STATISTICAL REPORTING BRANCH ANNUAL REPORT FOR FISCAL YEAR 1969

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80-01826R000200150009-9
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 16
• Document Creation Date: November 17, 2016
• Document Release Date: July 28, 2000
• Sequence Number: 9
• Content Type: REPORT

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STATISTICAL REPORTING BRANCH
ANNUAL REPORT FOR FISCAL YEAR 1969
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MEMORANDUM FOR: Chief, Control Division
FROM . Chief, Statistical Reporting Branch
SUBJECT : Annual Report for Fiscal Year 1969
There was great progress made in strength accounting of Non-
Staff Personnel types: Contract A and B Employees, Career Agents,
M (aliens), Consultants, and Independent Contractors when the Of-
fice of Computer Services completed the necessary ADP programs which
established the Contract Personnel Accounting Project (PERCON). This
Project has automated the processing of data for the above Non-Staff
Personnel and has generated a complete new series of recurring machine
reports.
The President's Program, the Balance of Payments (BALPA), was
one of the most important and time consuming requirement which the
Statistical Reporting Branch was faced with in Fiscal Year 1969 and
will continue to be involved with until 30 September 1969 when the
balance of BALPA Phase II reductions are to be completed.
The up-dating of the Records Control Schedules, as requested
by Records Management, resulted in a 59% and/or a 40 cubic feet
reduction of SRB records retained at Record Center.
Another important requirement levied on SRB was to review all
the reports manually prepared by SRB and all the machine reports
prepared by the Office of Computer Services for use and/or distribution
by SRB. This review called for a complete revision of all reports
encompassing the deletion of non-essential data or reports, deletion
of data or reports that are duplicated elsewhere, and the addition
of data to those reports that are considered essential and/or the
consolidation of reports. The results of the review are to be tailored
for the new third generation computers, which entails SRB working very
close with the Support Services Staff. Mr. was temporar- 25X1A9a
ily detailed to this office to handle this project but, due to lack
of time, he was not able to complete. He was able to contact all the
recipients of these reports and has documented their comments. This
(1)
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project will continue into Fiscal Year 1970 under the direction of.
Mr. who has been detailed to SRB to carry-on where Mr.
left off. This review is a tremendous and important requirement
which will involve a great deal of effort on Mr. M, SRB, and SSS. 25X1A9a
So far, the above review has resulted in several cancellations
of report requirements. The most noteworthy is the cancellation of
the Personnel Strength Quarterly Statistical Review and the two semi-
annual Statistical Review Supplements concerning (1) Promotions and
(2) Separations. The PSQSR had been in existance since January 1953
and the supplements since June 1956. Though the reports are no longer
distributed., the data is still being compiled for reference.
Workwise, the early part of Fiscal Year 1969 was really a con-
tinuation of Fiscal Year 1968 which found SRB with a backlog of
requirements to fulfill. Much of this backlog was deleted through the
use of outside typing assistance, assistance in preparation of special
requirements, and through the use of authorized overtime. The Branch
has reached the point where we are now able to meet the requirements
as they are scheduled.
The outline which follows reflects the Statistical Reporting
Branch's Fiscal Year 1969 Accomplishments, Progress, Problems, Future,
and Plans for Fiscal Year 1970.
I. ACCOMPLISHMENTS:
A. The BALPA-Phase I and Phase II report requirements were met
by SRB except for the 30 June 1969 quarterly report which will be
ready shortly for distribution.
B. The new Agency Quarterly Summary of Separations Report, which
had been generated by the Plans and Analysis Staff, was given to SRB
as a recurring requirement. After a few modifications to the initial
report (which was on a monthly schedule), SRB was able to establish a
quarterly report that was satisfactory to the recipients.
C. The following SRB manually prepared reports were discontinued:
(1) Personnel Strength Quarterly Statistical Review;
(2) Semi-Annual Statistical Review of Staff Person-
nel Promotions;
(3) Semi-Annual Statistical Review of Staff Person-
nel Separations;
(4) Agency Monthly Report of Separations;
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6)
Cumulative Monthly Separation Rates By Office;
Career Service Fiscal Year Cumulative Processed
Changes (changed from a quarterly report to an
annual one) ;
The D/Pers Illustrated Statistical Chart Book;
The Miscellaneous Personnel Strength Report;
The Office of Personnel's Chart Book;
Monthly Separations By Office;
Monthly Separations By SD;
Gains and Losses By Office-Monthly;
Recap Page of Comptroller's Report; and,
Number of Separations On Duty Less than 1 Year.
D. So far, there has only been a few machine reports discontinued
as the result of SRB'a review of reports:
(1)
(2)
Job Nos. 103 G, H, and I - Strength Formats by
Directorate; and,
Job Nos. 101 C, D, and.E - Tabulations of Agency
Separations by Occupational Code Grouping by
SD and by Grade.
E. Though there were quite a few reports discontinued, there
were also some new reports generated:
(1) The Agency Quarterly Summary of Separations -
a very time consuming requirement;
(2) Listing of Re-employed Agency Personnel;
(3) Support Personnel Assigned Outside the Sup-
port Services;
(4) Quarterly CT Separation Report;
(5) *Minority Group Study;
6) *Combined Agency Alpha Date Roster;
(7} Weekly Separations By Sub-Category;
(8}) Weekly Separations By Office;
(9) Weekly Gains and Losses to the Office of Person-
nel;
(10) Agency On Duty Strength (Over-Under Ceiling);
(11 Number os Support Services GS-14 and Above;
(12 Tabulation of DDS&T Separations;
(13) BALPA I and II Progress Report;
(14) BALPA I and II Country Strength Report; and,
15) Report On Women Federal Employees In Higher Level
Positions.
*Computer Generated.
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F. A noted milestone for Fiscal Year 1969 was the revision of the
Records Center and the Vital Records Schedules which resulted in the
purging of non-e35entlel material and documents which had been stored
at Records Center, Vital Records, and within SRB. This was a difficult,
milestone to reach as the requirement levied on SRB came during be a busy
period and very little purging or re-storing
accomplished without first revising our schedules and having them
approved. his exercise
and the releasing of atoregeapacent control and resulted in better retention a
G. Working with OCS, a new report specifications form was
established which greatly assists in describing the machine requare-
ments submitted to OCS by SRB. This form clearly de
is being requested and how it should appear or formatted on the com-
pleted report.
H. Assisted in several study projects concerning professional
and CT employees who had entered on-duty with the Agency during select-
tme of the
by study. e Staff study
ed periods and who were still
was initiated by the Civil Service
and two separate studies by Medical Services.
I. The Career Trainee Master File maintained by OCS for OP use
was reviewed for missing status data such as: Date of Birth, Sex,
Date-.of-Grade, Career Service, Separation Data, etc. There were
approximately 500 names which had to have some information added,
deleted, or corrected. This review has provided a sounder data base
for future CT reporting.
J. There were 8 recurring machine reports established this fis-
cal year compared to 15 during Fiscal Year 1968 and only 35 special
machine requests compared to 1 during Fiscal Year 1968.
K. The number of special requests prepared by SRB this fiscal
year was 125 compared to 178 during Fiscal Year 1968.
L. The Agency's Overseas Master Report has been revised to show
computed time overseas for each tour and a total overall overseas ser-
vice for each employee. Also, the report shows the clear text of the
geographic area of each tour.
M. A new position, GS-12 Personnel Research Officer, was added
to SRB's staffing complement. This position will be the Deputy Chief's
position.
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N. The Xerox Telecopier which was installed and is now in
operation has only been used a few times. I am sure that its usage
will increase during this coming Fiscal Year.
0. The exercise "A Look At Ourselves", initiated by the D/Pers,
was completed and resulted in some worthwhile comments and changes
within this Branch.
P. Since the PERCON Project (Contract Personnel Accounting
Project) is now in operation, SRB is no longer responsible for
requesting Non-Staff Personnel strength figures from each component
in order to prepare the Agency Quarterly Non-Staff Personnel Strength
Report, but will now receive these figures from Contract Personnel
Division. Our responsibility will be to type the reports and distri-
bute same..
A. All SRB and OCS prepared reports for OP use or distribution
are under study by SRB and, so far, there have been a few changes made,
but there is still a lot-of work to do before we can reach our pro-
posed goals.
B. Steps have been taken to establish a new ADP Project to han-
dle the processing and the reporting of data concerning the Agency's
Honor and Merit Awards Program.
C. The review of records retained at Records Center, Vital Re-
cords and within the office is just about complete. Most of the
documents have been handled as stated in the new revised schedules
except for 35 boxes which are in this office and will be sent down
to Records Center for disposition, shortly.
D. SRB has detailed Mr. to OCS in order to learn 25X1A9a
and to eventually assume the responsibility and the position for
processing all the Staffing Complement Change Authorizations (Form 261),
which establishes and keeps current the Position Control Registers
(T/O's), and processing of the Request for Security Clearance Forms;
the Cancellation of Applicant Processing Forms, and the various Security
Approval Forms which are used as input into tl}e Agency Applicant Mas-
ter File. This position is scheduled to be transferred to SRB from
OCS when the present incumbent retires in July 1969.
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III. PROBLEMS
A. As the use of the Xerox Telecopier becomes more of a daily
routine, SRB will probably have to expend 1/6 of an employee's time
per week in the operation of same, both the sending and receiving
operation, its maintenance, the handling of necessary supplies,
and instructing other employee's in the use of this equipment. The
increase use of this machine also means increase employee traffic and,
therefore, more disruption to the office.
B. More working and storage facilities are needed especially
when the position mentioned in item D is transferred to SRB. At this
point, all desks will be filled, leaving little working space for
officials to do reference and research work from the documents we
retain in this office.
C. The ozalid machine should be modified so as to either pre-
vent paper from becoming trapped within the machine, possibly causing
a security violation, or to alter the metal housing so that it would
be accessible, allowing one to retrieve trapped documents easier
but safer.
IV. FUTURE
A. Identification of positions by the Agency's Financial.
Analysis Numbering System which will assist OPPB and Agency budget-
ary officers in their annual budget exercises.
B. A proposed Language Control Register reflecting only those
positions having language requirements and the incumbents' language(s).
Also the present Position Control Register will be modified to re-
flect the position language requirements.
There is the possibility of SRB taking a more active part in
C
.
the PERCON Project, especially in the requesting and the reporting of
data related to Contract Employees A and B. Career Agents,
consultants, and Independent Contractors.
D. Effort will be made to see whether or not there is a more
economical and efficient method of retaining vital and historical
records other than by using the hard copy of a document. There must
be some method of MICRO FILMING which would be economical, take less
storage space, have rapid retrieval features, and will not have to
be reproduced from the hard copy of a document.
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V. PLANS FOR FISCAL YEAR 1970
A. Continue monitoring and reporting of BALPA - Phase I and
Phase II.
B. More reporting by the employee's employment sub-category code:
Professional, Technical, Communicator, and Clerical.
C. The processing techniques and procedures connected with the
new position, which will be transferred to SRB from OCS in July, will
probably be reviewed and changes made wherever needed.
D. Once the employment sub-category code of an employee has been
established, it will not change unless an Official Personnel Action
is processed requesting such a change. Thereby, a professional employee
who has been temporarily assigned to a job other than a professional
one will not change his occupational title to agree with the job but
will retain his present occupational title or receive another one
which will continue to identify him as professional.
25X1A9a E. Now that Mr._ has taken over Mr. job of review- 25X1A9a
ing and revising all SRB and OCS reports, there will be a closer work-
ing relationship with the Support Services Staff.
F. More manual compilation of special statistical requests rather
than seeking computer assistance. This will slow the computer person-
nel to devote more time for the planning and organizing requirements
for the third generation computers.
G. The new Agency Quarterly Summary of Separations Report will
be expanded to include similar reports but based on a Directorate
level.
H. A complete new ADP Project for processing data concerning
Honor and Merit Awards awarded to Agency employees and which will
generate recurring reports from such data.
I. Establish either a manual method or a computerized method
of determining the Career Review Index which will determine the
months-in-grade at which it appears that an employee's career pro-
gression may be reaching a plateau.
25X1A9a
Chief, Statistical Reporting Branch
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1.
Tab A - (a)
(b)
Statistical Tables Prepared
and Distributed
Machine Listings and Tabulations
Distributed
2.
Tab B - Coding of Forms and Related Activities
3.
Tab C - Agency Selected Activity Comparisons
Fiscal Year 68-69
Distribution:
2 - Addressee
1 - C/SRB
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FISCAL YEAR 1969
STATISTICAL TABLES PREPARED AND DISTRIBUTED
NO. OF
NO. OF
NO. OF TABLES
NO. OF
RECIPIENTS
FREQUENCY
REPORTS
TABLES
TIMES FREQ.
RECIPIENTS
TIMES FREQ.
TOTAL*
170
451
2694
317
2125
Recurring
45
451
2694
192
2000
Weekly
8
10
520
12
624
Bi-Weekly
1
1
26
5
130
Monthly
23
118
1416
88
1056
Quarterly
6
97
388
30
120
Semi-Annually
1
119
238
13
26
Annually
6
106
106
44
44
Specials
125
Variable
Variable
125
125
* Excludes forms coded and distributed during the Fiscal Year. See Attachment.
MACHINE LISTINGS AND TABULATIONS DISTRIBUTED
FREQUENCY
ACTUAL NO.
OF REPORTS
NO. OF
COPIES
NO. OF RPTS
HANDLED BY
NO. OF
RECIPIENTS
RECIPIENTS
TIMES FREQ.
TOTAL
478
1599
10447
750
5167
Recurring
421
1443
10291
715
5132
Bi-Weekly
13
140
1040
10
260
Monthly
174
616
7392
306
3672
Quarterly
68
164
656
208
832
Semi-Annually
88
320
640
129
258
Annually
38
146
146
45
45
Non-Scheduled
40
157
417
17
65
Specials
57
156
156
35
35
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CODING OF FORMS AND RELATED ACTIVITIES
PERFORMED BY THE STATISTICAL REPORTING BRANCH
FISCAL YEAR 1969
I. PERSONNEL EMERGENCY AND LOCATOR RECORD
A. Forms 642 and 642(a) Coded 19,543
B. ADP Processed Forms Returned to Offices 18,087
C. Locator Flex-o-line Strips Distributed -
Total 5 sets 54,718
D. Address Cards Sent to Telephone Office 9,394
E. Deletions 3,827
II. RED LINE DIRECTORY - TOTAL CODED
A. Changes 1, 065
B. Additions 310
C. Deletions 377
III. GRAY LINE DIRECTORY - TOTAL CODED
A. Changes 458
B. Additions 298
C. Deletions 206
IV. GREEN LINE DIRECTORY - TOTAL CODED
A. Changes 121
B. Additions 357
C. Deletions 134
1,752
962
612
V. OVERSEAS RECORD - LINES CODED 9,320
VI. INVITEE TRAVEL RECORD - FORMS CODED 1,596
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