ADMINISTRATION CAREER TRAINEE PROGRAM

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP86M00886R002300010114-3
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 11
• Document Creation Date: December 21, 2016
• Document Release Date: March 13, 2009
• Sequence Number: 114
• Publication Date: January 21, 1984
• Content Type: MEMO

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ROUTING AND RECORD SHEET
SUBJECT: (Optional)
Administration Career Trainee Program (ACT)
Ffi: E. Fitzwater
EXTENSION
NO.
DDA 84-0036/1
Deputy Director for Administration ,-
DATE
ST
7D 24 Hqs
15 February 1984
d
b
TO
d
er, an
esignation, room num
: (Oicer
building)
DATE
OFFICER'S
COMMENTS (Number each comment to show from whom
RECEIVED
FORWARDED
INITIALS
to whom. Draw a line across column after each comment.)
xecutive Director
Chuck:
7D 55Hc~s
f
d
rom
um
Attached is a memoran
2
me to the DA Office Directors
concerning the Administration CT
ACT
i
a
.
Program wh
ch we
re calling
3'
Also attached is a DA CT background
paper that might be of interest to
4.
you,
-
As
you may be aware, the DA ha
f
i
d i
h
CT P
i
rogram
or
part
pate
n t
e
c
5.
many years. Some Offices have had
greater participation than others.
f
i
in
h
d
d
Most o
to.
o
our CT tra
n
g
a
6.
with operations. On 21 January 198
I tasked our CID to study ways to
i
i
'
s
mprove our profess
onal employee
7.
career development. A Task Force
headed by the 040 provided several
i
deas and recommendations to improvi
8.
career development. The Task Force
concluded that the best plan was to
l
I
start with new employees and ensure
9.
that they received proper training
from entry on duty. Not only shout
they understand operations but also
10,
receive.generalist training that
would help them with their careers
tu.
in this Directorate. Actually,
what we are proposing to do is
I
increase the participation by more
12. DDA:HEFitzwater:kmg (15 Feb 84)
DA Offices than have participated
than have participated
Distribution:
in the past and to formalize traini
Orig PRS - EXDIR (by hand) w/atts
that has existed but in a piecemeal
13. 1 - ER w/atts
1 - DDA subj`w/atts
fashion..
STAT
1 - DDA Chrono
14 1 - HEF Chrono
{
Ha
is
Atts
~~._..
DC
AXE
FORM 610 USE PREVIOUS
97~ EDITIONS -
AT.
p-,2w
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r
1911, rut, i 19, b- -4
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 Personnel
Director of Security
Director of Training and Education
FROM: Harry E. Fitzwater
Deputy Director for Administration
SUBJECT: Administration Career Trainee Program (ACT)
1. During the past year we have given considerable, thought
and attention to the concept of using the Career Trainee Program
as a source of professional employees for DDA Offices. We are
now ready to formalize our ideas, develop plans and take necessary
action.
2. In order to implement the coordinated use of Career
Trainees in the Administration Directorate, I have approved the
following program:
TITLE: Administration Career Trainee Program (ACT)
OBJECTIVES: The ACT Program is being established in
order' to ensure the input of high quality junior professional
employees for DDA Offices and the MG Career Subgroup
through the Career Trainee Program; broaden the perspectives
of future office managers; and to foster the mutual under-
C> and achievement of Agency goals.
ADMINISTRATION: The DDA Career Management Staff (CMS)
will be responsible for overall coordination and
implementation of the ACT Program. Initial administrative
provisions include the following:
- Office Directors and the MG Subgroup will determine
the proportion of new professional employees
required to enter their respective organizations
annually to meet Program objectives-
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- CMS will obtain annual input requirements from
DDA Offices, maintain records of participants
and prepare periodic reports of Program
accomplishments.
- Participants will be selected by DDA Offices
and the MG Subgroup from both internal and
external candidates who meet appropriate CT
standards.
- Pay rates will be established in accordance with
CT guidelines.
- Participants will be assigned to a Training
Development Complement of the sponsoring Career
Subgroup during the first year of CT training
and interim assignments.
- Formal training will consist of the Career
Trainee Development Course (10 weeks), a new
DA Professional Orientation Course (about 4
weeks), and possibly some Field Operations
Training (1-2 weeks). .
Interim Assignments (2 or 3) of 12 weeks each
will be provided for each participant.
Participation in ACT will be completed three
years after entrance on duty.. A brief evaluation
will be prepared at that time by both the employee
and the Career Subgroup reflecting the relative
success of the Program on the individual in
meeting overall objectives. Consideration will be
given to offering a short review course (possibly
one week) as the program is concluded so that
participants can exchange views and reinforce the
total developmental experience.
3. The positions r e quiredl for Career Trainees during the
one year period of training and interim assignments will be
described in an appropriate budget submission and additional
ceiling requested for FY 86 or the first available opportunity.
In the interim, the sponsoring components will have to absorb
the charge to personnel ceiling.
4. Our initial goal was 25 ACT participants for FY 1984.
Thus far we have three on duty and several are already committed
for the April 1984 CT class. The Office of Personnel will be
referring likely ACT candidates to the Chief, CIS who will be
2 -
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responsible for expediting review by individual DDA Offices as
appropriate. It is requested that you notify the Chief, CMS
as soon as possible of the number of ACT participants you need
for the balance of FY 1984 and of the particular skills,
experience and education that you will require.
Hit y E. t~pzwater
Distribution:
Orig - DDA/CMS Subject
1 - cy each addressee
1 - DDA CMS Chrono
DDA/CMS pas
(20 January 1984)
STAT
STAT
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ADMINISTRATION CAREER TDRAINEE PROGRAM
The Career Training Program is virtually the only selection,.
entry and training program for Operations Directorate junior
officers. It, also serves as 'the entry program for some DDA, DDI
and DDSET officers, Its objective i.s the careful selection, .extensive
training, and job placement of junior officers to optimize the
individual's work performance and job satisfaction.
The use of CT's in DDA Offices and the MG Career Service has
involved three basic stages. In January 1965 the first group of
entered on duty for the support services. The concept was that
is CT's would start as generalists, serve overseas as support
officers in small stations and after about six years they would pick
a specific ' career field in one of the DDA Offices. By February 1968
approximately 125 CT's had been hired under the generalist concept,
It was necessary to change the policy at that time because. ceiling
reductions and BALPA sharply reduced the number of general
aIministrative positions overseas. In the second stage the CT's
began as members of a functional support career service, acquired
:he professional skills of that Career Service, and moved
uT) their managerial path.
The second stage of DDA participation in the CT Program did not
last very long. There was a need to absorb a large number of the
g neralists into the functional specialties within the DDA Offices,
_-en personnel reductions in-the ensuing years severely reduced the
input of junior officers. The third stage that followed has been
relatively unstructured from a directorate standpoint with the DDA
C_fices and iIG Career Service each participating independently and
on a very limited scale,
Today there are several very good reasons why the Administration
-rectorate needs to re-establish the CT Program as a significant
ceurce of professional employees. There is an increasing need for.
IIne. junior officers in a ma _-i t% of PD A Offices . Use of the
P? OC',i'ufit i oulc1 eStao1 sip a 111'aTh Sta :dar 1 for d i r c t o ate
c Eicers. A perception also persists that many DDA officers spend
six careers in rather narrow specialties and that this results in
parochial viewpoint. CT training would provide 'officers a broader
rspective and understanding of t] Agency- early in their careers.
there is an increasing nee'. for DDA offices to work closely
-cgether to achieve common goals. Joint participation in.-the C'F Program
~ulc1 r: iden accua.intences among officers and foster future cooperation.
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R1iCO 1 !ENDATIONS
In order to implement the coordinated use of Career Trainees
in the Administration Directorate, it is recommended that the
~ollo:wwing program be approved:
1. TITLE: Administration Career Trainee Program (ACT)
2. POLICY: The ACT Program is being established in order
to ensure the input of high quality junior
professional employees for DDA Offices and the
MG Career Subgroup; broaden the perspectives
of future office managers and to foster the
mutual understanding and achievement of Agency
goals and objectives, Office Directors and
the MG Subgroup will determine annually the
proportion of new professional employees required
to enter their respective organization through
this system to meet these objectives,
3. ADMINISTRATION: The DDA Career Management Staff will be
responsible for overall coordination of the ACT
Program, obtaining annual input requirements
from DDA Offices and the MG Subgroup, maintaining
records of participants and preparing periodic
reports of program accomplishment-s. Participants
in ACT will be selected by DDA Office.s and the
MG Career Subgroup from both internal and external
candidates who meet appropriate CT standards. Pay
rates will be established in accordance with CT
Guidelines. Individuals will be. assigned to a
Training Development Complement or the sponsoring
Career Subgroup during the first year of CT training
and interim assignments. They will then be
assigned to regular staffing complement positions.
The CT positions required for one year of training
and interim assignments will be described in the
first appropriate budget submission and additional
ceiling requested for FY-86 or the first available
opportunity. In the interim, the sponsoring
components will have to absorb the charge to
personr.~ _ cei
A . PROGRA I CO :TE N I' ? The ACT Program will consist of the
___ follo~~in elements:
a. CT Develo}>?:;eii Course - 10 t el:s
b. Clancestinc Operations Familiarization Course -
2 weeks
c. Into inn" I (1)1)0j - 12 t:eeks
-2-
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d, DDA Development Module - 4 weeks
e. Interim II ?(DDI or DDS#T) - 12 weeks
f. Interim III (sponsor's choice) - 12 weeks
TOTAL - 52 weeks
g. Initial 2 year assignment
h. Participants will complete the ACT Program
after three years.
5. EVALUATION: An evaluation .?:ill be made by the sponsoring
component of the relative success of the Program
for each participant. The evaluation will include
brief narrative comments and the following
ratings:
Complete Below Above Complete
Failure Average Average Average Success
E.,pJ.oyee Appears to Have
High Potential.
Erployce Exhibits a Broad
Perspective,
Employee is Conscious of.
Coallon.Component Goals
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ADD A SUPPORT TRAINING MODULE TO THE CAREER TRAINEE
COURSE: In con junction with the Office of Training and Education
and the Office of Personnel, you should explore and repo lit on the
need for and the feasibility of adding a segment to the Career
Trainee Program which would provide intensive support-related
training to those new employees who have a high potential, not only
for rapid career advancement, but also for overseas assignment.
This course would be to give a professional introduction and
PROFESSIONAL ORIENTATION COURSE / DIRECTORATE OF ADMINISTRATION
(POC/DA)
A. HISTORY AND INTENT
In 1964, the need. for specialized training for newly hired, junior Agency support
officers was recognized and addressed by the inception of an eight-week training
program designed specifically for junior support officers. This program was incorporated
as one section of the Junior Officer Trainee (JOT) program. In 1969, with a change in
policy reducing*the number of Support Generalists, the JOT Support Officer Track was
eliminated and responsibility for the training of junior officers was transferred to the
ind.ividua l sup port offices. _
On 21 January 1983 the. Deputy Director for Administration requested in a
memorandum that the DA/ CMO consider as a long range planning item (among others)
the following:
ar' 1:
COURSE PROPOSAL:
rar'c,e of r'' D T: actions cr..,
v; res to our nF igi -p t ntial employees who will be cafe ring
co
pr oce
the Directorate through the Career Trainee Program."
The intent of this pro; oral is to describe, in general terms, one possible approach
by whi h the concerns above could be addressed. The proposal as presented below is
based on a series of premises which may need to be altered depending on the perceived
r NOT!":
INVOLVED
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nee }s of the Directorate ar d the resources available to be dedicated to the development
of this program. These basic premises are a,s follows: -
1. Number of trainees: 30-40 per'year_
2. POC/DA to be integrated into the current Career Trainee Program_
3. Having completed the Career Trainee Development Course, at least two
interim assignments, some operations training and the POC/DA, any
further training of the DA CT will become the responsibility of the office
to which the CT is to be permanently assigned.
4. Length of POC/DA: Approximately 20 training days (four weeks).
B. COURSE OBJECTIVES
1. The student will be able to demonstrate a thorough familiarity with t'ne support
functions of each of the Directorate of Administation's (DA) nine-offices as well
as the functions of the Office of the Deputy Director for Administration (DDA).
2. The student will be able to demonstrate a working knowledge of the DA's planning
activities each student will prepare a presentation in support of a specific DA
activity- and justify the need to continue the program.
3. The student will be able to demonstrate a working knowl_dge of the Agency's
Budget and Finance functions, responsibilities an3 procedures.
L. The student will be able to demonstrate a functional know ledge of the Agency's
basic computer systems-
5. In connection with one or more "in-Basket" exercises, each student will have
r ed formal Staff Notes as produced in the DA.
l'' ^i7=
6. The strident will be able to demonstrate a basic iii deist i of of The Agency's
personnel management systecm, and will be able to distinguish between personnel
requirements and personnel admir?istr _.lon.
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k.
C. PROGRAM AND COURSE STRUCTURES
1. The POC/DA would be incorporated into the CTP in such a way that having
completed some portion of the normal CTP, the DA participants would be
split off onto a separate tract:. Since a significant part of the work of DA
offices is support to DO overseas operations it would be appropriate for DA
CT's to participate in the following course modules:
a. Career Trainee Development Course (10 weeks, unmodified)
b. Some amount of Field Operations Training (such as the .one and one=
half week Clandestine Operations Familiarization Course) -
C. 12 week -DO Interim Assignment
d. Professional Orientation Course/Dir ectcrate of
e. 12 weak non-DO Interim Assignment
weeks)
Administration
Assignment of the C1 to his/her home DA office for subsequent
specialized training and one more Interim Assignment to be determined
by that DA office
The POC/DA itself should be developed in such a way as to maximize the
involvement of the students in the functions and operation of the various DA
Thus, one course its: if will probably be built around a number of
exercises and in-baske~ problems which will demand the greatest possible
student involvement and activity- As an initial cut at a course schedule, the
following blocking of times (totaling 20 training days) may be considered:
1/2 day - introductions and Overviews -
1/2 day - Functions of the Office of the DDA
2 days - Office of Communications (includes visits to remote sites)
! &V - O i ice of Data Processing
in addition to the
3
20 hours of instruction they have already had on Word-
Processing equipment during the CTDC)
3 Gays - Office of Finance
1/2 day - Office of Information Services
2 days - Office of Logistics
1 day - Office of Medical Services
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2 days -Off ct of Security
day - Office of Training and Education
2 days - Off ice of Personnel
2 days - Final Exercise
D. ADMINISTRATIVE CONSIDERATION'S AND RECOMMENDATIONS
I. It should be recognized at the outset that a program based on exercises and in-
basket problems as well as lectures, will take a considerable amount of time and
effort to develop_ .
Recommendation: I?- -a program such as the one proposed above is to meet its
goals and objectives,. one: additional full-time professional plus a full-time clerical
employee-. need to-b--allocated, to devote six months solely to organizing the
course and preparing-the training materia's needed.
2. Emphasis in the course is to be placed on providing intensive. support-related
training to new hi gh-potential employees who may possibly serve the Agency
overseas. Also, the course will emphasize the functional training of the students
and shotrld not significantly overlap with specialized training the CT's will be
given by specific offices after the completion of their second Interim Assignment-
Recommendation.:. The course speakers will need to be briefed in-depth about the
goals and intents of the course, well in advance of their presentations. Also, there
will need to be considerable coordination efforts made between the POC /DA
course director(s) and the officers in the specific DA offices responsible for any
subsequent specialized training.
The optimum class size for(~a program such as the one described above would
probably probably be in ~hrin, .. of f 20 - 25 students.
the
e o -,head t io 1' lip en _ `ng on 1 is : c c l ii'i'? o e 1 _ is 1S
R
x
r year, following the students' first
ack 'the course should run once to tti'- ice per
,
~~,..:._.~~ exp-eri::r,ce fconducting other follow-on
Interim Assignments (with (wit~ the gained from u
training programs, Le. the Operations Course for DO bound CT's and the Analysis
Training Course for those going to the DI, it appears that the best learning takes
place after at least one interim assignment).
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