REALIGNMENT OF FUNCTIONS, RESPONSIBILITIES AND PERSONNEL BETWEEN PPBS AND PSG/AID

• Document Type: CREST
• Collection: NGA Records (Formerly NIMA)
• Document Number (FOIA) /ESDN (CREST): CIA-RDP73T00325R000100020043-4
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 6
• Document Creation Date: December 28, 2016
• Document Release Date: June 3, 2008
• Sequence Number: 43
• Publication Date: July 25, 1968
• Content Type: MEMO

Approved For Release 2008/06/03: CIA-RDP73T00325R000100020043-4
I. a0R^.AiDUM' OF AGREEI"IENT
Su IECT: Realignment of Functions, Responsibilities and Personnel Between
PPBS and PSG/AID
The following details relative to the above have been agreed to by
the Chief, PSG, the Chief, AID, and the Chief, PPBS:
I.. Functions and Responsibilities
1. The following functions and responsibilities presently performed
by MSD will be transferred to PSG/AID:
a. The collection and verification of manhour data (recorded
on time sheets) and submission of these data. to the Operations
Branch, AID for input to the computer based Management Information
System.
Approved For Release 2008/06/03: CIA-RDP73T00325R000100020043-4
b. The collection and verification of project data (e.g., project
information work phase notices, products, etc.) and submission of these
data to the Operations Branch, AID for inclusion in the MIS.
c. The maintenance (e.g., updating and purging) of data contained
in the MIS.
d.. The preparation of algorithms for the retrieval of inforr:xtion
from the MIS and the collation and presentation of this information
in a format mutually agreed to by AID and PPBS. This will, hcwev.r,
be limited to those services amenable to existing MIS software and/or
which require minimum manual extraction and formatting operations.
e. The continuing review and redesign of system components of
the MIS in an effort to improve. MIS products and meet the changing
demands of MIS customers as determined by PPBS, in consultation with
AID.
f. Serve as the interface between operational and developmental
components of AID and MIS customers in all matters pertaining to the
 Approved For Release 2008/06/03: CIA-RDP73T00325R000100020043-4
vI.v11L
SUBJECT: Realignment of Functions, Responsibilities and Personnel Between
PPBS and PSG/AID
2. The following functions currently performed to some degree by
MSD will be retained by PPBS:
a. A determination of management data elements which should
be recorded in the MIS.
b. The determination of the information elements which should
be extracted from the MIS.
c. The analysis of data extracted from the MIS.
d. The preparation of management analysis reports based in.
whole or.in part on information extracted from the MIS.
II. Positions
1. The following positions will be transferred to PSG/AID:
Management Officer, Chief
GS-14
Management Officer
GS-11
.-Statistical Assistant
GS-09
Statistical Assistant
GS-07
Clerk-Typist
GS-05 -'
In addition, AID will . be given one grade point from the remaining total grade
points in PPBS.
2. The following positions will be retained by PPBS:
Management Officer, Dep Ch
GS-13-
Management Officer
GS-12
Management Officer
GS-11
Secretary-Steno
'GS-06
In addition, PPBS will give to PSG/AID one grade point from the remaining total
grade points in PPBS.
III. Personnel
1. The following MSD personnel will be transferred to PSG/AID:
Approved For Release 2008/06/03: CIA-RDP73T00325R000100020043-4
 Approved For Release 2008/06/03: CIA-RDP73T00325R000100020043-4
SUBJECT: Realigiment of Functions, Responsibilities and Personnel Between
PPBS and PSG/AID
2. The following MSD personnel will be retained by PPBS:.
take effect on 5 August 1968.,
y
to AID of space on the fiftn floor presently occupie
Such space should be available in view of the proposed movement of score TSSG
elements to the sixth floor.
3. The Chief,-PPBS and Chief, PSG will arrange with the Chief, TSSG
for the transfer to AID of the needed space.
_V. Effective Date
Subject to the approval of the Executive Director, NPIC, the above will
IV. Space
1:PPBS did not and neither did PSG consider the disposition of MSD
personnel during the recently-completed space survey. A review by PPBS indicates
that the three persons who would be retained can be accommodated within the
confines of the proposed space plan for PPBS. However, a review by PSG/AID
indicates that additional space would be required by AID to accommodate the
MSD personnel who would be transferred.
2. Since much of AID will be moved to the fifth floor under the proposed
space plan, it would seem appropriate to satisfy AID's needs by the assignment
elements of TSSG.
d b
Distribution:
original E 1 NPIC/ODIR
1 - NPIC/PSG
1 - NPIC/PSG/AID
2 - NPIC/PPBS
Approved For Release 2008/06/03: CIA-RDP73T00325R000100020043-4
 Approved For Release 2008/06/03: CIA-RDP73T00325R000100020043-4
18 April 1968
MEMORANDUM FOR:. Executive Director, NPIC
SUBJECT: Proposed Realignment of Functions Between PPBS and PSG
of these functions is ANALYSIS.
by PPBS are FORECAST, CONTROL and REVIEW. The primary ingredient in each
tasks under the NTP. In a gross sense, the three functions to be performed
and utilization of Center resources in the performance of its assigned
staff arm for the Office of the Director to ensure the optimum allocation
you, which is presented in paragraph 12.
2. The basic reason for the existence of the PPBS is to act as a
1. Pursuant to my conversation with you regarding my concern over
the functions assigned to PPBS, I have formalized my own thinkin ;.or the
subject, as stated below. I have also incorporated a reconmendaticn to
3.' The above terminology is used with malice aforethought in
deliberate effort to avoid the jargon which has infested the world of
Planning, Programming and Budgeting. To place the terminology in proper
context, the following simple definitions have been extracted from "*,1;r viam-
Webster's New Collegiate Dictionary, 1953 edition (which,,incidentaIly,
defines jargon as "confused, unintelligible language; gibberish; hence a
language, speech, or dialect regarded as barbarous or outlandish."):
FORECAST "to plan ahead."
b. CONTROL - "to check or regulate... to keep within limits...
anything affording a standard of comparison or
means of verification.-.the apparatus used to
control a mechanism in operation."
c. REVIEW - "to view or see again...to look back on...to go
. ..,over or examine deliberately."
d. ANALYSIS - "to separate mentally the parts of "a whole" so
another ...to study the factors of "a situation,
problem, or the like" in detail, in order to
determine the solution or outcome."
 Approved For Release 2008/06/03: CIA-RDP73T00325R000100020043-4
SUBJECT: Proposed Realignment'of Functions Between PPBS and PSG
4: Forecasting requires the development of long-,, mid-, and shoe --
range plans. consistent with Center goals and objectives, with anticip.-;cad
demands from the environment (i.e., projected requirements),, and anticipated
constraints (e.g., monetary and personnel limitations).
5. Control is concerned with the execution of a previously conceived
plan.,-In our context it is concerned with the receipt and validation of
demands from the environment, an assessment of the cost of these demands,
the scheduling of work against these demands, the maintenance of production
balance in accordance with Center policy, and the monitoring to ensure that.
schedules are met and demands are adequately satisfied.
6. Review is concerned with the formal (periodic) and ad hcc examina-
tion and reporting on the Center's posture (e.g., how well are we doing,
what have we accomplished, what problems are foreseen, what is the correlation
between our forecasts and actual experience, etc.).
7. . Obviously, analysis is at,the heart of all of these functions. And
one of the prime requisites of analysis is information; information about
projected inputs, information about projected requirements, information
regarding the status of production, information on current and anticipated
constraints, information on past experience, etc. With the exception of
information on past experience, as embodied in the Management Information
System (MIS), none of the above information is maintained by.PPBS. And
rightly so? since PPBS, which is essentially an analytical staff arm, requires
that such information be available, but does not need to maintain it, in
fact, any attempt by PPBS to maintain the broad range of information needed
to forecast, control and review would seriously dissipate the staff's
analytical capability.
8. Since the PPBS is concerned with the functions of forecast, control'
and review, and since the key ingredient in these functions is analysis,
there is no sound reason for the staff to maintain.(i.e.,'provide the
verification, data reduction, input, output, and collation) the MIS. The
maintenance of-the system is inconsistent with the role of PPBS, and could
more effectively be performed elsewhere in the Center.
9. The current role of PPBS/MSD regarding the MIS is essentially one
of data input and information output. More specifically, MSD is responsible
for the collection of MIS data (in the form of individual time sheets, project
and work phase notices, etc.), the verification of the data, the reduction
Approved For Release 2008/06/03: CIA-RDP73T00325R000100020043-4
 Approved For Release 2008/06/03: CIA-RDP73T00325R000100020043-4
SUBJECT: Proposed Realignment of Functions Between PPBS and PSG
in response to requests from outside AID. In all three instances, AID
maintains the files, but does not control the substance (content) of the
i es.
of the data, the input of the data into the computer-driven MIS file, the
extraction of.information from the MIS file in response to periodic and
ad hoc requests, and the collation of this information to meet specific
needs (format, arrangement, etc.) of the requester.
10. The above description of MSD functions is analogous to the functions
performed by the Data Analysis Section and the Targets and Products Data
Branch in PSG/AID. In all three instances the accuracy of.the substance of
the data is beyond the purview of the organizations which must process it.
All three organizations are responsible fir the reduction of the data and
for the input of the data into computer-driven files within AID. Two of the
three are responsible for the extraction of information from the AID files
transfer to be worked out between myself and the Chief, PSG.-
11. In summary, in two of the three instances AID currently fulfills
the vital functions of interface, both between the producer of data and the
computer and between the computer and the user'of information. The transfer
of MSD from PPBS to PSG/AID would appear tobbe consistent with the logic of
the above interface function.
12. Recommend that the Management Services Division, its functions and
its personnel, be transferred from PPBS to PSG/AID, with the details. of the
Planning, Programming ' & Budgeting Staff
CONCUR
thief, . u tion rvices p
Chief, Automate
Chie
orma ivision
*Details of the transfer are contained in the attached Memorandum of Agreement.
APPROVED:)
Executive Director, N IC
Date
Approved For Release 2008/06/03: CIA-RDP73T00325R000100020043-4