MAJOR AWARDS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80-00706A000200060001-8
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 54
• Document Creation Date: December 19, 2016
• Document Release Date: October 27, 2006
• Sequence Number: 1
• Publication Date: December 16, 1976
• Content Type: AG

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MAJOR AWARDS
16 DECEMBER 1976
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 UN CLASS I FI Ebpprove
on e 2006/10/31 :'CIA-RC~}R b-&~~ jj }060001-9/ SECRET
U$E ONLY LJ A~
ROUTING AND RECORD SHEET
FROM: EXECUTIVE SECRETARY
SUGGESTION AND ACHIEVEMENT
AWARDS COMMITTEE
1001 AMES BUILDING
TO: (Officer designation, room number, and
buildin1j)
Mr. F. W. M. Janney
5E 58 Headquarters
OFFICER'S
INITIALS
DATE
9 December 1976
COMMENTS (Number each comment to show from whom
to whom. Draw a line across column after each comment.)
Attached is your Agenda for
the Suggestion and Achieve-
ment Awards Committee Meeting
on Thursday, 16 December 1976
at 0930 in 5E 62 Headquarters
3-62N 10 uSEDITIO Sus SECRET ^ CONFIDENTIAL F8 INTERNAL O''0 ~NC$LASSIFIED
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SECRET
SUGGESTION AND ACHIEVEMENT AWARDS COMMITTEE MEETING
Thursday, 16 December 1976
0930
5E 62, Headquarters
CHAIRMAN
F. W. M. Janney
1.
2.
Call to order
Minutes of last meeting (TAB 1)
3.
4.
5.
Executive Secretary's Report
Comments by Chairman
Discussion by Members
6.
Vote on the following cases (TAB 2):
TAB
NO. SUBJECT
A
76-87 Refurbishing HI-SPEED Printer
Ribbons
B
76-231 Instruction Cost Savings (Infor-
mation Science Training)
C
77-70 Use of Scrap Plywood
SECRET
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SECRET
TAB
NO.
D
77-140
Acc
o
untability of High Precedence
E
SA-61
Tra
Spe
f
c
fic
ial Achievement Award Nomina-
tio
n
- ISAS
($1
,
00
F
SA-62
Spe
c
ial Achievement Award Nomina-
tio
n
-1 1 OL
($1
,
20
G
74-446
Cen
t
ralized Location for IBM
Typ
e
writer Elements
7. Adjournment
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,,-'-SENDER WILL CHECK CLASSIFICATION TOP AND BOTTOM
UNCLASSIFIED CONFIDENTIAL SECRET
OFFICIAL ROUTING SLIP
TO
NAME AND ADDRESS
DATE
INITIALS
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'~ 13176
3
4
5
6
ACTION
DIRECT REPLY
PREPARE REPLY
APPROVAL
DISPATCH
RECOMMENDATION
COMMENT
FILE
RETURN
CONCURRENCE
INFORMATION
SIGNATURE
Remarks :
Joe,
I have reviewed and see no problems
from our vantage point.
Have a good meeting on the 16th.
Jack and/or I should be around for the
next one.
FOLD HERE TO RETURN TO SENDER
DATE
iv Z;~e Ac
U UMC
MSSIFIED CONFIDENTIAL
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 Approve
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...~
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FROM: NAME, ADDRESS AND PHONE NO.
DATE
EXECUTIVE SECRETARY
SUGGESTION AND ACHIEVEMENT
f / ?c
CONFIDENTIAL
SECRET
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SECRET
SUGGESTION AND ACHIEVEMENT AWARDS COMMITTEE
MINUTES
14 October 1976
25X1
.iw
On Thursday, 14 October 1976 at 0930, Mr. F. W. M. Janney,
Chairman, chaired the regular meeting of the Suggestion and
Achievement Awards Committee in 5 E 62, Headquarters. The
following were present:
Office of the Director
Directorate of Operations
Directorate of Intelligence
Directorate of Science and
Technology
Office of Security
XEC
?C.
Exceptional Accomplishment No.
52
Special Achievement No. 57
Executive Secretary
Recorder
The minutes of the 25 August 1976 Meeting were approved as
written.
Since the 25 August 1976 Meeting, 66 suggestions have been
received; 60 or 91% were eligible and 6 ineligible. The
REPORT Committee's Staff closed 59 cases. Two Special Achievement
Award nominations were received since the last meeting.
SECRET a
.61
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`SECRET
COMMITTEE The Committee took the following action on the cases listed
ACTION below:
NO. SUBJECT ACTION
76-465 Computer Output Microfilming $450 award based on
of Classified Photo Mission annual savings of
Technical Documents $854 ($90), plus
SUBSTANTIAL/BROAD
($360) intangible
benefits.
77-13 Special Handling of Covert $450 award based on
Approval Paperwork for annual savings of
Agents $4,278 ($290), plus
MODERATE/BROAD ($160)
intangible benefits.
77-71 Procedure for Cutting Ply- $430 award based on
wood Boxes annual savings of
$7,566.
25X1 SA-56 Special Achievement Award - $1,000 award (HIGH/
OTS BROAD).
EA-52 Exceptional Accomplishment Recommend $5,000
Award -
SA-57 Special Achievement Award -
)JOURNMENT The meeting was adjourned at 1025.
award (EXCEPTIONAL/
GENERAL).
Recommend $7,000
award (EXCEPTIONAL/
GENERAL).
ecutive ecre ary
Suggestion and Achievement Awards Committee
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SUMMARY AND RECOMMENDATIONS FOR THE COMMITTEE
SUGGESTION NO. 76-87: 975
1 1, GS-12
STATI NTL
STATI NTL
STATI NTL
Facility Manager
Directorate of Administration/OC
GS-14
le , support ranch, Operations
ni vision
::~ GS-12
Directorate of Administration/ODP
A. Summary of Suggestion
1. Background
I OC noted that the Agency purchased
and use Tnce ri ons in their HI-SPEED printers located
in OC, ODP and other Agency offices. The ribbons were
used until the ink began to fade and were then discarded.
STATINTL 2. Suggestion
proposed that these ribbons be sent
to FAB-TEX in Rockville, Maryland, for refurbishing and
re-use.
STATI NTL
B. Evaluations
1. ODP has been sending high speed computer printer
- for refurbishing since December 1974.
IODP Operations Division, first
sugges s in ODP in July 1974.
He and ODP Security Officer,
with the e p ot ec nicians in the Office of Technical
Service, determined that the process presented no security
problems. They obtained security approval from the Office
of Security on 10 October 1974 and began sending ribbons
to FAB-TEX in December 1974. During FY 1976, ODP reinked
the following ribbons:
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SAVINGS
TYPE NO. REINKED PER RIBBON TOTAL
3211 500 $10.82 $5,410
1403 500 6.44 3,220
$8,630
2. OC and NPIC determined that the ribbons used
in their high-speed printers were of different physical
dimensions, have a different manufacturer and are
possibly made of a different material than those used by
ODP. OS was asked for security approval and ruled that
information could be recovered from these used ribbons.
Therefore, OS concluded that the OC and NPIC used ribbons
should not be sent to FAB-TEX for reinking.
3. OEL originally estimated savings of $1,200
annually, in October 1975, however, due to increased
use of other equipment ribbon savings have not been at
the level anticipated and were more or less insignificant,
maybe $200 or $300.
4. Executive Officer, OD
was within the line of duty of
however, it was sufficiently meritorious to merit a cash
award.
C. Recommendation of Executive Secretary
1. $50 Advisory Award to for bringing
this cost-saving idea to the Committee's attention.
2. $520 award, equally shared, based on annual
savings of $8,630 ($485), plus MODERATE/LIMITED intangible
benefits ($35) .
D. Decision of the Committee
Approved
`~ JCS
Award
Disapproved.
/(r?,14%_C. 7C.,
Date
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SUMMARY AND RECOMMENDATIONS FOR THE COMMITTEE
SUGGESTION NO. 76-231: dated 18 December 19705
P+T ITIAITI 1, GS-11
Career Trainee
Directorate of Administration/
OTR (now DCI/IG)
A. Summary of Suggestion
1. Background
The Information Science Training Branch courses
all include a Probability Assessment instruction module.
Student response to the questionnaire was achieved by
interacting with the GE Timesharing Computer System.
This method cost about $12 per student and required 45
minutes to process. A normal class, 30 students, cost
$360 and took from 45 minutes to an hour to complete the
questionnaire.
2. Suggestion
Design a form so that the 3M scoring machine can
be utilized by ISTB for the Probability Assessment
instruction module.
B. Evaluation
1. OTR/ISTB began using the proposed scoring form
(sample attached) with their August 1976 class. OTR said
the costs per student for the Subjective Probability
Assessment Test (SPAT) are reduced from an average of $12
to $1.50; a net savings of $10.50. From August - December
1976, OTR has tested a total of 416 students using the new
forms @ a savings of $10.50 per student or total savings
of $4,368. The students include:
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10 CT's
54 OPR Analysts
142 DIA
18 FBIS
112 Scientific Technical Group-
Charlottesville
60 Huntsville Missile Center
20 NIO's
ISTB has turned the test and form over to DIA for their
own testing of 500 additional students. ISTB will
assist Department of the Air Force with the testing of
about 400 students and then turn the test and form over
to them for future administration.
2. The new system makes possible more efficient
and effective testing. C/ISTB said that the classes
consisted of 30 students, however, there are only ten
terminals available for the testing. Thus, students
were always waiting to be tested or for the test to
be completed by the others.
C. Recommendation of Executive Secretary
1. Not line of duty.
2. $350 interim award based on five-months savings
of $4,368 ($270), plus MODERATE/EXTENDED ($80) intangible
benefits.
3. Review in August 1977 to determine savings and
benefits after one full year of use.
D. Decision of the Committee
Approved j 13 JO Award
Disapproved
/(V 4C 2 7cc
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020006$001-8
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ADMINISTRATIVE PNI
SUMMARY AND RECOMMENDATIONS FOR THE COMMITTEE
SUGGESTION NO. 77-70: dated 25 August 1976
F 1, WG-08 (GS-07 equiv.)
Nailing Machine Operator
Directorate of Administration/OL
A. Summary of Suggestion
1. Background
For some time, OL/Supply Division/Packing and
Crating Section has been fabricating 4x4 ft. pallets
"in-house" to ensure optimum storage and movement of
certain types of its cargo. These pallets were con-
structed from Packing and. Crating Section supplies and
consisted of three each 2x4 in. stringers sandwiched
between 1x12 in. slats spaced top and bottom as the
pallet faces.
2. Suggestion
Use scrap plywood, which accumulates in abundance
from plywood sheets cut for other construction, thus
saving the two 16 ft. lengths of 1x12 in. lumber used for
the pallet faces. This scrap plywood is 3/8 in. A double
thickness can easily be substituted for the slats.
B. Evaluation
1. OL said that:
a. It had been customary to saw these remnants
into conveniently disposable pieces for the scrap bin.
b. This suggestion eliminated the use of lx12
in. lumber for the pallet faces. An estimated 18 pallets
were constructed per month up to March 1976; then the
consolidation unit/Packing and Crating Section was closed
out. Since March, production has increased to an average
of 45 units per month.
ADMINISTRATIVE I EF AL USE ONLY
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ADMINISTRATIVE i' TE L USE ONLY
2.
Tangible savings:
l"x12"xl6' lengths required per pallet - 2 each
Cost per length
$ 5.92
Net saving per pallet using scrap
plywood
$11.84
Estimated Quantity of Pallets Produced -
September 1975 - September 1976
5 months @
18 per month
90
7 months @
45 per month
315
405
X
$11.84
Estimated Annual
Net Savings $4,795.20
Any additional cutting required to utilize the scrap
pieces has been traded off against the cutting that
took place to reduce the remnants to disposable size
plus the sawing that was needed to dimension the lx12 in.
lumber formerly used.
3. Intangible benefits - reduction in use of
lx12 in. lumber has enabled reduction of P&C inventory.
Conversion of scrap to a useful end serves as a good
management tool to promote conservation and spur
initiative among staff (MODERATE/LIMITED).
C. Recommendation of Executive Secretary
1. Not line of duty.
2. $340 award based on estimated savings of $4,795
($290), plus MODERATE/LIMITED ($50) intangible benefits.
D. Decision of the Committee
Approved Award
Disapproved L __(? 7( Date
Approved FIJI jI
Z#1
AL 00060001-8
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ADMINISTRATIVE INTERNAL USE ONLY
SUMMARY AND RECOMMENDATIONS FOR THE COMMITTEE
, GS-11
Systems Supervisor ACT-1
Facility
Directorate of Administration/OC
A. Summary of Suggestion
1. Background
The Headquarters Signal Center had its
Automated Communcations Terminal programmed to
automatically assign the operating signal ZFF to all
messages bearing a precedence of Immediate or higher.
2. Suggestion
B. Evaluation
1. OC adopted the suggestion effective 1 October
1976 after a 90-day trial period. During the trial
period, the effectiveness of the suggestion was con-
tinually monitored and at the same time statistical
information was compiled which closely approximates that
included in the suggestion or $12,261 annually.
2. OC rated intangible benefits SUBSTANTIAL/
LIMITED. Application to field Signal Centers would
be minimal because the procedure has been available
on an optional basis at the operators discretion for
some time.
A INIST ATI E INTERNAL E ONLY
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'ADMINISTRATIVE I TE N L ONLY
C. Recommendation of the Executive Secretary
1. Beyond line of duty.
2. $700 award based on annual savings of $12,261
($610), plus SUBSTANTIAL/LIMITED ($90) intangible benefits.
D. Decision of the Committee
Approved
Disapproved
A Q
MJiLS2ATINTE . I.LY
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 rT="
agprecnce`Raic
SUGGESTION: A~cpor
06000J nt'd 2
Eliminate the automatic assignment of 4to NON-NIACT Immediate messages.
The operator will retain the capability to se ectively assign 0 to these
messages when warranted.
Advise field stations that the Headquarters Signal Center is adopting
this procedure; and recommend that they, at their discretion, do the same.
A recently conducted survey at the Headquarters Si al Center revealed
that approximately 2,400 service wires per month were required to
acknowledge receipt of high precedence messages originated at Headquarters.
The survey also revealed that follow-up action was required on a total of
8 of the messages involved, and that the ultimate reason for retransmission
was failure to clear check number cards, or filing the = response by the
field station.
The assignment of" to NIACT Immediate and Flesh precedence only
would result in the reduction of Q service wires to approximately 200
.,per month at Headquarters.
The following figures are taken from a recent work study performed by
A.
Man-hours required to process each incoming
.0224
B.
Man-hours required to log each outgoing cable
.0120
C.
Man-hours required to search for each unanswered
.0061
D.
Man-hours re uired to check the circuit monitor for
unlogged
(once each shift) - .1542
E.
Man-hours required for preparing each
.0444
The following is keyed to the above formula to derive a monthly
.savings in man-hours;
A.
2,200 incomin
50% allowed fo
g
r me
2200 X
saved
.0224
- 49.28
in the field signal centers
24.64
B.
1,500 outgoing cable
s
1500 X
.0120
- 18.00
STAT
STAT
STAT
STAT
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 Approved For1wi}131
SUGGESTION: Accountabilit'f high precedence traffic
(10 per shift)
requests (10 each day)
Annually - 124.6 X 12
124.6
11495.2
(000200060001-8
Cont'd 3 STAT
goo x .oo61 - 5.49
90 x .1542 - 13.87
30o x .o444 - 13.32
The current average hourly rate being paid to the personnel assigned
to the Automated Communications Terminal is $8.20. Annually this equates
to a savings of $12,260.64 in salary alone.
In addition to the above, there would also be a savings realized in
supplies and circuit time.
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'SECRET
SUMMARY AND RECOMMENDATIONS FOR THE COMMITTEE
25X1
SA-61: Nomination Date: 16 November 1976
, GS-14
Records Administration Officer
Office of the DDA/ISAS
A. Summary
The attached nomination from Acting Chief, ISAS
recommends F_ I for a Special
Achievement Award and honorarium of $:1,000. The
Associate Deputy Director for Administration concurred
in the recommendation on 26 November 1976.
B. Recommendation of Executive Secretary
$1,000 Special Achievement (EXCEPTIONAL/BROAD).
C. Decision of the Committee
-it ,
L~r Approved' (~ G U Award
Disapproved 7(p Date
SECRETI
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SECR
006 1604 -66 vt'6
Executive Secretary, Suggestion
THROUGH Assistant for Information, DDA
(,I/'?
FROM
SUBJECT
REFERENCE
Acting Chief,
Information Systems Analysis Staff
Special Achievement Award Recommendation -
Memo to AC/ISAS from ES/SAAC, dtd. 10 Nov. 76;
same subj. w/atts
1. This is to recommend a cash award of $1,000 to
accompany the presentation of the Certificate of Distinction
to This Special Achievement Award is
based on the following.
2. The value of the benefits derived from
achievements is judged. to be exceptional as a major procedure
and superior improvement to the quality of the forms control
aspect of the Agency's Records Management Program. The extent
of the application of her contribution is determined to be
broad as it encompasses the Pro ram Agency-wide. The tangible
benefits realized from accomplishment in the 25X1
forms program was computed at $1,326,150.
3. These tangible benefits accrued as a result of the
establishment of a stringent forms review in FY-75 to eliminate
duplicate or redundant forms with a goal to reduce the forms
inventory in the Agency by 5% while simultaneously increasing
25X1
the use of standard forms by 2%. Through F_ I
singular efforts, drive and enthusiasm she won the cooperation
of records officers throughout the Agency which resulted in
exceeding the goal with a net decrease of 10% over the
30 June 1976 total of 2,619 active forms. The calculated
savings for the 12 month period (FY-75) included:
a. Future annual printing costs avoided
by the elimination of 421 forms - $63,150.
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25X1
b. The processing cost savings of $1,263,000
($10 for each $1.00 of printing costs) was figured
on only 200 of the 421 forms. The remaining 221
forms, although included in the printing costs,
were not included in the processing costs since
they were considered either "deadwood" forms
the offices neglected to eliminate when they
were no longer being used or they were forms
that had been combined or consolidated where
processing still continues.
4. accomplishing 10% savings over the
5% goal clearly exceeded the most realistic of job require-
ments. Although this exercise was a one time occurrence, it
is felt to have sustaining benefits through improved working
procedures that have resulted from this dramatic forms
reduction that inherently will save manpower, time, space,
and materials.
Attachment: Referent memo
nistratiorl
An), 74
Date
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SEC
25X1
AW
25X1
MEMORANDUM FOR: Acting Chief, Information Systems
Analysis Staff
SUBJECT S ecial Achi v m t Award Recommendation -
1. At its 2 November 1976 meeting, the Honor and Merit
Awards Board requested that the attached recommendation
(Certificate of Distinction) be forwarded to the Suggestion
and Achievement Awards Committee for consideration as to a
Special Achievement Award. The Board advised that the
Certificate of Distinction has been approved.
2. I have advisedi of this
referral. He recommends it be sent to you for research and
reply due to his retirement later this month.
3. I Iwas the DDA Member present at
the ITMAB Meeting. You may wish to consult him about any
ideas he may have on the subject.
4. Attached is a copy of our guidelines for the sub-
mission of Special Achievement Award nominations. Please
submit additional data to us through the DDA which will
indicate the level of cash award you recommend and justifica-
tion for your recommendation.
ecu i.ve Secretary
Suggestion and Achievement Awards Committee
I
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RECOMMENDATION FOR HONOR OR MERIT AWARD
SECTION C--Narrative description of sustained performance
warranting award
directly impacting on resource management in CIA, its Forms
Management Program, and on the Community. Acute paper
shortages, spiralling cost increases, and critical demands for
new/improved forms due to legislation and/or automated systems
has demonstrated exemplary leadership,
ingenui , atili.ty in introducing and implementing
new statutes, programs, systems and procedures with benefits
STATINTL has indeed highlighted forms management activity in the Agency
o and most cc ri-ainly s to the singular and unique contri-
butions of in this effort. Her technical compe-
tence and protessl.ona dedication have continually resulted
in significant cost savings. Her skill in phasing in new forms
in the implementation of manual and automated systems in CIA
STATINTL has permitted the Agency to avoid major or critical inter-
ruptions in its operations. In PY 1975, tangible cost savings
Inf
S' were realized in the forms program alone.
was also directly responsible for saving many
intangible savings as well through recommending improved
techniques and distribution.procedures. Her workshops and
seminars for the forms program have provided the foundation
for other employees who need training in forms design and
dollars in other tangible cost avoidances and
She has had extensive membership in records management
organizations in the Community, and has served as the Agency's
expert in forms analysis and forms design. Her peers, both
in the Agency and in the Community, recognize and rely heavily
upon her ingenuity, integrity, and capability with the highest
degree of confidence and make maximum use of her services and
talent.
She participated in the Agency's implementation of the
Privacy Act of 1974 and the Freedom of Information Act by
designing forms needed for use in the program. She participated
in the Agency's action to comply with the Privacy Act and
Civil Service Commission's issuance to Federal agencies
requiring action on Agency-used and created forms which
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SECTION C (Continued)
include the solicitation of an individual's Social Security
Number. Action included deleting the SSN as an item where
SSN was not needed and revising forms that continued to
solicit the SSN by including a statement informing the indi-
vidual whether the disclosure is mandatory or voluntary, citing
the statutory or other authority permitting solicitation, and
what uses will be made of the SSN. This action involved the
review of 2,304 Agency forms of which 144 required action.
She contacted other Federal agencies on 40 of their forms
used by CIA for applicable statements.
has conducted records management surveys
in various Agency offices as comprehensive examinations of
records policies, practices, methods or procedures, equipment,
and supplies to find what conditions exist; analyze findings;
determine what improvements, if any, are appropriate and
feasible; what cost savings could be realized; and reported
her recommendations to the head of the office under survey
for acceptance and implementation.
She developed a set of envelopes for protecting and storing
microfiche which contain no chemicals (acid, chlorine, etc.)
in the paper or glue that will harm or affect the microfiche
in any way. The envelopes are designed and printed to Agency
specifications and needs.
She played a major role in the development of the common
format of transmittal and receipt form to precede any messages
transmitted on long distance xeroxography (LDX) Community-wide.
She printed these forms for CIA use and format and gave the
format to the Community LDX operators for their local repro-
duction.
She participated in the introduction of the new Xerox
1200 Computer Printing System to the.Agency with briefings on
its ability to integrate graphic and digital communication by
printing forms and computer data in a single operation. She
developed and designed the fixed format plastic overlay adhering
to critical registration tolerance.
She also designed and helped develop glass slides for
the Datagraphix 4360 and 4561 computer output microfilmers
with original drawings done on a computer plotter rather than
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SECTION C (Continued)
hand-drawn forms due to critical registration tolerance.
These slides permit the overlay of fixed information onto a
microfilm image for simultaneous printing with computer generated
data. The design and development of these slides demonstrated
initiative beyond that reasonably expected in the line of
duty performance. The Agency was handicapped due to no avail-
able expertise, assistance, directions, or specifications and
she could not seek help from the limited number of technical
experts in the trade outside the Agency due to the sensitivity
of certain data.'
The OCR system began in 1966 with no expertise available
externally or internally for forms design or forms printing.
Her ingenuity again was demonstrated in implementing this
program.
She has also played a direct role in the development of
the Automated Payroll System; Employee Badge Systems; General
Accounting System (GAS); Automated Personnel System (PERSIN);
Privacy Act and Freedom of Information programs; automated
systems for the forms program to control existing CIA, Standard,
and other-agency forms used by the Agency; and other systems
too numerous to catalog.
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is hereby awarded the
Certificate of Distinction
in recognition of her sustained performance of high value
from 1965 to 1976 as the Forms Management Officer of the
Records Administration Branch, Information Syqtepiq Analysis STATINTL
Staff of the Directorate of Administration.
has demonstrated exemplary leadership, ingenuity, and
versatility in introducing and implementing new statutes,
programs, systems, and procedures under the Forms Program.
Her technical competence and professional dedication has
continually resulted in sustained and exceptionally high cost
savings in the Agency Records Management Program, with the
Forms Program alone exceeding over a million dollars savings
during FY 1975. Her Agency and Federal Community peers recog-
nize and rely heavily upon her ingenuity, integrity, and
capability with the highest degree of confidence. She accom-
plished her duties in a highly professional and dedicated
manner which reflects creditably on her, the Central Intel-
ligence Agency, and the Federal Community.
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ADMINISTRATIVE I
SUMMARY AND RECOMMENDATIONS FOR THE COMMITTEE
SA-62: Nomination Date: 22 November 1976
T Al USE ONW
, GS-10
Chief, Acquisitions and Supply
Section
Directorate of Administration/OL
A. Summary
The attached nomination recommends
for the CIA Special Achievement Award. The
recommendation was concurred in by the Deputy Director
for Administration on 24 November 1976.
B. Committee's Staff Comments
1. OL said that the period covered by this nomina-
tion should be for special acts and performance during
FY 1976. Further discussion of this nomination with OL
revealed the following intangible benefits:
a. Reduction in preparation of requisi-
tions for typing elements from customers.
b. Decrease in procurement actions pre-
pared by Procurement Division.
c. Availability of the items (fonts)
readily off the shelf for the customers.
OL rated intangible benefits SUBSTANTIAL/BROAD.
2. In addition, OL said that such a project should
have been the joint action of senior officers of Supply
Division and Procurement Division. Chief, OL/LSD recommends
an award in the $1,050 to $1,250 range.
Al MI I TIAT rm U"I ONLY
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ADMINISTRATIVE INTERNAL JJ ONLY
C. Recommendation of Executive Secretary
$1,200 Special Achievement Award based on $30,000
tangible savings ($850), plus SUBSTANTIAL/BROAD intangible
benefits ($350).
D. Decision of the Committee
Approved
~,ICO 0
Award
Disapproved
/ C,; L.Q Q-(-,- I
Date
NOTE: Extracts from the OL/LSD Report "Fighting
Inflation and Reducing Daily Operating Costs"
will be on hand at the Committee Meeting to
illustrate how the $30,000 annual savings
was computed.
ADMINISTRATIVE INTERNAL USE ONLY
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Administrative - Ifrr1daty
! 2 NOV 1976
MEMORANDUM FOR: Chairman, Suggestion and Achievement
Awards Committee
Director OT LOgISLICS
STATINTL SUBJECT . Recommendation for Special Achievement Award
fo
1. This memorandum constitutes a recommendation for a Special
Achievement Award for in recognition of her efforts
and achievements during her tenure as ief, Acquisitions and Supply
Section, Building Services Branch, Logistics Services Division, OL.
2. This recommendation is based primarily on
contribution to the successful implementation of Employee Suggestion
74-446 which suggested that two of the four typing fonts received with
each new IBM selectric typewriter be deleted from the package thereby
achieving a savings equal to the cost of two typing fonts for each new
selectric typewriter purchased. After having undergone a considerable
amount of research by various elements within the Office of Logistics
(OL), this suggestion was forwarded to the General Services Administra-
tion (GSA) which is the Government Agency responsible for contracting
with IBM. In their response, GSA advised that two of the four fonts
received with each new selectric typewriter are provided by IBM at no
charge to the Government; consequently, the deletion of these two fonts
would not constitute any savings.
3. Had it not been forL __j this suggestion would
probably have terminated upon the receipt of GSA's response and no
advantage would have been realized. However, in recognition of the
enormous savings potential,I I on her own initiative,
continued to refine and develop the idea until a trade agreement was
worked out with IBM under which we exchanged the new, unwanted fonts
for the more popular type styles we need which were formerly purchased
at a cost of $18 each. During the first 10 months of operation, we have
recorded an actual cost avoidance of $9,072.
Administrative - Intr i DON
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 Approved For Release 1 : CIA-RDP80-0070 A000 00000001-8
SUBJECT: Recommendation for Special Achievement Award
STATIIITL
for Mrs.
4. As we further review record with the Logistics
Services Division, OL, we find that the achievement discussed above is
not an isolated event but is indicative of her record. Other contri-
butions to cost-effective management include: recovery of administrative
supply items for reissue, the substitution of less expensive supply items
of equal quality, the institution of several paper conservation procedures,
and the development of controls to restrict the issue of various items to
avoid waste. We have extracted statistics from our cost-savings report
prepared for fiscal year 1976 and estimate the value of the procedures
which either initiated or coordinated within OL to be $30,000.
5. As we review the Tangible Awards Scale provided by the Incentive
Awards Branch, we observe that a tangible benefit valued at $30,000 normally
merits an award of $850.
6. Based oni several achievements and contributions to
cost-effective management, it is recommended that she be favorably considered
for a Special Achievement Award.
John Blake
Deputy Director
for
Administration
Distribution:
Orig. & 1 - Adse, w/atts
2 - DD/A, Watts
1 - OL/P&TS (Official), w/atts
Date
2
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Next 6 Page(s) In Document Denied
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 Approved For Release 2006/10/31: CIA-RDP80-00706AO00200060001-8
NOTE TO: Executive Secretary, Suggestion and Achievement
Awards Committee
1. In response to your -a-lost for rther clarification
of the savings attributed to I am providing as
attachment 1 a recapitulation sheet and supporting documentation
(attachments 2 and 3).
2. Please note that our recommendation for the award is
based on the savings recorded from July 1975 through June 1976.
As you will see in attachment 1, the total value of the programs
initiated by uring this period is $38,139.80.
After reducing is figure by the amount which should properly be
attributed to other contributors, we arrived at the round figure
of $30,000.
3. Should you require any further clarification on this
matter, please do not hesitate to contact me.
6Oec 177&1
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Reference - Attachment 2 - July through December 1975
Group I
l.a.
$ 4,706.00
b.
2,748.00
c.
578.50
d.
4,725.00
e.
1,814.00
2.
4,800.00
Group III
2.a.
$ 1,275.00
b.
702.00
c.
298.00
21,646.50
Reference - Attachment 3 - January through June 1976
Group I
l.a. $ 391.00
b.
1,181.00
c.
2,642.80
2.
211.00
3.
2,244.00
4.
4,800.00
5.
4,212.00
6.
808.50
$ 16,490.30
Grand Total $38,136.80
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 ow
25X1
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? `% Ji\ "I i9 u
NEMORANDWI FOR: Chief, Plans and Programs Staff, OL
SUBJECT Fighting Inflation and Reducing Daily Operating Costs
,REFERENCE Multiple Use Memo dtd 18 Dec 75; Same Subject
Listed below is the July 'through December semi-annual report on the
anti-inflation and cost.-reduction measures being taken by the Logistics
Services Division, OL.
Group I: Savings to date for the current fiscal year.
rl Paper_Conservation
?_,353 r lete) paper were obtained from
Spp y Divisio cut and assembled into 8"x 10"
tablets by Printing and Photography Division (P&PD), and placed in the
Building Services Branch, (BSB) supply room for distribution. This
exercise netted a savings of $4,706.00.
Cost of one 8"x10 1/2" tablet = $ .40
Five tablets per, ream x 2,353 reams = 4,706.00
87,500 manila envelopes bearing the State Department's return
address, were obtained [Ind distributed through the BSB supply
room after having the return address blacked out by P&PD, A savings of
$2,748.00 was realized.
9 1/2" x 12" envelopes @ $2.45 per box of 100 x 485 boxes = $ 1,188.00
12" x 16" envelopes @ $4.00 per box of 100 x 390 boxes = $ 1,560.00
Total = $ 2,744.00
8,900 kraft folders (nonstandard size 11 3/4" x 9 1/2"), which
were to be disposed of, were obtained I and distributed through
the BSB supply room. This transfer netted a savings of $578.50.
$6.50 per box of 100 x 89 boxes = 578.50
During the fourth quarter of FY-75, BSB instituted a program of
issuing record center boxes for Records Center requirements only, and
issuing recycled cardboard boxes and plastic conveyor boxes for all other
purposes. Originally, a 50 percent savings was anticipated. 110,i-lever, an
80 percent savings has been recorded during this period at a total savings
of $4,725.00.
OL 6 10,003
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26X1
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U J ECT: Fighting Inflation and Reducing Daily Op,-rating Costs
Requirement for 6 months - FY-75 = 5 5,906.09
Roq'iirement for 6 months - FY-76 = 5 1,181.00
Savings $ 4,725.00
%e). Commercial watermark bond paper has been rer oved from the supply
rooI. shelves and issued only when required for Ocorrespond, ;ice. The
requirement for the less expensive Oovernmant er~ark bond paper has not
increased as a result of this. A savings of Si ,814.00 has been r c,,r?ded
during this period.
FY-75 -6 months
Letter size - 540 reams @ $2.77
Legal size - 540 reams 9 $3.15
FY-76 -6 months
Letter size - 340 reams 0 $2.77
Legal size - 140 reams @ $3.15
1,'.?95.89
1,701.,0
S 3,196.80
9a,.oO
441.07
Total S 1135?:....
Savings f`$ 1,814.00
Thirty manual typewriters were repaired at little or no cost to the
Agcllt'y in lieu of purchasing new machines. A savings of S4,B09.00 has been
recorded.
30 x $160.00 (cost of new typewriter)
3. The Mail and Courier Branch is continuing to Toni ter outgoing U.S
mail and delivering via courier any mail destined for one of its regularly -`"
scheduled stops. The recent postal rate increases, which became effective '~
31 December 1975, make this policy even more important. This policy has been
expanded to ensure that a genuine requirement exists for registered'ard return
receipt mail, in that rates for these two categories have nearly doubled.
Specific infromation on the savings derived from this effort is not available.
4. The limit for a minor work order in Space "_zirtenance and Facilities
Branch has been increased from $100 to 5200. Durinc_ first 6 r-onths of
FY-76, 60 work ordars fell into this category. The res_,ltine decrease in paner-
wor'r, processing time accounted for a sa:i s of 51
60 x $20.00 (average cost of processing one work order) = 51,200.00
2
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SUMMARY AND RECOMMENDATIONS FOR THE COMMITTEE
MW SUGGESTION NO. 74-446: dated 4 April 1974
1 11 GS-07
stant
Directorate of Operations/
OPS Staff (resigned 7/9/76)
A. Summary of Suggestion
1. Background
IBM typewriters are purchased and delivered
with four different typing elements. Usually offices
only have a need for one or two elements and the
others are put in a desk drawer or office supply
cabinet. When an office requires a certain type
element, a requisition for its purchase is sent to
Office of Logistics.
2. Suggestion
Purchase only one or two typing elements with
each IBM Selectric Typewriter. Additionally, have
OL/Building Supply stock two or three elements in all
the various type styles from which offices could borrow
on a short-term basis.
B. Evaluations
1. Per OL's request, the suggestion was referred
to GSA who is responsible for Governement procurement
of typewriters, evaluation attached.
2. Upon receipt of the GSA reply we again asked
OL for their comments. Attached is the OL evaluation.
In answer to an inquiry of November 1976, OL conservatively
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projected annual savings to LO-Ann for 600 fonts
@ $18 per font. Without the Isuggestion, the
possibility of the savings wouia ve occurred. STATINTL
C. Recommendation of Executive Secretary
1. Not line of duty.
2. $570 award based on projected annual savings
of $10,800.
D. Decision of the Committee
Approved
7 Q,, Date
Disapproved / --
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BRIEF OF EMPLOYEE SUGGESTION NO. 0A-75-103
SUMMARY: It has been suggested that the Agency purchase special
type elements required and only one (1) or two (2)
additional elements for each new IBM Selectric Typewriter,
thus saving the cost of the extra type elements.
Since occasionally there is a need for a type style
that is not widely used, a central location, within
the Agency, be established whereby a specific type
element could be borrowed for a particular project.
EVALUATION: Federal Government customers (except those purchasing
at educational prices) receive two (2) typing elements
with each 7lX and 72X "Selectric" model purchased,
four (4) typing elements with each Dual Pitch "Selectricee
II and Correcting "Selectric" model purchased and three (3)
typing elements with each single pitch "Selectric" II and
Correcting "Selectric" model purchased. Commercial
customers and all customers purchasing at educational prices
receive one (1), two (2) and two (2) respectively.
The aforementioned additional typing elements which are
provided to Federal Government customers are "gratis"
supply items at no additional. cost to the Government.
In addition, if the using activity has no need for
additional typing elements, they should review its
requirements for the purchase of this type of equipment
in accordance with FPMR E-100 (Economical Selection of
items available from multiple award Federal Supply
Schedules) and FPMR 101-26.408 (Purchase of Items from
Federal Supply Schedule Contracts).
RECOMMENDATION: The suggestion is not adopted for reasons stated above.
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26FEB1976
MEMORANDUM FOR:
Chairman, Internal Suggestion Awards Panel, OL
SUBJECT :
Centralized Location for IBM Typewriter Elements
REFERENCE :
(a)
(b)
Employee Suggestion 74-446 dtd 5 Dec 74; Same Subject
Memo to ES/SAC f r C/ISAP dtd 13 Nov 75; Same Subject
1. The purpose of this memorandum is to inform you of the progress of
our efforts to implement this suggestion and to provide information from
which tangible first-year savings can be projected.
2. As you recall, the original suggestion contained two recommendations;
first, purchase only two or three elements with each new IBM typewriter, there-
by, saving the cost of one or two elements; and second, establish a central
location from which elements could be loaned. As a result of some rather
intensive research, it was determined that two of the elements received with
each typewriter are provided by IBM at no cost to the Government; consequently,
no savings could be realized by eliminating them. It was generally agreed,
however, that the second recommendation made a valid point and a savings could
be realized by reducing the number of requisitions and procurement actions
necessary to acquire replacement elements.
3. of the Building Services Branch, Logistics Services
Division sou given a considerable amount of credit for converting
this idea into a reality, negotiated a verbal agreement with the
IBM representative wherein IBM will accept new and unused elements in their
original sealed containers in an even trade for those elements that the Agency
finds more useful. In order to expand this program to the point where signif-
icant savings could be accrued, the Supply Division (SD) agreed to remove the
unnecessary elements from the new typewriters when they arrived at
and forward them to BSB to be used as trading stock. In addition, e u
Management Branch, SD has been routing all requisitions for elements to BSB
and these requirements have been filled in a considerably shorter period of
time than was formerly experienced.
4. During the 6 weeks that this program has been in operation, 150 elements
have been traded to IBM of which 49 have been issued from the Supply Room. This
equates to an actual cash savings of $882. Assuming that this issue factor
continues, an annual savings of $7,488 is anticipated.
OL 6 10,028
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SUBJECT: Centralized Location for IBM Typewriter Elements
5. In addition to these efforts, SD is preparing a notice for all
employees to inform them of the availability of IBM elements and to request
them to return their unneeded elements to the Supply Room, It is nearly
impossible to predict the impact of this notice with respect to the supply
it may attract. Success in this area will depend upon customer response,
It must also be understood that most of the elements turned in will have
been used and/or removed from their original containers and, therefore,
unsuitable for trade to IBM.
6. Without further complicating this matter, it is felt that the data
already collected is representative of future experience and is sufficient
to serve as a basis for computing an award, Please convey our deepest
appreciation to the suggestor.
Chief
Logistics Services Division, OL
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 Mr. F. W. M. Janney
5E 58 lleadauarters
FROM: EXECUTIVE SECRETARY
SUGGESTION AND ACHIEVEME
AWARDS COMMITTEE
100). AMES BUILDING_
TO: (Officer designation, room number, and
building)
? 200b/101 1 t CIA-RD `8l-6&Nf" j Pi&6UOO1-8
MY-
OUTING AND. RECOR
OFFICER'S
INITIALS
IN
D SHEET
14 n F 1976
SECRET
COMMENTS (Number each comment to show from whom
to whom. Draw a line across column after each comment.)
Believe you received an advance
information copy ched 25
nomination from
Have prepared a summary sheet and
sent copies to Committee Members
so it may be reviewed at the 16
December Meeting. I have lined up
as a witness in cask
the Committee wishes to see what
the draft NIE looks like and to
answer any questions.
I'll check with you Wed esda to 25
ascertain if you'd like
to come shortly after the start
of the meeting (about. 0935) or
later on.
FORM
IW3-62
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SUMMARY AND RECOMMENDATIONS FOR THE COMMITTEE
07
GS-06
25X1
rin ing an u ica ions
Assistants
Publication Branch, National
Intelligence Staff/Office of
the DCI
A. Summary
The attached nomination from Chief, Presentation
and Publication Branch, DCI/NI recommends the Special
Achievement Award and an honorarium of $200 each to
the above listed employees. The nomination was
endorsed by F- L Deputy to the DCI for
National Intelligence. and I-lead of "E" Career Service.
B. Committee's Staff Findings and Comments
1. In order to acquire more background on this
case, we met withi Executive
Officer/DCI/NI and , Chief, Presentation
and Publication Branch, DCI/NI. The following data is
considered pertinent:
a. The draft publication the three employees
were preparing for print is the most important
intelligence document prepared annually by the
Office of the Deputy to the DCI for National
Intelligence.
b. The work of the employees nominated is
in support of a three-volume production of
NIE 11-3/8-76. The Committee concerned with
publication deadline dates consists of senior
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5EC R ET
officers from Department of State, DIA
and NSA and eight to ten CIA officers.
They had been meeting steadily for three
to four weeks. Also, in order to cope
with deadlines the Committee met all day
Friday and Saturday, 10 and 11 December;
in addition, some staff members worked
Sunday, 12 December. This accelerated
production rate was necessary in order to
reach sufficient progress in preparation
for the already scheduled National Foreign
Intelligence Board (NFIB) Meeting the
week of 20 December 1976. NIO executives
say that if the remarkable work performed
during the Thanksgiving week by the three
employees nominated in this case had not
been accomplished, it would have thrown
the schedule on this production into
"serious disarray".
c. The number of pages that this group
would normally produce in a four day week
would be in the 200 range. However, under
pressure on past occasions in a five day
week, they have turned out over 500 pages.
Yet, during the four day week cited in this
nomination they produced more than 600 pages.
More significant is the fact that realizing
this production achievement enabled the
National Intelligence Staff to make their
goals, and to retain the schedule of already
fixed future meetings of NI Committees and
the NFIB.
d. Conclusion: based upon the fact that
this group has been supporting ten NIO's and
their inter-agency projects concerned with
making deadlines for the NFIB, it is believed
that their achievement warrants a bit more
than a $200 award to each employee. On the
Intangible Benefits Guide we conservatively
rate this case HIGH/BROAD for a $900 award total.
C. Recommendations of Executive Secretary
$900 award, equally shared among the three employees
recommended (HIGH/BROAD).
=y"CT
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SECRETJ
D. Decision of the Committee
=,%f Approved ,N IO O
Disapproved I L C~ 7(o Date
NOTE: Chief, Presentation and
Publication Branch, DCI/NI will bring the draft
publication cited in this case to the meeting
for the Committee's review. will
also be prepared to answer any questions from
the Committee.
'SECRET:
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A'IINISTRATIVE - INTERNAL USE ONLI
8 December 1976
ma
STATI NTL
MEMORANDUM FOR: Executive Secretary
and Achievement Awards Committee
Presentation and Publication Branch, DCI/NI
SUBJECT . Recommendations of Three Employees for Special
Achievement Awards
GS-7/2; and
three are printing and
pu ication assistants in the Publication Branch, National
Intelligence staff.
2. Special Achi s for these three employees
are justified under HR "accomplish assigned tasks
in a manner that achieves previous y unattained records of
production." This accomplishment occurred during Thanksgiving
week when these three employees were charged with preparing
for print:
a. A major part of NIE 11-3/8-76, Soviet Forces
for Intercontinental Conflict Through the Mid-1980s;
this estimate is probably the Intelligence Community's
most important single finished product.
b. A particularly sensitive Interagency Intelligence
Memorandum.
3. The task was formidable, if not near impossible.
Yet the need for these products within the deadlines set was
imperative. responded
with a sustained excellence that has never before been attained
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ADMINISTRATIVE - INTERNAL USE ONLY
by personnel of their unit. In the process, they set in
four days a new record for the number of pages processed by
their unit in any previous week. This number was, moreover,
twice what we consider a reasonable rate of production.
Perhaps even more remarkable, the quality of their product
did not deteriorate.
I learly deserve special recognition. Such recognition
unequaled performance they turned in, r__ I and STATINTL
4. In view of the importance of their task and the
makes al I the more sense in light of the fact that they have
all, in any case, been performing in a superior fashion for
some time, including the processing of a number of papers
for President-elect Carter in the weeks that preceeded and
followed their finest hour. I therefore recommend that each
receive a Special Achievement Award in the amount of $200.
L
Deputy to the DCI for National Intelligence
8 December 1976
Date
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STATI NTL
a
STATI NTL
MEMORANDUM FOR Executive Secret
ge ion Achievement Awaro,
Committee
Attached, please find the recommendation we
discussed on the phone earlier this week. I hope
that consideration will not be complicated by the
fact that the accomplishment does not fit precisely
into the Intangible Benefits Guide. Please do
your best to have it considered at the Committee's
meeting on December 16th.
EQ/DC I/NI
FORM USE PREVIOUS
5-75 101 EDITIONS
Date 8 Dec 76
MEMORANDUM FOR Director of Personnel
Dear Fred:
I take the liberty of sending you a copy
of a recommendation I have endorsed for Special
Achievement Awards. The girl.s concerned really
did do something quite spectacular. I would
appreciate anything you might do to speed this
along.
D/ D N.
FO75M R USE F'EVIOUS
5- 101. EU;TIOHNS
Date 8 December 1976
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ADMINISTRATIVE - INTERNAL USE ONLY
8 December 1976
MEMORANDUM FOR: Executive Secretary
Suggestion and Achievement Awards Committed
FROM
:
Chief
resen ion and Publication Branch, DCI/NI
SUBJECT
. Recommendations of Three Employees for Spec
Achievement Awards
ial.
STATINTL
1. I hereby Propose S ecial Achievement sF
STATJJ TL
GS-6/1. All three are printing and
publication assistants in the Publication Branch, National.
Intelligence staff.
2. Special Achievement Awards for these three employees
are 3ustitled under I I "accomplish assigned tasks
in a manner that achieves previously unattained records of
production." This accomplishment occurred during Thanksgiving
week when these three employees were charged with preparing
for print:
a. A major part of NIE 11-3/8-76, Soviet Forces
for Intercontinental Conflict Through the Mid-1980s;
this estimate is probably the Intelligence Community's
most important single finished product.
b. A particularly sensitive Interagency Intelligence
Memorandum.
3. The task was formidable, if not near impossible.
Yet the need for these products within lines set was
imperative. I Iresponded
with a susta i ne excellence that a s never before been attained
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ADMINISTRATIVE - INTERNAL USE ONLY
by personnel of their unit. In the process, they set in
four days a new record for the number of pages processed by
their unit in any previous week. This number was, moreover,
twice what we consider a reasonable rate of production.
Perhaps even more remarkable, the quality of their product
did not deteriorate.
4. In view of the importance of their task and the
unequaled performance they turned in,
clearly deserve special recognition. Such recognition
makes all the more sense in light of the fact that they have
all, in any case, been performing in a superior fashion for
some time, including the processing of a number of papers
for President-elect Carter in the weeks that preceeded and
followed their finest hour. I therefore recommend that each
receive a Special Achievement Award in the amount of $200.
S.
STATI NTL
Deputy to the DCI for National Intelligence _.,_
8 December 1976
Date
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