ANNUAL ACTIVITES REPORT - PERSONNEL OPERATIONS DIVISION

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80-01826R000200030003-8
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 5
• Document Creation Date: December 9, 2016
• Document Release Date: June 27, 2001
• Sequence Number: 3
• Publication Date: July 24, 1964
• Content Type: MF

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24 July 1964
MEMORANDUM FOR: Director of Personnel
SUBJECT : Annual Activities Report - Personnel
Operations Division
1. Fiscal year 1964 was a tumultuous year for Personnel Opera-
25X9A2 tions Division. At the beginning of the year we had projected a total
requirement of _ new EOD's. This was based on non-recruitable
vacancies as reported by the components, estimated attrition, and new
recruitment requirements which grew primarily from program increases
on which we had at least tentative confirmation from John Clarke. This
projection was, of course, passed to the Chief, Recruitment Division,
and by him in turn to the field. It formed the basis on which we planned
our work load and the staffing requirements for POD, particularly
Placement Branch. However, on the 17th of July when I sent that
forecast to you I said, "As I see it there are three critical issues
which need immediate attention, policy decisions and the development
and implementation of manpower controls; manpower controls, by the
way, of a nature never before contemplated in this Agency. The three
problem areas ... the age curve ... ceiling versus average employ-
ment ... already - people in process .. ". The previous year
in May of 1962 we had forecasted a target of _ and though we fell
25X9A2 short a little we did EOD_people. This suggested that unless we
had a change of directive we could certainly expect to EOD better than
25X9A2 _ in fiscal year 1964. On the first of October we made a report
on the subject "Current Strength and Employment Processing Status".
We concluded in that instance that there were four alternatives. De-
termine priorities among present vacancies; prohibit replacement of
attrition in designated components; transfer functions and people, par-
ticularly those using military personnel to other agencies; conduct an
25X1A HR-reduction. On the 6th of December the Executive Director-
Comptroller issued Action Memorandum No. A-320 which froze strength
as of 30 November, following which new reduced ceilings were announced,
and finally at the end of the year a further reduction for fiscal year 1965
was imposed. Meanwhile, and not totally unrelated to the foregoing,
25X1A9a the -study on the input of young professionals and subse went dis-
VfV: c.us.?; .ons led to a revision of the JOT Program raising it to i
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MAR 25
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SUBJECT: Annual Activities Report - Personnel Operations Division
Consequently, with the exception of QAB, which had its own problems,
all of POD underwent a considerable amount of to-ing and fro-ing during
fiscal 1964. It is worth noting that, even applying the brakes as we did,
we entered on duty -people in fiscal year 1964, a net increase of
407, there having been losses totaling These break down to a
net loss of 104 professionals , an increase of 124 in Commo
and an increase o c ericals the balance
o Bing JOT's.
2. Attached are the individual branch reports which, if time per-
mits their reading, will show an increase of activity in some cases and
in others most trying times not reflected in larger numbers. As they did
last year, they reflect something which to me is very important -- a
professional competence and understanding and a dedication which are
not only pleasing to a division chief but very comforting. There is
little practical value in repeating in this basic memorandum the details
of these individual reports, though I sincerely hope that you do find time
to read them (a worthwhile use for these reports -- I was going to say
by-product but it is more than that -- is their historical value and as
briefing material for my successor and his yet to be appointed deputy).
The branch chiefs have come up with proposals of one nature or another
which will be taken up as separate issues -- I insist that such an annual
report can not be an action document -- but there are certain themes
that run through them all which I think are worth noting. Without excep-
tion they report many small management improvements -- I dare say
that a close counting would show something over 100 separately identi-
fiable items among the branches. It might be argued that it is only to
be expected that management improvements would be identified and
effected. It may be that it is only to be expected because that is the way
our organization works. I dare say that there are other places where the
philosophy is "Don't make waves -- if it was good enough for Grandma
it is good enough for us". For my part I am not only pleased but proud
for most of these improvements were self-generated in the branches and
carried out with little or no outside assistance and support.
3. A second common item is an unhappy one -- space. We have
space problems in all the branches as well as my own office. Either
there isn't enough, it is badly arranged, or in the wrong place. I
shan't pursue it further here.
4. With return from the CEIR course we have
launched on our intensive and long range program to "put personnel on
the machine". In reading the branch reports, h wever ddenly
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SUBJECT: Annual Activities Report - Personnel Operations Division
realized that we were on the machine more than is apparent and that
more was going on every day. To cite three examples: NTE's (Actions
with time limitations) are now on the computer. Though there are some
bugs on the system we can now produce monthly ticklers on all kinds of
such time limited actions. A JOT history is being put into the computer
and the job nearly finished which will permit quick retrieval of any com-
bination of statistical information on this special and much studied group.
Thirdly, we are getting, at long last, the overseas data into the machine.
Hence though we have made no big splashes yet, we are making steady
progress in exploiting the memory, retrieval and counting capacity of
the 501.
5. The Qualifications Coding Project is at long last approved and
underway. The Chief of the Branch, reports a slow start
and some problem in finding retirees who are both qualified and inter-
ested but we are hopeful of completion in the allotted project year. The
ultimate value of this coding can be judged by a reading of the individual
jobs which QAB was called upon for this past year. I refer you to Tabs
A, B, and C of the branch report.
6. The IG has come and gone -- leaving behind but one critical
observation on POD and that deals with an issue with which we were
already concerned but at the same time ignores half of the work of the
branch -- I refer of course to Outplacement.
7. A brief word about my own office. We have processed 12 alien
marriage cases, 6 alien sponsorship cases, 337 QSI's have gone through
here. We have seen all weak fitness reports (53) and discussed action
being taken with the components concerned, and finally have set up and
operated -- successfully, I think -- a strength control procedure which
has satisfied the policies we have received from the Executive Director-
Comptroller and avoided at the same time unduly irritating the com-
ponents by seeming whimsy or inequity in application.
8. A few more statistics should be included at this point both for
reporting purposes and because they are processed through the Office of
the Chief, POD. There were 353 tax inquiries forwarded to us from
of which were on current employees of the Agency
and required follow-up notifications to the employees or their components.
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We issued 224 appointee travel orders not including all of those for
Commo personnel coming in "overseas undetermined". CAB paid the
entrance on duty travel for 109 clericals between January and June at
a cost of under $4, 500. We issued a net 1, 875 invitee travel orders of
which 1, 577 were liquidated by 30 June with a cumulative cost of
$233, 000 plus, for an average cost of $148. 34.
Chief, Personnel Operations Division
Attachments: A/S
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