QUARTERLY PLANNING SESSIONS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP86B01123R000100030004-3
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 10
• Document Creation Date: December 21, 2016
• Document Release Date: August 26, 2008
• Sequence Number: 4
• Publication Date: April 28, 1982
• Content Type: MEMO

Approved For Release 2008/08/26: CIA-RDP86BOl 123R000100030004-3
DDA 82-1062
28 APR 1982
MEMORANDUM FOR: Director of. Communications
Director of Data Processing
Director of Finance
Director of Information Services
Director of Logistics
Director of Medical Services
Director of Security
Director of Training and Education
FROM: Harry E. Fitzwater
Deputy Director for Administration
SUBJECT: Quarterly Planning Sessions
1. As we near the completion of the second round of quarterly planning
sessions, I would like to express my appreciation for the efforts devoted to
this activity. It is obvious that your officers are expending substantial time
and energy in preparing for these sessions--their presentations are most
informative. In addition to gaining an increased insight into your programs,
.it affords me an excellent opportunity to meet with your key personnel. I hope
that these exchanges also benefit you and your personnel by gaining a clearer
focus on your own activities and by obtaining whatever information I may have
to impart regarding the thrust of your efforts.
2. In order to be most effective, quarterly planning sessions should
normally be scheduled for no more than 90 minutes. One hour should concentrate
on the milestone objectives for the quarter. A very brief statement or two on.
the specific objectives should be presented as an introduction, followed by
specific remarks on the achievement of the milestone or the failure to achieve
same. Most of the presentation should deal with how the objective was achieved,
results, "payoffs," and problems encountered along with remedial courses of
action. The remaining 30 minutes of the planning session should provide
sufficient time for the interjection of questions, comments, and additional
points to be covered by Office directors, the ADDA, and me. It would seem
appropriate for the Office director to provide a brief introduction at each
session, and I will conclude the sessions with a few brief remarks.
3. Occasionally, there may be a need,to extend a particular planning
session to two hours in order to discuss a particularly troublesome issue,
whether related to an objective or not. This extension of normal time should
be scheduled in advance.
EO/DDP. ~(27Apr82)
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Approved For Release 2008/08/26: CIA-RDP86B01123R000100030004-3
 Approved For Release 2008/08/26: CIA-RDP86BO1123R000100030004-3
-GUIDELINES FOR QUARTERLY MEETINGS
1-1 1/2 HOURS
INTRO - OFFICE DIRECTOR
RESPONSIBLE OFFICER PRESENT OBJECTIVE
DISCUSS PROGRESS AND PROBLEMS
TIE-IN WITH DDA GOALS
PRESENT AGENDA 3 WORKING DAYS PRIOR TO CONFERENCE
NO PRE-MEETING SUBMISSIONS
ACTIONS ITEMS - DURING MEETING - FOLLOW-UP
BY DDA PLANS OFFICER
MEMO FOR RECORD -. DDA/PLANS OFFICER
SHOULD NOT BE GRIPE SESSION
SHOULD NOT BE COURT OF SPECIAL APPEALS
CAN BE "INFO ONLY" INTRO OF NEW INITIATIVES
Approved For Release 2008/08/26: CIA-RDP86BO1123R000100030004-3
 Approved For Release 2008/08/26: CIA-RDP86BO1123R000100030004-3
OVERVIEW OF DDA 5-YEAR PLAN
19 JANUARY 1982
FORMER DIRECTORATE PLANNING PROCESS:
--OBJECTIVES:
STRAGETIC
OPERATIONAL
CONVERSATIONAL
--ACTION PLANS
--NARRATIVE REPORTS
--QUARTERLY MANAGEMENT CONFERENCES
.SUSPENDED 1 APRIL 1931
Approved For Release 2008/08/26: CIA-RDP86BO1123R000100030004-3
 Approved For Release 2008/08/26: CIA-RDP86BO1123R000100030004-3
?
CURRENT SYSTEM EFFECTIVE 1 OCTOBER 1981
--TIMING
SHORT DEADLINE (2 NOV 81 CALL - 1 DEC 81 DUE DATE)
PRIME FACTOR - MEET 1984 PROGRAM CALL
NOW THRU 1 OCT 82 - TRANSITIONAL
REVISE 1 OCT 82
--MAIN CONCERN FOR O/DDA MANAGEMENT TEAM:
SIMPLIFY PROCEDURES
REDUCE ADMIN, OVERHEAD
GET PLANNING TO FOCUS ON PROGRAMMING RESOURCES
STRETCH MANAGEMENT ATTENTION FROM SHORT-TERM
PROJECT ORIENTATION TO LONG-TERM TRENDS
A., PERSONNEL
B. SECURITY
IMPROVE THE REPUTATION OF DIRECTORATE
Approved For Release 2008/08/26: CIA-RDP86BO1123R000100030004-3
 Approved For Release 2008/08/26: CIA-RDP86BO1123R000100030004-3
--GUIDELINES FOR QUARTERLY MEETINGS
1-1 1/2 HOURS
INTRO - OFFICE DIRECTOR
RESPONSIBLE OFFICER PRESENT OBJECTIVE
DISCUSS PROGRESS AND PROBLEMS
TIE-IN WITH DDA GOALS
PRESENT AGENDA 3 WORKING DAYS PRIOR TO CONFERENCE
NO PRE-MEETING SUBMISSIONS
ACTIONS ITEMS - DURING MEETING - FOLLOW-UP
BY DDA PLANS OFFICER
MEMO FOR RECORD - DDA/PLANS OFFICER
SHOULD NOT BE GRIPE SESSION
SHOULD NOT BE COURT OF SPECIAL APPEALS
CAN BE "INFO ONLY" INTRO OF NEW INITIATIVES
Approved For Release 2008/08/26: CIA-RDP86BO1123R000100030004-3
 Approved For Release 2008/08/26: CIA-RDP86B01123R000100030004-3
--GENERAL OBSERVATIONS
OVERALL VERY GOOD
OVERALL SUPPORT DDA GOALS
NEED MORE TIME.:
A. STRETCH PARAMETERS FROM SHORT/
MID-TERM TO LONG-TERM
SWITCH EMPHASIS FROM PROJECT
ORIENTATION TO MISSION ORIENTATION
Approved For Release 2008/08/26: CIA-RDP86B01123R000100030004-3
 Approved For Release 2008/08/26: CIA-RDP86BO1123R000100030004-3
0
10
OVERVIEW OF DDA 5-YEAR PLAN
19. JANUARY 1982
o FORMER DIRECTORATE PLANNING PROCESS:
--OBJECTIVES:
STRAGETIC
OPERATIONAL
CONVERSATIONAL
--ACTION PLANS
--NARRATIVE REPORTS
--QUARTERLY MANAGEMENT CONFERENCES
o SUSPENDED 1 APRIL 1931
Approved For Release 2008/08/26: CIA-RDP86BO1123R000100030004-3
 e
0
Approved For Release 2008/08/26: CIA-RDP86B01123R000100030004-3
o CURRENT SYSTEM EFFECTIVE 1 OCTOBER 1981
--TIMING
SHORT DEADLINE (2 NOV 81 CALL - 1 DEC 81 DUE DATE)
PRIME FACTOR - MEET 1984 PROGRAM CALL
NOW THRU 1 OCT 82 - TRANSITIONAL
REVISE 1 OCT 82
--MAIN CONCERN FOR O/DDA MANAGEMENT TEAM:
SIMPLIFY PROCEDURES
REDUCE ADMIN, OVERHEAD
GET PLANNING TO FOCUS ON PROGRAMMING RESOURCES
STRETCH MANAGEMENT ATTENTION FROM SHORT-TERM
PROJECT ORIENTATION TO LONG-TERM TRENDS
A, PERSONNEL
B, SECURITY
c. IMPROVE THE REPUTATION OF DIRECTORATE
Approved For Release 2008/08/26: CIA-RDP86B01123R000100030004-3
 Approved For Release 2008/08/26: CIA-RDP86B01123R000100030004-3
0
--GUIDELINES FOR QUARTERLY MEETINGS
1-1 1/2 HOURS
INTRO - OFFICE DIRECTOR
RESPONSIBLE OFFICER PRESENT OBJECTIVE
DISCUSS PROGRESS AND PROBLEMS
TIE-IN WITH DDA GOALS
PRESENT AGENDA 3 WORKING DAYS PRIOR TO CONFERENCE
NO PRE-MEETING SUBMISSIONS
ACTIONS ITEMS - DURING MEETING - FOLLOW-UP
BY DDA PLANS OFFICER
MEMO FOR RECORD - DDA/PLANS OFFICER
SHOULD NOT BE GRIPE SESSION
SHOULD NOT BE COURT OF SPECIAL APPEALS
CAN BE "INFO ONLY" INTRO OF NEW INITIATIVES
Approved For Release 2008/08/26: CIA-RDP86B01123R000100030004-3
 Approved For Release 2008/08/26: CIA-RDP86BO1123R000100030004-3
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Approved For Release 2008/08/26: CIA-RDP86BO1123R000100030004-3