. How are CO-ol,),prati_vc and contractor personnel to be handled
and whose responsibility are they? ? .
d. 1~'i.tln resp ct to the DIA designator and the, skill codes, it
is felt that V. )'",Ore detailed description of their function and the
ailalvsi.s to be enacted upon them is roc uir~ed be ore: certain .5ys`ccrn
desij;n decisi.
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e1tr . historical LGaI and 1)i.i,.1-l11)
c~,1:~~a17ia.i
ties. Iiie LasI quest ons here t .he G:L1117.1]~; and the method. If
11k+?;Ii.C'ti c t:31):'? is to serve "s, the historical and~oC'. baclal ") f l..l.e, this
must: be accomplish c1 through NS, At 1,11h at pol.n.;c in the, 1:cc:1;1.y MIS
cycle is the MIS dim};?1 f le to be yeti reel or backed u1:p?
f. What would be done with the i:.l':o extra. copies of the error
listings? The statistical.. analyses outl:i.ned in Sect .ion. 3 would seem
to provide equivalent data in. a more readr-tbie .f o7:'in.
f;. 1-1a is it to be determined when the 14 IS input is completed
and r~ 3dy for update? Perh :p5 abet:l:e'1' (or add+%i.onal.) mioans LIYn
verbal. or written ~:ckno le:l~;t;ment from c ch MIS struCtural_ unit
would be an ab:i_li.t:y to query the file to de't:cr111ine >>1)et.her. the file,
~ r file s complete, and,, if not, winch parts of the fiare not conipi.ete.
1`\giat criteria. would tisen be required to indicate the relative co)1]-
pleteness of the file? T'IIL'%}~e "Tl1f)'r.'ey what would the deadline be for
all error corrections to be made and the file to be ccnplete?
h. The supi)l.Ca11ental tables of project numbers, and badge number -.
skill. codes and I)IA designator stem better suited to storage as per-
manent drum files, Since as card fl-l.es or as internal.. program tables
they, would be difficult to update and maintain. Specifically, card
file would present the problem of each group having to inp)1It the 11))--
t 6 - d a t o card file for each run.-0 cy m dc.~ and a :i.lc i.n ernal to t:he
prugrdn ldould rcqu 7. rc ):'cas se-iilbly of the, proL,1'r:'11 for C` Z.Cll
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~ r.
Cllii11g J ade o the :L1Ie. On the othe'k' I'1::111CLy C( (.L'!' A:J..Ie 7i'
the: e t`.l)l!:., C0.1 1(l. be Cl by 1'i.~ nput of sp '.:1.7 .[.CCU. fCJ1mat
V):' C:)~ lli!1)1( , I):l C)J e.c l?tat:Lces 1';Ol)J_Cl tlj)Cl ttC' the ect 1.VC
In any Case, who w ul . ta1C'.l). ~1c11'G 7:'e5~ (il"I ial?a.~_'L"i;)r o J:~ l:LJ1lCil.;.'(7.CC`.
(?f th se files and. w9he11 in the MSS cyclC should %1",ese updates'
occur?
. Current, time card input to HIS Carci-?t.o?-tape program is
about 5,000 single entry format cards. Thus, the Ias~.)rand drLuu
required for t:11e ;,i:( S ,emote analysis should be about 1,700?-2,200
sectors for tulle cad
j Possibility exists that. time card.. could accidently be
input to the system more than once. For example, on m). error
corxec'ti.OYl run, a time card whi.ch has already made the drum file
might be re. -inpu.t along w., i.th the corrected error cards . If a time
curd is input which is a duplicate of one previously input, ,(hat
Procedure should he followed? For example, if bot.h cards are exactly
the same should the last one ilnlput be flagged as an error and not
be added to the drum file? Also, if botal. cards are the, same except.
for the am-,mount of time, sho..zld. the last one input overlay the
Previous one on the drum file?
I, Since b,:ldge numbers are xeassignable, would a unique entity
such as serial number or social se-U?"1.t.)' n~rnl:)e) be a hettei method
for ca~lpl.ayee ide ntifiC .3 t.i.ol1?
pa?ocedlz)lc i..s W be folloz':ed in t:he handling of late cards
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ISIS/A 11)
/,,/S
Atta.chm ilt J - IV Sa.ilmipl.e of C o;')i):i..1.(d st itistics for reference of AID/
SIS and PF,3S/1j1D
Attacinnerit V Graph Of avc ?af;e by ma..}U?"
orl?;,il]7.'Ldi:Jonal. e1em n`ls
Attachment VT Graph of s,-)rnpic distribution of MIS input (time
sh et t.):an , ctioii~ by major UA' ~Ilil.zationa.i elements
Attachment I'll Graph of distr .bui::i.on. Of CMp1o)'ees by i ,~i..jor ox'gurli7,a-
t.iona1. elements
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NTTP.CHI E'a Ili
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AVERAGE TRANSACT:C\S/'IPL OYEZ - BY 1'AJO . ORG. EL VIEN
.8'12-~
I
S -,verage = 3.930 ------
I ----------------------------------------- ---------I----------
1.935
11.520
1
O,/OID
EBBS
!AS
Actacrment V
Approved For Release 2008/06/03: CIA-RDP73T00325R000100020032-6
 Approved For Release 2008/06/03: CIA-RDP73T00325R000100020032-6
SA'v"2i.F. PTSTRTR?1TTON O1 MTS INPUT
(TIMES:EET TRANSACTIONS) BY M,IkTOR ORG. CLEMENT
lEG
329
Approved For Release 2008/06/03: CIA-RDP73T00325R000100020032-6
 170
Approved For Release 2008/06/03: CIA-RDP73T00325R000100020032-6
DTS 4 r%i TIO\' Or EMPLOYEES BY MAJOR ORGANIZATIONAL ELEMENT
15.0
Approved For Release 2008/06/03: CIA-RDP73T00325R000100020032-6
195