NOTE FOR DDA CORE WORKING GROUP MEMBERS FROM SHARON - SECRETARY TO DEPUTY DIRECTOR OF LOGISTICS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP84-00933R000200230006-1
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 37
• Document Creation Date: December 16, 2016
• Document Release Date: July 12, 2005
• Sequence Number: 6
• Publication Date: August 27, 1981
• Content Type: NOTES

Approved For Release 2005/08/22 : CIA-RDP84-00933R000200230006-1
27 August. 1981
NOTE FOR: DDA CORE Working Group Members
FROM: Sharon
Secretary to Deputy Director of Logistics
Attached is a copy of Category III and Category IV of the
CORE package as it was forwarded to the DDCI and. the DCI by
the DDA. Category Wwas forwarded as submitted..
The DDA decided to eliminate the following topics from
the package:
ell
Category III
Contract Out Secretarial Services for Unclassified Work
Locate 4C Center Contiguous to the Ruffing or Special Center
CategorIV
Abolish. the?Annual MG Support Officers Conf.eren.ce in
Europe and. the Far East (OIS)
Reconstitute Medical Evaluation Program so Actual
Evaluations are Given Less Frequently (OMS)
25X1
Reduce Conferencing
(OC)
Elimination of Early Morning and Afternoon Shuttles (OL)
Conduct all Management Training at Chamber. of Commerce
25X1 Rather than II. (OTE)
(0TE)
Reduction of Course Duration/Frequency/Format (OTE)
Elimination of Special Language Programs (0'I'E)
The final total of Category III was $6,470,025 and the fina.1
total of Category IV was $96+,703.
Distribution:
1 - each member, w/atts
25X1
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 Approved For Release 2009`91 RDP84-00933R000200230006-1
FUTURE EFFICIENCIES WITHOUT ADVERSE
IMPACT ON SERVICE OR RESULTING
IN IMPROVEMENTS IN SERVICE
WARNING NOTICE -
INTELLIGENCE SOURCES
AND METHODS INVOLVED
25X1
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e .
 2.
Approved For Release 2005 11RDP84-00933R000200230006-1
EXECUTIVE SUMMARY
FUTURE EFFICIENCIES WITHOUT ADVERSE IMPACT ON SERVICE
SAVINGS
$ 671,025
Office of Medical Services
11,000
Office of Finance
1,138,000
Office of Logistics
3,515,000
Office of Data. Processing
242,000
Office of Security
848,000
Office of Training and Education
45,000
$ 6,470,025
Approved For Release 2005Lb1L22 k)MARDP84-00933R000200230006-1
 Approved For Release 2004 RDP84-00933R000200230006-1
EXECUTIVE. SUMMARY
FUTURE EFFICIENCIES WITHOUT ADVERSE IMPACT ON SERVICE
Office of Information Services
Abolish the AWP and the EOP in the PAR
$671,025
Office of Medical Services
Discontinue Dental Program
11,000
Office of. Finance
Electronic Fund Transfer for Covert Personnel and
Self-Mailers for Statements
104,000
Absorption of New Pay Cases
34,000
Earning Interest on Operational Bank Accounts
1,000,000
Automate Travel Accountings
Computer-Aided Instruction
Office of Logistics
Increase Competitive Procurement
Control and Limit Year-End Funding
Remote Information Media Centers
Establishment of a Regional Logistics Support
Activity in
I
100,000
Increase the Use of Suggestion Awards 415,000
Prepare Logistics Support Annexes for Contracts
and Projects with Budgeted Cost
Exceeding $250,000
Approved For Release 909,
CIA-RDP84-00933R000200230006-1
3,000,000
 Approved For Release 2005106W!biA-RDP84-00933R000200230006-1
FUTURE EFFICIENCIES WITHOUT ADVERSE IMPACT ON SERVICE
OR RESULTING IN IMPROVEMENTS IN SERVICE
Office of Data Processing
Relief from word Processing
Regulations $ 114,000
Component Budgeting of Terminals 75,000
Reduction in Cost of Output Products 53,000
Office of security
"Blue Blazer" Protective Force 135,000
SANCA Reprogramming 30,000
Eliminate Keypunch Activity 20,000
Discontinue Communications Link 115,000
Personnel Security Initiatives 573,000
Up-Front Polygraph 75,000
Office of Training and Education
Elimination of POV Travel and
27,000
25X1
Putting Most Checking and Savings Account Funds
for into Bonds
18,000
[-
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 Approved For Release 2005/04Q P84-00933R000200230006-1
*ftjfmr
CATEGORY III
FUTURE EFFICIENCIES WITHOUT ADVERSE IMPACT ON SERVICE OR RESULTING
IN IMPROVEMENTS IN SERVICE
Office of Information Services
Current Savings
Activity Description Positions $ Positions $
Abolish the AWP and the
EOP in the PAR. None 671,025
The value of the AWP is questioned,
except for special cases, and the
EOP is seen as redundant to the PAR
narrative. Savings are estimated
on the basis of: (1) the quantity
of PARs submitted per annum, (2)
the average supervisory grade
(GS-12.78) and wage per hour
($14.79), (3) the average time
required to prepare the AWP
(2 hours) and EOP (1 hour),
(4) the average clerical grade
(GS-06) and wage per hour
($6.57), (5),the average time
required to type the AWP and EOP
(1/2 hour each), (6) the quantity
of printed forms consumed, (7)
the cost of the printed form per
page (1.5 cents each), (8) the
quantity of copies (pages)
produced at 3 copies each, and
(9) the cost of each copied page
(.03 cents).
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 Approved For Release 2005/08/5 84-00933R000200230006-1
FUTURE EFFICIENCIES WIT}OUT ADVERSE IMPACT ON SERVICE OR RESULTING
IN IMPROVEMENTS IN SERVICE
.Office of Medical Services
Current Savings
Activity Description Positions $ Positions $
Discontinue Dental Program
0 11,000 0 $11,000
In FY 1981, the Dental Program was
implemented. During its genesis,
the program was felt to be an
excellent service for dependents,
and one which could potentially
diminish dental problems overseas.
Unfortunately, the hope for the
success of this program has not
come to fruition. It has been
poorly received by dependents and,
at this point, it is a
nonproductive program. It is,
therefore, proposed that this ser-
vice be eliminated. Savings would
amount to circa $11,000 per year
and permit a reallocation of human
resources.
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ot TOP
FUTURE EFFICIENCIES WITHOUT ADVERSE IMPACT ON SERVICE OR RESULTING
IN IMPROVEMENTS IN SERVICE
Office of Finance
Current Savings
Activity Description Positions $ Positions $
1. Electronic Fund Transfer 1 $198,500 .5 $104,000*
for Covert Personnel and Self-
Mailers for Statements
O biweekly salary payments,
e ks are sent to offices,
are mailed to banks, and
fare tdeposited via Electronic
Fund Transfer. All but the
last method are time consuming,
labor intensive and, at least for
the second method, not compatible
with cover. Current costs include
equipment, $1,000; finance
processing, $16,000; component
processing, $7,500; and lost time
(payday banking) $174,000.
2. Absorption of New Pay Cases
The Agency Budget pro'ects an
increase of roughly
employees over fisca years 1981,
1982, and 1983. During this same
period CIARDS annuitants should
0
25X1
$958,,000 2** $34,000**
*Estimates only 50 percent savings in lost time.
**Cost avoidance.
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 Approved For Release 2005ASEC.
CATEGORY III
FUTURE EFFICIENCIES WITHOUT ADVERSE IMPACT ON SERVICE OR RESULTING
IN IMPROVEMENTS IN SERVICE
(CONTINUED)
25X1
Office of Finance
Current Savings
Activity Description Positions $ Positions $
processed in December of 1980.
We believe this increase can be
absorbed by the Compensation
Division provided that continuing
improvements in the automated
payroll can be promptly serviced
by the office of Data Processing,
that new requirements which
cannot be automated are held to
an absolute minimum, and that the
Office of Finance (O/FIN) remains
fully staffed over the three year
period. The estimated cost
avoidance from this absorption is
$34,000 in FY-1981, $72,000 in
FY-1982, and $103,000 in FY-1983.
These figures are estimates of
personal service costs avoided by
productivity increases. They are
not adjusted for annual
inflation.
0 0 0 $l,000,000*
*rro U.S. Treasury, not to CIA.
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 Approved For Release 2005/O lDP84-00933R000200230006-1
FUTURE EFFICIENCIES WITHOUT ADVERSE IMPACT ON SERVICE OR RESULTING
IN IMPROVEMENTS IN SERVICE
(CONTINUED)
Activity Description
Current Savings
Positions $
accounts will be individually
assessed to determine the feasibil-
ity of earning interest. If it is
feasible to earn interest on all
of our present accounts, it may be
possible to turn over. $1,000,000
to the Department of Treasury.
4. Automate Travel Accountings
There are approximately Agency-
wide people devoted to t e audit
of travel accounting; additionally,
other personnel time is devoted to
travel disbursements. The O;FIN is
in the earliest stages of investi-
gating the feasibility of auto-
mating all or a part of this
process. It is anticipated that an
automated process would require
fewer people and provide needed
accuracy.
-3-
0
25X1
$396,000 Unknown Unknown
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 Approved For Release 2005/0 122ti'--R~AP84-00933R000200230006-1
.FUTURE EFFICIENCIES WITHOUT ADVERSE IMPACT ON SERVICE OR RESULTING
IN IMPROVEMENTS IN SERVICE
(CONTINUED)
Current Savings
Activity Description Positions $ Positions $
5. Computer-Aided Instruction Unknown Unknown Unknown Unknown
The 0/FIN has a number of positions
for which personnel can be trained
by computer-assisted instruction.
There are other finance functions
outside this Office which could
benefit from such training. Our
Office is not manned or equipped
to develop all of the training
courses of this type which could
be useful. Development and use of
such courses would do much to
improve productivity throughout
the office of Finance and would
also contribute to more efficient
and effective financial management
thro'ughout.the Agency. Additional
resources would probably be
required by OTE and possibly ODP.
Approved For Release 2005 //2j: -RDP84-00933R000200230006-1
 Approved For Release 2005/0$ C*F P84-00933R000200230006-1
FUTURE EFFICIENCIES WITHOUT ADVERSE IMPACT ON SERVICE OR RESULTING
IN IMPROVEMENTS IN SERVICE
Office of Logistics
Current Savings
Activity Description Positions $ Positions $
1. Increase Competitive Procurement Add 2 $3,000,000
The Public Law has historically
required that Government purchases
of goods and services be
accomplished using full and free
competition to the maximum extent
practicable. Offering all
qualified firms the. opportunity to
compete helps to minimize favori-
tism and collusion and provides
assurance that acceptable products
and services are obtained at the
lowest prices. In many cases,
lack of adequate planning or lack
of personnel resources do not per-
mit competitive procurement.
There is no empirical data readily
available to quantify cost
savings from increasing com-
petitive procurement activity.
We believe a cost savings of
$3,000,000 could be achieved.
We believe that additional
effort would be required to
process more competitive
procurement actions. The
equivalent of two or more
additional positions have
been used to reflect this
additional effort.
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 Approved For Release 2005/0 -IOP84-00933R000200230006-1
.CATEGORY III
FUTURE EFFICIENCIES WITHOUT ADVERSE IMPACT ON SERVICE OR RESULTING
IN IMPROVEMENTS IN SERVICE
(CONTINUED)
Office of Logistics
Current Savings
Activity Description Positions $ Positions $
2. Control and Limit
Year-End Funding (to preclude $100,000
fund "dumping")
The contracting process is a
convenient tool used to obligate
funds whose availability for obiiga-'
tion will lapse at the end of the
fiscal year. In recent years, the
Office of Management and Budget has
issued an annual directive to
agencies of the Federal Government
which limits the amount of funds which
can be obligated in the last quarter
of the fiscal year. It is recognized
that there are inefficiencies in
entering into contracts on a crash
basis with inadequate lead time to
perform the necessary analysis for
proper contracting. The "dumping"
of funds at the end of the fiscal
year is a practice which should be
curtailed to the maximum extent
practicable.
It is difficult, if not impossible,
to assign a dollar savings if this
practice is curtailed, but we
estimate that at least $100,000
annually would be realized through
tighter administrative controls.
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f.. K :_ .z+ Y a
 Approved For Release 2005/0 IA-RDP84-00933R000200230006-1
'SE, ek, L-' . --
FUTURE EFFICIENCIES WITHOUT ADVERSE IMPACT ON SERVICE OR RESULTING
IN IMPROVEMENTS IN SERVICE
(CONTINUED)
Office of Logistics
Current* Savings*
Activity Description Positions $ Positions $
3. Remote Information Media 0 0 Unknown Unknown
Centers
This activity would provide the
resources necessary to extend the
benefits of electronics-based text
creation, processing and distribution
to a greater population of users,
expecially those outside of the
Headquarters building. High
speed/quality printers, plotters,
optical character readers, graphics
terminals, and Computer Output
Microfilm (COM) recorders would be
located in the outlying Agency
buildings. These devices would be
interfaced to the central ODP facili-
ties such that they would become an
integral part of the growing inter-
connected network between Agency
components and locations. This will
eventually enable users of ODP,, OC,
and OL/Printing and Photography
Division services to route their out-
put to common media centers located
closer to their work. This effort
would gradually extend information
.input and output-services to remote
sites such that all users would
benefit from the information network
supported by the ODP central system.
*The efficiencies/impact of this proposal is unknown at this time. There
is an ongoing joint OC, ODP, and OL study on the establishment of a pilot
25X1 center in the building which will determine the feasibility and
resource impact or the proposal.
25X1
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 25X1 Approved For Release 2005/08/22 : CIA-RDP84-00933R000200230006-1
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 ~Approved For Release 2005/08/22
FUTURE EFFICIENCIES WITHOUT ADVERSE IMPACT ON SERVICE OR RESULTING
IN IMPROVEMENTS IN SERVICE
(CONTINUED)
Office of Logistics
Current
Activity Description Positions $
A similar regional support activity
exists in and has resulted
in both expansion of the procurement
activity that can be offered customers
as well as increasing the sophistication
of contract actions. This concept
greatly reduces first destination
transportation costs and offers a
storage and transshipment service to
major customers in the geographical
area.
Savings
Positions
5. Increase the Use of 0 $207,807 0 $415,000
Suggestion Awards
In FY 80, Agency employees
were awarded $33,210 in the
Agency-wide Suggestion Awards
Program. This amount was
divided among 122 separate
suggestions with the average
award being in the amount of
$272. The first year tangible
savings to-the Agency were
$207,807.
It is reasonable to assume that
the above figures could con-
ceivably increase with an
-increased emphasis on the
Agency-wide Suggestion Awards
Program.
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CATEGORY III
 Approved For Release 2005/08/ L4 4 b184-00933R000200230006-1
FUTURE EFFICIENCIES WITHOUT ADVERSE IMPACT ON SERVICE OR RESULTING
IN IMPROVEMENTS IN SERVICE
(CONTINUED)
Office of Logistics
Current Savings
Activity Description Positions $ Positions $
6. Prepare Logistics Support Unknown Unknown
Annexes for Contracts and Projects
With Budgeted Cost Exceeding $250,000
(This would equally apply to other
support elements)
Contracts and projects costing
over $100,000 usually include
requirements for logistics support--
facility planning, acquisition and
preparation, procurement of opera-
tional and support material and
services, and materials handling
and movement. In the absence of any
-formal procedure to identify and
plan for the requirements early in
the contract/project cycle, the
Office of Logistics (OL) fr,e-
quently learns of the requirements
only when needs are immediate.
Forced into an essentially reac-
tive mode, OL is unable to
rationally develop and propose
alternate solutions, take advan-
tage of cost reducing techniques,
or fully respond to the basic
requirement or deadline.
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 Approved For Release 2005/08 =FIP84-00933R000200230006-1
CATEGORY III
FUTURE EFFICIENCIES WITHOUT ADVERSE IMPACT ON SERVICE OR RESULTING
IN IMPROVEMENTS IN SERVICE
Office of Logistics
Current Savings
Activity Description Positions $ Positions $
A requirement to formally consider
the logistical implications of
major efforts will (1) increase
the effectiveness of all facets of
logistics support, (2) facilitate
development of more accurate
(realistic) program schedules,
(3) potentially reduce program
cost through the use of com-
petitive techniques, and (4) permit
more rational allocation of OL
financial and personnel resources,
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 Approved For Release 200510 - C ;,CIA-RDP84-00933R000200230006-1
T
CATEGORY III
FUTURE EFFICIENCIES WITHOUT ADVERSE IMPACT ON SERVICE OR RESULTING
IN IMPROVEMENTS IN SERVICE
Office of Data Processing
Current Savings
Activity Description Positions $ Positions
1. Relief From Word Processing
Regulations
Advancing technology in the word
processing equipment (WPE) field
has increasingly blurred the
distinction between WPE and
automatic data processing equip-
ment (ADPE). In 1980, General
Services Administration (GSA)
recognized this and reclassified
WPE as ADPE for management pur-
poses. However, GSA requires
that the determination of need
for WPE be governed by rules
promulgated by the National
Archives and Records Services
Administration (NARS) which
require that WPE be justified as
a typewriter replacement on the
basis of savings in typing time.
Our view is that this approach
is technologically out of date
and does not recognize that WPE
ideally is used as part of an
integrated office automation
network. Use of WPE is, in
fact, a method for capturing
keystrokes, which is the first
0
$114,000*
0
$114,000X1
*Annual Savings
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 Approved For Release 2005/0$/2il:CrA-RDP84-00933RO00200230006-1
FUTURE EFFICIENCIES WITH ADVERSE IMPACT ON SERVICES
(CONTINUED)
Office of Communications
Activity Description Positions $
About 96 percent of all cables
processed in CSB now are three
pages or less, i.e., requiring
reproduction using more than one
sheet of paper. Going to eight
lines per inch will provide an
additional 25 percent print con-
centration on each cable page.
This means that with eight lines
per inch, all cable traffic to be
reproduced will be two pages or
less, i.e., requiring reproduction
using only one sheet of paper per
cable copy (one sheet cables will
also require no stapling or
collating prior to slotting).
Approximately 95 percent of all
cables received for reproducing
and processing will be able to be
handled using one sheet of paper
(front only or front and back).
Given the current traffic volume,
some man power and overtime
savings will occur. There will
also be paper savings.
-2-
Approved For Release 2005(Q$?
Current Savings
Positions
 Approved For Release 2005/08 Ri P84-00933R000200230006-1
CATEGORY IV
FUTURE EFFICIENCIES WITH ADVERSE IMPACT ON SERVICES
Office of Logistics
-Current
Activity Description Positions $ Positions $
1. Close the Executive
Dining Room (EDR)
This efficiency entails the
closing of that portion of the
EDR not involved in the support
of the DCI dining facility.
Although much of the work in the
two dining rooms is shared by
almost the entire staff, closing
the EDR section only would allow
for a possible staff reduction
The EDR was originally
established to provide the DCI,
DDCI, and senior Agency offi-
cials with a facility which was
physically secure and serviced
by cleared personnel. Members
who use the dining room, many of
them under cover, can obtain a
quick lunch while discussing
matters of a classified nature.
Elimination of the EDR would
save the Government $73,316 in
FY-1982. Should it close, it
would have an impact on the
morale of its current members by
requiring most of them to patronize
the GSI cafeteria on the first
floor. The loss of the EDR and
its staff would also cause the
discontinuance of tray and coffee
service and cocktail parties.
$137,373
$73,3j,62 5M
(FY 80
)
(FY 82)
Savings
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 Approved For Release 2005/0.F4DP84-00933R000200230006-1
(CONTINUED)
Office of Logistics
Current Savings
Activity Description Positions $ Positions $
2. Increase in Sea Shipments
Over the past several years the
ratio of air cargo tonnage to sea
car'yo tonnage has steadily been
increasing. In FY 80, this ratio
almost reached a 50/50 balance
with 735 tons being shipped by air
and 740 shipped by sea. This
trend toward increased air ship-
ments has, in effect, caused more
money to be spent for transpor-
tation charges and less cargo
moved per dollar.
A reversal of this trend would
most certainly be a potential area
for.cost savings. However, other
factors such as less timely ser-
vice to customers, an extended
supply pipeline, and possibly
enlarged storage facilities at
overseas locations are factors
which must also be considered.
In FY 81, approximately 620
tons of cargo have been shipped
by
air at a
cost
of
$2,380,000
and
280 tons
by
sea
at a cost
of
$198,000.
As
can
be seen
from these figures, a diversion
of 10 percent of air tonnage to
sea shipment would result in a
transportation savings of
$194,000.
$194,000
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 Approved For Release 20ONtS
:CIA-RDP84-00933R000200230006-1
CATEGORY IV
Office of security
Current Savings
Activity Description Positions $ Positions $
1. Discontinue Short-Term
Employee Program
Short-term employee arrange-
vents, such as the Summer Only,
Urban League, and various intern
programs, x ' e the aggregated
25X1 efforts of office of
25X1 Security professionals and
clerical employees annually.
.Approximately $135,000 in
Office of Security (OS) salaries
could be saved.
II
This Office has long had reservations
about the host of programs whereby
individuals are brought in and exposed
to very sensitive operations for a
limited period and then returned to
their previous workplace. Few, if
any, of these initiatives would appear
to justify the attendant security
risks and the heavy administrative
costs, including field investigations,
the polygraphs and appraisals. The
Summer-Only Program. entails the
additional disadvantages of exposing
relatively immature people to
classified information while bene-
fiting the offspring of open
employees only.
$135,000
0
$140,ooo*25X1
*Represents FY-1981 personnel costs plus the projected 4.8 percent
cost-of-living raise rounded to the nearest thousand dollars.
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FUTURE EFFICIENCIES WITH ADVERSE IMPACT ON SERVICES
Office of Security
(CONTINUED)
Current Savings
Activity Description Positions $ Positions $
2. Additional Guard Force $110,000 $110,000
Reductions
We have made significant cuts in
our guard program without any
unacceptable impact on security.
There are still some reductions,
however, which could be made. For
example, the DCI garage requires a
post that costs some $60,000 per
annum., The pedestrian tunnel
entrance is another.luxury
requiring guard expenditures of
over $50,000 per year. We have
proposed closing those entrances
in the past and they have been
controversial, to say the least.
It is clear, however, there are
still some convenience, rather
than security-related,-guard posts
that could be cut.
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CATEGORY IV
FUTURE EFFICIENCIES WITH ADVERSE IMPACT ON SERVICES
Office of Training and Education
Current Savings
Activity Description Positions $ Positions $
1. Elimination of Off-Campus
Program
Eliminating the Program would save 0 $53,232 0 $53,232
$45,000 in tuition and registration
fees, in addition to the 588 hours
required by the Training officer
to administer the Program
($8,232). Employees would be
denied the opportunity to take
college courses that are tailored
to Agency needs, taught by Agency
employees on Agency property
(allows freedom of discussion not
possible elsewhere), and still
receive academic credit. In some
cases, employees would have to
attend more expensive univer-
sities, where a three-credit
course could cost $500. ,
2. Elimination of Disseminating
Information on External Training
result in a savings.of $31,155, but
with adverse effects. There would be
no centralized support for material on
external training. Decentralization
would result in component duplication
of external training material, missed
training opportunities by employees,
and proliferation of vendor contact
points.
$31,155 P?X1
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CATEGORY IV
FUTURE EFFICIENCIES WITH ADVERSE IMPACT ON SERVICES
(CONTINUED)
Office of Training and Education
Current
Activity Description Positions $
3. Offer Language Programs on
Fixed Schedule
The savings proposed are not
possible unless students can begin
on scheduled starting dates,
reasonably sized classes can be
formed, and ad hoc requests elimi-
nated. In reality, it is not
feasible to offer programs on a
.fixed schedule. Operational
requirements have caused the DO to
request enough special or ad hoc
classes to necessitate the addi-
tion of 10 instructor positions
for FY 83.
$920,000
Savings
Positions
$180,000 25X1
:"tom a?--3g'._
Approved For Release 2005?$/22w .IA RDP84-00933R000200230006-1