INFORMATION REQUIRED FOR FISCAL YEAR 1951 BUDGET ESTIMATE

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP79-00265A000300070006-6
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 10
• Document Creation Date: January 4, 2017
• Document Release Date: March 1, 2008
• Sequence Number: 6
• Content Type: REGULATION

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FOR MR. SAW AJU
~Iu
jPN&Ms Development of a simplified program for obtaining the
necessary information from operating units of the Agency for prep-
aration of the Budget Latinate for FZ 1951
1. That the program should be planned with consideration given
to the character and scope of the Analyst Program. Through prep-
aration,operating activities will have the assistance of a Budget
Division Analyst of close acquaintance with their problems. More-
over each Analyst will have a hand in the shaping up--tailored to
the requirements of the activity of assignment--of the format
estimate request for his activity.
2. That the current file and record resources of the Budget Branch
should be used to the fullest extent possible before (in Analyst
shaping up of formats); during (as the Analyst works along with
his respective Administrative Officers); as well as subsequent to
the receipt of internal agency estimates.
3. Close Analyst liaison during preparation of internal agency
estimates should give the Budget Officer an opportunity to guide
thinking and execution through this process, through weekly meet-
ings with Analysts on progress.
4. That, given the process generally described in #2 above, through
which the Analyst has prepared pertinent information for the use of
the operators in preparing estimates, a few simple forms and in-
structions should satisfy requirements in lieu of the complexity of
last year's preparation.
STAT
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icer Analyst and Office Chief are ^ouwuu-,
I tance.
FOR1,
STM MOM ON OF-THE WTJJ=
I. General format is prepared which articulates in item and form,
the AJgJjW requirements for all major operating units of the org-
anisation. More specifically these will consist of the broad re-
quirements which are applicable to all, despite individual differences.
N. Copies of format are given to each Analyst. The individual Anal-
yst then perfects the format to relate to the speeifio character and
requirements of his assigned responsibilities--including completion
of personal service, budget and "other" objects information required.
III. An Administrative Instruction or related directive from the Ex-
ecutive announces general scope of program and that Analyst represen-
tatives will deliver requirements to the several Administrative Officers.
The memorandum can mention simplification over previous year methods and
require the fullest cooperation of operating activities.
V. The Analysts with their prepared and standard material contact
the respective Administrative Officers and#
a. Deliver copy of applicable portions Budget Estimate 1950
b. Discuss and explain format and connected forms
a. Work out and come to agreement with respect to requirements
for the separate activities, and including method of approach.
In some cases the Administrative Officer and Analyst may feel
that supplementary meetings with Administrative Assistants
may be desireable.
d. Following a, b, whatever meetings of the Administrative Off-
icer, Analyst and Office Chief are scheduled, for his con-
currence and assistance.
V. Preparation begins in all activities concurrently with Analyst acting
as technical assistant to the Administrative Officer on all problems,
and lending direct assistance wherever it is required.
VI. Upon return, the Analyst completes whatever additional informa-
tion is required (e.g. computation PY, BY, and CY personal services
information for which sufficient a is available on returned-forms;
preparation recapitulations, etc.,)
VII. When this work is completed, only a minor review by the Budget
Officer should be required before Agency hearings. He has kept apprised
of all developments through preparation by weekly meetings with the
Analyst group.
VIII. Agency hearings.
U. Adjustments upon return and stenoiling-..preparation final summar-
ies.
STAT
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IO$ RKQUIRBD FOR FISCAL YEAR 1951 BUDGET 4ST M TE
1. GENERALS This year the internal agency call for estimates has
been planned with consideration given to the following pointss
a. A revised format for the completion of the oparator which
greatly simplifies requirements over the previous year
b. The inclusion within the request to the operating activity, of
considerable information to guide estimate preparation
C. Arrangement for a ~~sentative of the Budget Branch to be
available to the operating activities through the preparation
period. Operating units desiring the assistance of their
Analyst as required, will sake such arrangements through their
appropriate Administrative Officer who will schedule such visits.
2. MATERIAL DELIVERED TO ADMINISTRATIVE OFFICER FOR ESTIMATES: Material
required for the internal call for estimates will be delivered by a
Budget Analyst to tie respective Administrative Officers, and will
consist of the followings
a. One Copy of the operating activities' entire portion of the
approved 1950 Budget Estimate for comparison purposes
b. Letter of instructions
a. Forms A (Personal Services) and Forms B ("Other" objects)
with contained information for analysis and completion
The Administrative Officer is responsible, by and with the assistance
of his Office head, for careful and efficient handling of the steps
involved in completion and dispatch of the material required by dead-
line date.
3. COPIES REQUIRE): Your copies of forms containing the prepared in-
formation for each operating activity within the major divisions of
the Agency will be delivered to the Administrative Officer. One carbon
of these forms should be used by the preparing unit as a draft copy.
Narrative information as required by SECTIONS I and III9 will be pre-
pared in four copies on standard bond. The original and one typed
copy, is to be transmitted to the Budget Officer, whereas the other
two copies are for use of the originating unit and Office head. In
cases wherein additional copies are required for internal purposes,
suitable arrangements will be made between the Analyst and the Admin-
istrative Officer.
4. DEADLINE FOR COMPLETIONS Agency internal estimates are to be
completed and in the hands of the Budget Officer by
(Note: and with prepared information, together with simplified com-
pletion--the preparation period can be much shorter than last year.)
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INSTRUCTIONS
SECTION I - LA!RVME
The pages of your Budget Request for 1950 have been numbered in
sequence. In preparing narrative data for(a)and (b) below, use
these page numbers as citations to connect information required.
This Section is all narrative and should be prepared on standard
bond paper in four copies.
a. Narrative explanation is to be fou$d on the following pages
of your section of the 1950 Budget Estimates
Pleas' review the written material found on the above page
numbers against your plans for FY 1951 for clarity, com-
pleteness, content, etc., Cyour recommended changes
under SEMON I-(a). If no revision is required, cite the
1950 Budget page number and indicate "no change."
b. Under Section I - (b) end in similar manner as required
above, rlease prepare a short paragraph explaining the na-
ture of the functions performed for the following acti-
vities identified as follows:
(Note: This section is for completion
of information covering activities which
were not specifically explained in the
1950 Budget and covering which the Analyst
requires, in his Judgement, additional
data.
Prepare a paragraph citing any new activities existing in
your operation which do not appear in the Budget for 1950,
and are contemplated for FY 1951.
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SECTION II - PERSONAL SERVICHS
Tiiere are supplied to you in 4 copies "FORM All covering
requirements in personal service information for FY 1951, and
W.Iicii nave been completed to the extent of columns (1) TABLE OF
ORGANIZATION AS OF-----7&ACTUAL POSITION CCUPANCY AS OF----;
it is requested that you complete Column 3 RECOW :ENDED
PLUS Oh M LNNS OVER P 'RESENT T/0 FOR FY 1951. The follow-
ing items should be taken into consideration in connection
with planning for this column=
1. Compare Column 1 with Column 2 in view of what
you feel your requirements will be for FY 1951.
2. Personnel actuei_iy assigned to a specific activ-
ity are in some cases working on a detail. basis
in other activities. In such cases if such details
are likely to become permanent, appropriate adjust-
ments under Column 3 should be made.
3. Some personnel may be employed at a lower grade
than enabled by the T/O. (e.g. CAF-5 occupying,
-)r "encumbering" a CAF-9 position. If such cases
are _ii':ely to remain permanent, appropriate adjust-
ments should be made in Column 3.
4. Com1;ari son of numbers of personnel required for
columns 1, 2, and 3. An increase for a new Budget
Year considerably in excess to actual employment
for either post year, or current year, is apt to
appear unres.listic from the standpoint of potential
recruitment.
S. Column 4 is for explanation of adjustments made in
column 3. Explanations will be in terms of within
T/O adjustments, or for increases and decreases.
Increases or deerowsfsshould be explained in terms
of Work Load factors required in SECTION III.
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S1 CTION III 0 WORK LOAD MEASUREMENT
In order that our request for appropriations to the
Congress may be in order, it must be made reasonable by explan-
ations measuring work load imposed on the various activities.
A budget Analyst, with your Administrative Officer, will review
the activities which you plan for fiscal year 1951 against
re,lsirements in, work load data, for the purpose of determining the
character and scope of information which will be possible and
appropriate for each of your several activities.
a. In narrative, and as following the page oitstions
in your 1950 Budget copy, complete under SECTION
III-(a) the information which will be described
by visit of the Administrett,7e b, the
Budget Analyst.
b. Under SECTION III-(b), similarly AvoiWfteinformation
as requested by visit of the Adm'nistrz>tive Officer
or Budget Analyst for any new activities, in the
same order as shown under SECTION I-(c).
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SECTION IV - "OTHER" OBJECTS OF PENSE
Form B has been prepared for your use in estimating "Other"
Objects of expense for FY 1951, and containe information which
will assist you in compiling this information.
Your recommendations for completion of Column 4 sh'uld
take into consideration:
1. Comparisons of Columns 1, 2, and 3 against 2r,-)ur
judgement as to requirements for FY 1951
2. Considers-tion of increases or decreases in ror-
sonrel for FY 1951
3. Changes an program operations f,-,r F7 1')r1
b. Column 5 is for insertion of justification statements
for rerlu ii ements shotirn in Column 4.
(NOTE: this paragraph can be elaborated to
include examales of the -FTi or in which
such justifications can be expressed)
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FOR MR. SAJNL R AND QNL
OI ANIZATICNAL AND FUNCTI,:; d CHARTS
For the preparation of this material, I think that
should act M the capacity of his specialty con s
subject and liaison with Management to the accomplishment
of this work by deadline,, and for these reasons:
1. The arrangement would serve as a constructive liaison
from the relationships angle with MenFgement through
Budget Preparation period. In other worts, would be
good for us from the standpoint of public relations.
2. A good many activities are not in the position to do
a goad job of preparing their own charts.
3. In this manner only the cherte wh c, ve would requ re
would be completed, thus saving a terrific amount of
time utilized by operations in comrleting such
c'_emonstrations which we dil not need.
4. From the standpoint of 1;ood oper..tion this wouia appear
to be a reasonable approach from the standn& nt of
Of a:)propriatness of functions.
5. Through our Analyst S"ecialtst we should be in perfect
pos4 tlon to guide tr,i.s work.
STAT
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 I I I I I I I I I 1
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 FRM!1949 BUDGET PROVISIONS ANALYSIS 1949 OPLI ATTnTIS 19Sn RhTTI('1FT PR(VTSroNS RECn'd NDATTnNS FnR ?nTHER OPJ>!.CfS"
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BUDGET REVIEW
C+MTTTFE ACTION
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