GUIDELINES FOR PREPARATION OF CIA 5 YEAR ADP PLAN

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP78-04723A000200030012-9
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 11
• Document Creation Date: November 17, 2016
• Document Release Date: April 8, 1999
• Sequence Number: 12
• Content Type: OUTLINE

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Attachment 1
Guidelines for Preparation of
CIA 5 Year DP Plan---
Purpose
1. The Agency Five Year ADP Plan will provide comprehensive
planning and documentation for ADP development within CIA. ADP
Plan submissions are required from each Directorate and Office, or
other activity which is, or expects to be involved in automatic data
processing, in any manner. The Plan will cover all forms of Agency
ADP activity including, but not limited to:
-- Computers and computer systems, digital and analog
-- Peripheral equipment
-- EAM and PCAM equipment
-- Software
-- Contracted work
-- Analytical and other studies
- - ADP associated elements such as data -links,
displays and ADP files
The plan is intended to serve as a base line and guide for the management,
planning, analysis, review and development of Agency ADP systems,
at several levels. It is supplemental and supporting to other ADP
reporting and to the Planning, Programming and Budgeting function.
2. Description and Use of Agency 5 Year ADP Plan
-- Planning period -- Current FY +2 to Current FY +6
-- Period of historical data -- Current FY +1 to Current FY -3
-- Revised Annually and updated with interim revisions by the
cognizant Office whenever any significant change occurs.
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--Used by each ADP activity, office, Directorate and the
Agency as the effective current ADP plan for that activity
and each ADP project, system, and group of applications.
- -Each portion of the Plan will have the approval of the
cognizant Office Chief and Deputy Director.
--The consolidated Agency Plan will have the approval of DCI.
--Approval of the plan or portions thereof will not, in itself,
constitute approval for budgeting, acquisition nor contracting.
--The plan will, however, constitute a bisis for requesting,
reviewing and obtaining approval for specific ADP projects,
acquisitions and contracts. The plan would also provide
the detail and documentation for the ADP portions of the
Planning, Programming and Budgeting function and Program
Memoranda.
--Budget year plans will be coordinated with and processed
through the regular budgeting mechanism.
Contents
3. The Agency 5 Year ADP Plan will consist of a consolidation of
the individual ADP Plans for each Directorate, Office and ADP Project,
System or group of applications. This scheme results in a modular
plan with appropriate summation and detail at each level, and with
appropriate consolidation, review and approval at each level.
Agency Summary
Directorate Summaries:
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The basic element is the detailed plan for each individual ADP Project. The Office level plan is a consolidation of the individual Project plans
and an Office summary. The Directorate level plan is a consolidation
and summary of Office plans. And the Agency Plan is a consolidation
and Summary of Directorate Pla --s. The resultant composite plan provides
the appropriate level of summation and detail for use as a practical
working device, at each level. Details presented at one level are not
repeated at the next higher level, except in summary form. The Plan
is structured to analyze the Agency's ADP activities from two major
viewpoints:
-- As Project, System, or Program related ADP activities,
such as ADP in support of or as part of a specific Program,
System or Objective, i. e. ADP in support of Intelligence
Information Retrieval, or ADP applications or systems in
support of Imagery Exploitation.
-- As summations of functionally similar ADP elements
i. e. , totals and sub-totals of manpower, equipment,
costs, software, etc.
The above are not different kinds of elements; they are merely the
same elements considered from different viewpoints. In the first
case all elements of an ADP system or group of applications are viewed
as related and inter-dependent parts of a specific project, to accomplish
a definite objective or in support of an Agency Program. In the second
case, like elements of different ADP projects are consolidated and
summarized to show totals for such items as cost, equipments, man-
power, etc. Wherever feasible, ADP activity should be referenced
to the Agency Program Memoranda and to Geographic Target Areas
which it supports.
This dual viewpoint can be illustrated as follows:
''ADP Project" means any current or intended ADP activity involving
hardware, software, studies, systems, R&D, personnel, applications,
files or other ADP element.
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L PLANNING METHOD
Agency ADP from two Viewpoints...
-- as complete projects
-- as functionally related elements
PROJECT
Project Summaries ----
Project
r UNCTIONAI.,,~Manpower
VIEWPOINT
Summary Equipments
Plans
?? Software
Etc.
VIEWPOINT
Plans
Etc.
Etc.
Manpower
Equipment
Software
Etc.
A' detailed Outline Table of Contents for the Plan is provided in Attachments
2, 3, and 4. The complete Plan consists of three major parts:
The Agency level 5 Year ADP Plan (Attachment 2)
A comprehensive compilation of all planned ADP projects,
systems and applications involving the Agency, and including
consolidated Agency summaries for costs, manpower,_.
equipment and like elements. Prepared by IP Staff from
the appendices following.
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--Directorate level 5 Year ADP Plans (Attachment 3)
Appendices, providing a more explicit compilation of all
ADP projects, systems and applications involving each
Directorate, and including consolidated Directorate
summaries for costs, manpower, equipment and like
elements. Prepared by the Directorates from the Annexes
following.
-Office level 5 Year ADP Plans Attachment 4)
Annexes, providing detailed development plans for each
individual ADP project, system, and group of applications
and including consolidated Office summaries for costs,
manpower, equipment and like elements. The detailed
development plans for individual ADP projects, systems,
and groups of applicaions may either follow the Outline
Table of Contents or be appended as separate attachments,
provided the substantive contents are similar.
The complete structure of the Plan is shown in Figure 1.
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4. Planning Assumptions
All planning is an exercise in uncertainty. Its purpose if to
organize future events on the basis of probabilities. Planning consists
of:
--Extrapolation of current trends and activit. .. into the future
--Anticipation and integration of potential new developments
--Organization of future activity and resources
Not knowing what we shall need and want in the future does not invalidate
planning. Planning is accomplished by substituting projections, anticipations
and assumptions for facts, and probabilities for certainties. The accuracy
of the resultant plan is a function of the validity and probability of the
planning assumptions. A plan cannot be expected to anticipate the future
with 100% accuracy. As future events transpire, they must be converted
into changes to the planning assumptions and the plan itself. A plan
is thus a dynamic entity.
The best planning assumptions will be those which the individual
Offices and Directorates can themselves supply from their intimate
working experience with the projects under their cognizance. These
assumptions, generated by individual Offices, should be clearly stated
in individual portions of the Plan. For general guidance and coordination,
the following broad planning assumptions are provided:
-The Community On-Line Intelligence System, (COINS) will
be implemented in the experimental Phase I form in FY 1968.
This will permit on-line information exchange between CIA,
NSA, NPIC, DIA and State, on a limited basis for selected
ADP files. During FY 1969, to 1973,- COINS Phase II may
expand the capabilities, files and services available to
analysts for interagency information exchange.
--Limited operating capabilities for project-will be
inititated during FY 1968, providing an automated off-line
document storage and retrieval system and service to analysts.
During the period FY 1969 to 1973 the -capabilities, files
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and services will be improved to provide partial on-line
document and information retrieval for analysts at remote
consoles in several offices.
--The NPIC Integrated Information System (IIS) will achieve
initial operating capability during FY 1970 and be expanded to
a full operating capability by FY 1972. This will provide a
greatly enhanced information and document storage and re-
trieval capability, improved mensuration and computation,
and on-line ADP services, via console stations to both NPIC
and Headquarters analysts. These capabilities will apply to
image exploitation and photo-interpretation type data.
--The Support Information Processing System (SIPS) will
provide a major revision of existing data processing
capabilities for logistics, finance, personnel, and similar
information categories, beginning in FY 1969.. These capa-
bilities will be expanded through 1973.
--The OCS Central Computational facility will provide limited
on-line, time-sharing, data processing capabilities via
decentralized console stations, beginning in FY 1968, and
expanded capabilities, services, files and console stations
through 1973. This capability will permit analysts in the
several directorates to perform on-line data processing for
selected applications, via console stations.
--A Cable Secretariat, Office of Communications joint ADP
system will be developed to assist with the task of cable
distribution. Objectives of the system include more rapid
distribution of message traffic, automated assistance to
message screening, message storage and retrieval, and
possibly partial electronic message distribution via consoles.
This system will be in the design and development stage
from FY 1968 to FY 1970 with initial operating capabilities
beginning about BY 1969.
--Clandestine Services computer and mechanized microimage
systems will continue to be focused on document control and
retrieval, and biographic index mechanization, in support of
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clandestine operations and Agency counterintelligence functions.
These central reference activities include broad information
support to field stations. In addition, specialized applications
relating toe erations management, counterintelligence data
collation, and targeting aids will be continued
on a selective basis.
continue to be
authorized only where a clear need or a vantage can be shown.
5. Production of the 5 Year ADP Plan
Production responsibilities for the Plan are as follows:
--Individual Offices are responsible for producing the Office
level 5 Year ADP Plans (Annexes) and the individual ADP
Project, System or Application Development Plans (either
part of the Annex or.separate Attachments).
--Directorates are responsible for producing the Directorate
level 5 Year ADP Plan (Appendices), by consolidating the
plans of subordinate Offices.
--The Information Processing Staff is responsible for producing
the Agency level 5 Year Plan, by consolidating the plans of
the Directorates.
--All cognizant Offices and Directorates are responsible for
initiating i :terim revisions whenever significant changes occur.
The Information Processing Staff is responsible for coordinating
these revisions.
_-Regular annual revisions will commence in July and be
completed by October, starting in 1968.
The Production Schedule for the Plan is shown in Figure 2.
ecialized or dedicated ADP systems and computers, oua
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0 CONFIDENTIAL
ACTION OFFICE
and TASK:
Total Production
Agency 5 yr ADP Plan.
I P Staff
PRODUCTION -PLAN AND SCHEDULE FOR
AGENCY 5 YEAR ADP PLAN
Draft Directive/Coordinate... .
Ex- Dir- Compt.
Approve Directive...... .
Di rectorates
nitiate Production..... .
Offices Produce
Office ADP Plans....... .
Directorates Consolidate
Office Plans & Summarize.
I P Staff Consolidate
i)irectorat,,, Plans
?z Summarize........ .
Review by Fx-Dir-Compt.
4r) .1..a
11120 Weeks
3 Weeks
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1 ,) 1 ; rr) 1
12 .1 2 2 9 1J
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TAB
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