ADMINISTRATIVE SYSTEMS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP85B01152R001001290002-5
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 7
• Document Creation Date: December 21, 2016
• Document Release Date: June 3, 2008
• Sequence Number: 2
• Publication Date: August 12, 1983
• Content Type: MEMO

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ROUTING AND TRANSMIL SUP
TO: (Name, office symbol, room number,
building, Agency/Post)
Initials
Date
ga ua
4.
Ion
File
Note and Return
proval
For Clearance
Per Conversation
s Requested
For Correction
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irculate
For Your Information
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mment
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0. X
DO NOT use this form as a RECORD of approvals, concurrences, disposals,
clearances, and similar actions
FROM: (Name, org. symbol, Agency/Post)
8041-102 OPTIONAL FORM 41 (Rev. 7-76)
Prescribed by GSA
FPMR (41 C R1 1O1_11.206
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EXECUTIVE ICRETARIAT
Routing Slip
ACTION
INFO
DATE
INITIAL
1
DCI
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DDC
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EXDIR
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D/ICS
5
DDI
6
~DA
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DDO
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DDS&T
9
Chm/NIC
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GC
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IG
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Compt
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D/EEO
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D/Pers
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D/OEA
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C/PAD/OEA
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SA/IA
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A0/DCI
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C/IPD/OIS
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EXECUTIVE OFFICE OF THE PRESIDENT
OFFICE OF MANAGEMENT AND BUDGET
WASHINGTON, D.C. 2Q5O3
August 12, 1983
BULLETIN NO, 83- 18
TO THE TEADq OF EXECUTIVE DEPARTMENTS AND AGENCIES -75
SUBJECT: Administrative Systems ~PT /9~ caT` a
I. Purpose, One of the basic elements iIIr#~j ewe President?s
Management Improvement Initiatives is tou '_
ment's systems for managing Its programs operate as efficiently
and as cost-effectively as possible. This Bulletin requires
submission of information to .the Office of Management and Budget
about specific planned improvements to automated administrative
systems. The information will be used by OMR to compile an
inventory of agencies' plans for improving their automated admin-
istrative systems. It will also he shared with other agencies.
This data collection will supplement information Fathered in
a preliminary Reform IMP survey last fall,
9. Authority. Statutory authorities for this Pulletin are the
Rudget and Accounting Act of 1991, as amended, Reorganization
Plan No. 9 of 197f1, and the Paperwork Reduction Act of 1986,
These Five the Director of (FRB authority to issue guidance for
improving Executive Branch organization, information and systems.
3. Coverage. The ren'Iirernents in this Fulletin apply only to
the departments and agencies listed in Attachment A.
4, Policy. Agencies' administrative systems shall he desiened,
fmnlementeO, and operated in an efficient, cost-effective manner..
4rrpncies should design new systems and systems Improvements so
that their output is consistent and compatible with established
centralized data requirements. Agencies undertaking the develop-
ment of mayor new administrative systems or major systems
improvements should consider utilizing resources of other agen-
cies in order to avoid expending resources unnecessarily.
5. General Definitions,
Administrative System - any automated system that collects,
analyzes, summarizes and or reports data; processes transactions;
or results in an action or product, such as a payment voucher or
statement; and/or provides program managers, agency officials,
OPM, OMR, GSA, or other government entities information necessary
to administer or monitor the agency or one of Its activities.
(Agency programmatic or "life blood" systems are specifically
excluded from this definition.) Examples of such administrative
systems are payroll, personnel, real and personal property, pro-
curement, financial accounting, travel, inventory management,
loan servicing, records and report management, workload tracking,
project monitoring, debt management, and publications management.
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Systems Improvement - any planned addition, upgrade, or
enhancement to a major administrative system.
Major System - any administrative system which will exceed
$2.5 million in total obligations for the systems Improvement
effort.
S. Action Requirements. Each affected department and agency
will prov d the information described in Attachment B for each
systems Improvement of a major administrative system meeting the
above definitions. The baseline for identifying improvements to
existing systems should he the agency's inventory of systems
developed pursuant to Section 3506 (c)(1) of the Paperwork Reduc-
tion Act of 1980.
7. Assistance in Meeting Reportinu Requirements. Information
used by agencies in preparing OMB Circular A-I1's exhibits 43a
and 43h on information technology systems, although submitted to
M9B in aggregate, may be useful in responding to this Bulletin.
Some agencies may have developed this information by system func-
tion in preparing the combined planned improvements data required
by Circular A-11. Data submitted for this Bulletin should be
consistent with data submitted under these and other A-11 exhibits.
Inventories of systems developed pursuant to Section
3'cOR(c)(1) of the Paperwork Reduction Act of 1980 (44 USC 3508)
will also be helpful as a baseline for identifying systems
improvements or new administrative systems riot yet existing.
R. Submission of Report to . The information required by
this Bulletin should be sent to the Director, t1MB (Attn: Appro-
priate Budget Division for your agency), within forty-five days
from the date of this Bulletin. Information should be submitted
in triplicate.
n. Information Contact. Inquiries should be directed to the OMB
Management Reform Division, James F. Kelly (90?) 395-3774.
10. Sunset Date. This Bulletin will expire on September 30,
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A'iTACFMNT A
Affected Departments and Agencies
Department of Agriculture
Department of Commerce
Department of Defense
Department of Education
Department of Energy
Department of Health and Human Services
Department of Housing and Urban Development
Department of the Interior
Department of Justice
Department of Labor
Department of State
Department of Transportation
Department of. Treasury
Agency for International Development
Environmental Protection Agency
General Services Administration
National Aeronautics and Space Administration
Office of Personnel Management
Small Business Administration
Veterans Administration
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INFORMATION REQUIRED FOR PLANNED IMPROVEMENTS TO
ADMINISTRATIVE SYSTEMS (1)
1. DEPARTMENT OF AGENCY NAME; SUBUNIT NAME
Give complete name of parent organization and organizational
component that has responsibility for managing the system. Do
not identify the organization that has only ADP management
responsibility.
2. NAME OF SYSTEM
Give the full name of the system as. it is normally referred
to in the agency.
I. PRIMARY FUNCTION
Describe the primary function(s) of the system, e.g., pro-
cess payroll, maintain property inventory, etc.
4. CURRENT SITUATION
Describe why.the improvement is needed.
5. COST OF IMPROVEMENT
Indicate the estimated total cost of the systems Improvement
effort (include direct and indirect costs).
1;. RESULTS OF IMPROVEMENT
A. Describe the overall net cost savings to be realized.
R. Describe what. the improvement will do to improve the
efficiency and/or the effectiveness of the system (e.g., improved
timeliness, volume efficiencies, reduction in paperwork, more
accurate data, better internal controls).
7. ALTERNATIVES TO IMPROVEMENT
Describe why other systems, either within your agency or in
another agency, cannot fulfill the need for the improvement.
'(1. Complete a separate sheet for each major administrative
system meeting the requirements of this Bulletin.
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0 is
S. TI"RETARLE OF ArTTVTTY: STA'R''' DA'T'E: END DATE: MILESTONES:
Indicate the START DATE as the date formal approval was
given for the system improvement activity; END DATE as the date
the system improvement will he completed or the new system
becomes operational; MILESTONES as those few significant major
events in the life cycle of planning, programming and implemen-
ting the system improvement that will provide a perspective on
the major stages of the process.
n. HARDWARE FOR SYSTEM IMPROVEMENT
Specify any additional hardware to be utilized in this sys-
tem improvement. Identify as (11 IN HOUSE, PURCHASED (Name);
(") TV HOUSE, LEASED (Name); (1) SHARED WITH (Agency Name); (e1
TIMPIR-TARED WITTY (Name); or (5) OTHER (Specify).
10. SOFTWARE FOR SYSTEMS IMPROVE7,7ENT
Specify any additional software to be developed and/or
acouired for this system improvement. Identify as (1) IN HOUSE,
CUST(Y' DEVELOPED; (2) CONTRACTOR, CUSTM DEVELOPED (Contractor
Name); (1) CCIMRCIAL PACKAGE (Off the Shelf Name) RUN IN
HOUSE; (4) CO iERCIATE PACKAGE (Off the Shelf Name) RUN ON TIME-
SHARING; (5) ACQUIRED FROM (Agency Name); or (R) SHARED WITH
(Agency Name).
1.1 . NAME, TITLE, AND TELEPHONE; NUMIRER OF CONTACT PERSON FOR TH I S
SYSTEM IMPROVEMENT
Identify someone who is knowledgeable about the system
improvement and who could provide additional. information as it
relates to overall enhancement of the agency's administrative
management systems.
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