INSPECTOR GENERAL'S SURVEY OF ENTRANCE ON DUTY AND EXIT PROCESSING

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80B01676R000300080006-7
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 9
• Document Creation Date: December 14, 2016
• Document Release Date: April 25, 2003
• Sequence Number: 6
• Publication Date: June 30, 1966
• Content Type: MF

DD/S 66-3995
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MEMORANDUM FOR: RAmu It a Dim-Comptroller
SUBJECT
Inspe .teal's Survey at Entrance on Duty and
Exlt Proceee
R* NCE i Memo dtd 31 May 66 to DO/S tr Uz. Dir. -Compt.,
earns subj.
Attached hereto are our responses to the reoom -tt#ons of the
inspector General In his Report of Survey of Entrance on Duty and Exit
Processing. We appreciate the tb*ught?id, objective, and constructive
assistance we have obtained from this survey and I believe our process-
ing, procedures have already been significantly improved by the, actions
we .have taken in re -nse.
R. L. Bannerman
Di r
k r Support
Distribution:
Orig - Adse w/att
..1' ER w/att
2 - DD/S
~GROOUUPP I
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INSPEGTiN?R Q BRAL SURYE t - EOI AND SIT PROCESSING
REC)MMRNDATION NO. is
"a. The Deputy motor for Support desIgnate an SOD coordinator whose
duties shall include:
(I) S c h e d u l the o r i o l t t i o n of n o w profess a 3 clerical
employees and n nttortng their attendance during the ctrfnatton
phase of their first two weeks In the Agency; and of tonal
employees during the Intelligence Orientation on Communism courses
to conform with Agency training policy outlined in
(2) Reviewing periodically WD brie ngs conducted by the Comet
Of Personnel, Training, and Security ensure that the conCent Exude
to Agency training policy, that superfluous r material to net included, and
that sound Instructional techniques are employed.
(3) Revering the practice of granting eattenpttons..
(4) Reporting periodically to the DD/S on dance of Agemy
components with the training program.
b. The Deputy DIVector for art amend
recommended above. "
RESPONSE:
25X1
Concur. A coordinator has been designated in the office of Pereo el. The
Directors of Training and Pereonael have been in ucted to develop sfr riate
revisions to the Training Regulations.
REC2MMENDATION NO.
"This Director of Personnel arrange to have the Z bney morning escort for
professional EOD'a report to the Main Reception Rom at 8:30 a. M. to assist
the receptionists in greeting and badging the 80D's. "
RESPONSE:
Concur. The practice has been adopted.
25X1
rem the procedures
oaow t
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"The Director of Personnel
profeeio nal employees a
Area. "I
"' Direct of Personnel or one of his Senior Officers make a brief
appearance at the Monday morning briefing to welcome the new employee to
the Agency.
RE t
y EOD briefing to
Hints on Living in the Washington
Concur. A
regularly.
RECOMME A NO. s
"Every eftrt be rntdo to conduct the six- to nib
pr sional employees as outlined above. "
RE ONSE:
Concur. Wet : # implement this
our Placement I(~ omits.
RECOMIV NDA'O NO. b
"The Director of Logistics, as sots as other pruxIdes p nit, prepare a
plan for more efficient arrangement of the ice used by the Office of "+ urity
in processing new employees, taking Into consideration that this is one of the
first work and brims areas visited by the now
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R & NSBt
Concur. The space arrangement for processing EOD's by the Otftco of
Security leaves much to be desired. No rearrangement of spas at present is
leering studieed. -n priority of other projects, including the lay-gut and design
of office space in the Magazine and Ames Buildings. South and Central Buildings,
and the reorganization of the Clandestine Services south sidee of the quarters
Building, indicates that we should be in a position to study this situation and make
recommendations in about six months.
The final resolution of the space arrangement for all BUD processing is
directly related to recent decisions to seek a fourth bung in Rosalyn and to
centralize all EOD processing in the Rosalyn area. Meanwhie, in order to
improve the general appearance of the briefing room and afford now employees
a favorable impression during their BOO processing, the following interim
actions are teeing initiated:
a. Certain equipment will be removed from the briefing room,
thereby Increasing the seating capacity of the r and improving its
appearance.
b. The Logistics Services Division has been requested to undertake
minor renovations including painting it a more attraci color, Installing
carpeting, adding pictures, and replacing mewl armchairs with walnut
armchairs.
R MMENDfATff3N NO. 7:
'-Me Deputy Director for Support give consideration to having the talk by a
representative of the Office of Medical Services replaced by a brief description
of OMS functions during the lecture by the Office of Training on the organization
of the Agency, and suggestions on Westing a family physician included in the
first-day briefing by the Office of Personnel."
RESMSE:
Ntnxcoocur. We believe that the best Interests of the Mice of Medical
Services and the Deputy Director for Support are served by continuing to have
an Agency medical officer participate in these briefings. Other material than
the more organization of the Office of Medical Services is covered in these
briefitegs, and a medical officer to best prepared to respond to any questions
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that a medical bx'Wtng slicks. WI Ire :mw reviewing the substance of the
lecture our medical fir pvessn" at dW" briefings to ensure that it
remains current and appropriate. We recomn that an Office of Medical
Servi medical officer continue to participate in O"obrisAugs of new
e mpl lye es.
RECOMMENDATI . 8:
'T'he Director of ftreonnal instruct the Chief, Plaaa> teetaa Division:
.. To develop ae more aggresefve and efficient system ftr acquiring
unclassified work the clerical pool which would bm*We annual notice &
on the availability of clericals 0 do unclad work.'
b. To devis.+a techniques in addition to unclassified work facts for
keeping the clerical emplreeo tpie d while they s l c nce. "
RE$i N$E;
Cow= in pr iple, We are routy now to implownt 8a by circularizing
a memorandum to Administrative Officers. We widlaaasidt with theOlfioe of
Training about a grogram of films and perhaps other materials to be used in
implementing 8b.
REC 4&MNQA'TION NO. 91
"a.. The Pirocror of Per onnel prepare ft **'Deputy Director fc r
Support and ZZOMWO Director-comptroller a semi-annual review and
analysis of attrition perm nnel In grades 12 and above to identify per-
sonnet problem a teas and
b. Based on these findings, make recom ions to improve
personnel rumarat to identified problem areas with the objective
of reducing the rate of attrition of key proles ebmp oyees. "
RESPONSES
Concur, but we not gore that that semi-aunual review proposed will
contribute any inaigi ts,ovezr and above the n thl r reports. However, we will
adopt on an experimental basis. The Chid Employee Assignment Branch.
Placement Division is our action officer for this project.
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RECQMMEN17ATIQN NO. 10:
"a. The Director of Personnel prepare a recommendation *r the
Executive Director-Comptroller to ensure Agency-wide camp) t with
which specifies that employees be Interviewed e
plans one and two years before retirement.
b. The Director of Personnel consider the desity Of having
employees interviewed by their components fivot : fir, and tip years
before retirement in addition to the present M6 aid one-year taterviews. "
by the Office at ftreowd and are king steps to t eon our mouitoring of
this requires. A system will be ford that Willi require the Executive
Secretary. AgeMay Retirement Boaz*, to cast aemponente by memorandum
and remind them that prospective roW mm to Interviewed at the two-
year pedant. to addition, we are adft a now provision to our present pro-
ceduro whereby the Executive Secretary will send a formal memorandum to
flees prospeectivs retiree through his component one you in advance of the
retirement ems. Acknowledgment of receipt of the werzorandum by the
individual will be required.
We feel that we can ensure Ageemy-wid camp by s. stricter 'I'll
have not been interviewed by their comps as required by 25X1
A. Concur. We agree that there have befit ftstw*s where
RE 'ONSE:
b. Nonconcur. We b not fetal that any c is asaary in the
present requirement for the five-year, two-your, and one-year is tierviews.
We are addbg a feature that will require the ftftuttvo Secretary. Agency
Retirement board, to receive a response to his live-yeear letter within six
months of issua . With the dghtened monitoring of the two- and one-
year interviews, noted in (a) above, wee feel that the Interests of both the
employee and the Agency wiU be properly served.
RECOMMENDATION NO. 11:
"a. The 1 ireector of Personnel study what period of time is adequate
notice of retirement a mpio a who are stationed oversreeas, and that
both be amended to rofbwt any changes that
may be considered necessary.
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25X1
b. The Director at Perms in e a furtkesar amendment of
stressing that it is desia7 Of Hesudquar re employees
25X1
notice of rettren t l
retiring under t Civil Service Retirement System to give 90-days'
c. The Director of Personnel in future Headquarters Employee
etlna on the Agency and Civil Service Retirement Systems emphasize
the need far H quarters employees to submit their requests for retire-
ment 90 calendar days prior to the desired date of retirement. "
RESPONSE:
a. - b. The problem fit may of settlement of Agency affairs and
receipt of retirement annuity does not ordinarily stem from inadequate
notice of retirement but rather from the problems associated with the
individual's affairs at the time of retirement. With steps being taken to
Improve the processing in unvouchered cases (reported on page 34 of the
survey report) the processing time before receipt of annuity should be
improved considerably. As far as advanced notice of retirement, we
believe that 90 days would provide adequate notice to the Agency of the
employee's intention, to retire under either system. An appropriate
amendment to to being initiated.
c. Concur. Will comply in future issuances of related substance.
However, in view of the limited applicability of this problem of advanced
notice of retire etnt, a special Agency-wide Headquarters Employee
Bulletin appears to be an expensive way to communicate this requirement.
The regulation should be enough but we are planning to bring this require-
ment to the attention of Agency Personnel O ficers and Support Chiefs.
RBCUM NDAT ,NO. 12:
"The Director of Personnel direct the appropriate operating divisions of the
Office of ?errsonnat to prepare and Issue the revised separation code. "
RESPONSE:
Concur. A revised code has been prepared.
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rector of Personnel compute coordination of the posed revision
forward it to the Deputy Director for Support for issuance. "
Concur. The Regulation is. now in the flual stages of processing and we
expect it will be rudy !ar publication within two or three weeks.
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3 1 MAY 1966
MEMORANDUM FOR: Deputy Director for Support
SUBJECT : Inspector General's Survey of
Entrance on Duty and Exit Processing
You have received copies of the Inspector General's
Survey of Entrance on Duty and Exit Processing. Please
furnish me within 60 days a sun-a ary of action taken or
comments on the recommendations.
JE/ L. K. Veh.fta
L. K. White
Executive Director. Comptroller
O/IG (27 May 1966)
Orig I k1 - Addressee
X- ER
1 - ExDir
2 - O/IG (1 w/h)
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