CLAS PROCUREMENT GOALS OVERALL GOALS

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP90-00191R000100060025-0
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 18
• Document Creation Date: December 23, 2016
• Document Release Date: October 24, 2013
• Sequence Number: 25
• Content Type: MISC

STAT
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CIA-RDP90-00191R000100060025-0
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OVERALL GOALS
1. Replace the current CONIF Database in the GIMS environment with
Cullinet's integrated software packages in the IDMS/R environment.
2. Insure Federal Procurement Data System (FDS) requirements are
incorporated in the new procurement application software.
REQUISITIONING OBJECTIVES
1. Facilitate the basic subfunctions of accepting
approved request information; editing request information;
recording financial transactions; routing requests.
2. Provide a computer-based, menu-driven electronic
input for the acquisition, transfer and receipt of request
data, from any authorized Agency customers, in any location.
3. Expedite the flow of requests to action modules that
process property turn-ins, stock issues, lot storage
requirements, shipping instructions, service procurements,
and materiel identification and acquisition.
4. Automate the initiation and assignment of a unique
request control or tracking number.
5. Capture, at the time of input, all the data considered
necessary to facilitate fulfillment of the request. This data
include requestor identify, approvals, requested delivery date,
proper item identification or requirements, relevant financial
information, and special instructions as may be necessary. The
customer must employ that degree of discipline necessary to
achieve accuracy and adequacy in the preparation/submission of
requests.
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6. Provide the capability to accept required approvals
and authorizations in the form of electronic signatures. These
signatures must pass edit routines and be recoverable in terms
of audit trails and/or subsequent review procedures.
7. Provide for the establishment of request priorities,
based upon customer-required delivery dates; provide feedback on
anticipated response to requestors relative to their stated needs.
8. Incorporate edit checks to assure that essential information
has been entered; inputs have been validated against established data
base values or parameters; requirements have been authorized in
accordance with Agency regulations.
9. Automate the recording and tracking of commitments and
obligations to an individual component's Property Requisitioning
Authority (PRA) balance, at the time of request submission to the
system. Provide the capability to check the status of available
PRA and funds prior to entering the request into the system.
10. Automate the recording of commitments and obligations against
the Materiel Property Allotment (MPA) and provide balances to
authorized requestors of this information.
11. Be capable of retaining request data pending availability
of funding.
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12. Provide for the recording of actions encumbering multi-year
and/or multi-source funds and multiple actions against single-source
documentation.
13. Provide the capability for customers to query the status of any
type of (their) request after entry into the system.
14. Provide the capability to rescreen previously submitted
requests so that a customer, by simply updating these data, can
submit a new request that will employ minimal rekeying of redundant
information.
15. Furnish the requestor with materiel availability data, i.e.,
whether there is stock available for immediate issue.
16. Provide to customers a data base of information that will
assist them in the preparation of their request, i.e., guidance and
reference material.
17. Automate the recording and tracking of commitments of funds
to be used for the procurement of goods and/or services.
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LPROCUREMENT OBJECTIVES
1. Facilitate the performance of subfunctions that assign
procurement actions; assist in vendor selection and purchasing; record
and maintain procurement transactions and relevant data.
* Nice to have. High Priority.
2. Provide prompt response and communication via data base
interaction with customers, system users, and functional processes
within the system.
* Mandatory.
3. Provide assurance to the contracting officer (to include
contracting teams, small purchases units, and interdepartmental
requisitioning officers) that the system has sufficient internal
controls to ensure that legal and proper requisitions are entered into
the system, and that sufficient funding exists to enter into a contract
or to create an amendment which obligates funds.
* Mandatory.
4. Organize the random arrival of requisitions by grouping items
in categories such as Federal class, negotiator, previously negotiated
contracts, Blanket Purchase Agreements (BPAs) or other criteria as may
be required, so as to facilitate their processing.
* Nice to have. Low Priority.
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5. Provide data on possible acquisition sources for reiterative
requisitions, based upon repetitive demand information that contains:
(1) Substitution and interchangeability information.
(2) "As requested" and "As purchased" item descriptions
from previous procurements.
(3) Previous sourcing, pricing, and procurement
identification numbering.
* Nice to have. High Priority.
6. Where possible, provide the capability to automatically assign
requisitions to previously negotiated contracts or BPAs in accordance
with existing Supply/Procurement instructions governing source.
* Nice to have. Low Priority.
7. Provide the capability to consolidate multiple purchase
requirements on a single purchase instrument. Provide cross-
references that will track these actions.
* Nice to have. High Priority.
8. Provide a capability to renew contracts (equipment rentals)
subject to availability of funds.
* Mandatory
9. Provide the capability to automatically record transactions
throughout the life cycle of the 100S system of services (implied
is the customer input of requisition and payment data without review
by procurement components).
* Nice to have. High Priority.
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10. Record standardized contract clauses and other forms of
procurement documentation which are repetitive in nature; incorporate
the capability to generate these clauses (and/or the entire procurement
instrument) via an automated process. Provide the capability to
designate,
retain, and retrieve specialized clauses from previous contracts for
generating a new contract.
* Mandatory.
11. Automate the preparation and printing of solicitations,
contracts, delivery orders, and amendments thereto, including
Military Interdepartmental Purchase Requests using the Agency Standard
(Wang) word-processing system (or equal).
* Mandatory.
12. Provide a capability for automatic interface with government
supply centers such as is utilized by FARS today. Include the capability
to determine procurement status and measure throughput time.
* Nice to have. High Priority.
13. Provide a capability to monitor and report upon transactions
performed within the Small Purchases Section.
* Mandatory.
14. Ensure a capability to track major events during various
contract life-cycle functions to include origin, amendments, receiving,
payment, interim and final audits, presettlement, final payment,
contract closeout, and retirement.
* Mandatory.
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15. Provide a capability for decentralized contracting teams to
be assigned procurement actions; construct solicitations and purchase
documents; enter and retrieve contract status information.
* Mandatory.
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17. Provide to receiving locations data that will facilitate the
understanding, purpose, and destination of incoming procured materiel.
* Mandatory.
18. Provide the capability to decommit and obligate all types of
funds based upon execution of a purchase instrument
or those amendments that affect funds.
* Mandatory.
19. Provide the capability for the system to generate an invoice
for payment that is derived from the equipment schedules contained in a
contract. Only the contracting officer will have the capability to
change the equipment schedules (i.e., the contract). Therefore, any
invoice generated from the contract will be, by definition, correct.
Provide the capability for users to read and retrieve "working copies"
to record additions, changes, and deletions.
* Mandatory.
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20. Using the system's computational capability, determine rental
charges for individual line items within equipment rental schedules;
differentiate between items ordered but not installed; differentiate
between items installed and those which have been returned to vendor.
* Mandatory.
21. When modifications are made to Government Furnished
Equipment and/or deliverable items under a given contract, or when
long-lead items are incorporated into a final product, provide
recognition of original contract linkage; new pricing; closeout of
the old item in receiving; payment under the new item description.
* Nice to have. Low Priority.
22. Identify key points within procurement which, with the proper
feedback, will provide meaningful status and throughput time to customers
and managers. This is intended to include all Agency procurement elements,
regardless of CONUS location.
* Mandatory.
23. Provide the capability to update the repetitive demand file with
"as purchased" information.
* Mandatory.
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MANAGEMENT OBJECTIVES
1. Provide information which will; predict and measure OL efficiency,
productivity, workload distributions, resource allocations; identify
potential workflow blockages; develop trends; and capture other data as
identified by system users and component managers.
* Nice to have. High Priority.
2. Provide the capability to generate ad hoc reports of requirements
levied on OL by its customers and/or component Log Officers. For example;
summaries of requisitions, materiel and services costs, stock issues,
single transportation allotment expenditures/trends, budgetary information,
commodity class activity, etc.
* Mandatory.
3. Compile and graphically display significant statistical data
concerning the periodic activities of each division, branch and section
(i.e., line items processed, dollar values where applicable, weight and
cube of cargo, man-hours expended, number of priority actions
worked/pending, etc.). This capability should include comparisons of
acquired statistics for multi-month/year periods and is to provide fiscal
year summaries where and when required.
* Mandatory.
4. Retain those reports and ad hoc queries that are essential today
and are considered essential in the future. Enhance these retained reports
in terms of content and format, as may be requested by their users.
(Examples; Reports produced by CONIF, ICS, and OF requirements defined in
ADPP Memo 57-82-3.)
* Mandatory.
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5. Provide information which will predict and measure OF efficiency
in the vendor invoice payment activity and develop trends and capture other
data as subsequently required. Monitor vendor invoice payment priorities
and measure OF responsiveness in meeting those needs. Provide scheduled
and ad hoc reports as required by OF managers and such other reports as
will be required in conforming to the Prompt Payment Act.
* Mandatory.
6. Provide reports on the use/abuse of the OL priority system.
Reports must identify customers, the frequency with which they enter
requests in CLAS, the type of requests entered, the priority category
assigned to each request, and compile the distribution of priority
categories used by each customer on a periodic basis.
* Mandatory.
7. Incorporate and format those report data elements which will best
suit managerial needs in terms of simplicity and ease of understanding;
provide for the ready identification of customers, significant dates,
priorities and overdue actions.
* Mandatory.
8. Produce formal hardcopy reports in a format that is aesthetically
and graphically pleasing to users. (Xerox 9700 output quality, for
example, is preferred over that of the silent printer's dot matrix
appearance.)
* Mandatory.
9. Minimize the generation of management information in hardcopy
format; confine copies of these reports to essential needs. Emphasize and
encourage the use of electronically displayed information (which can be
subsequently converted to hardcopy if essential). In this context, report
generation procedures must be simple and user friendly.
* Mandatory.
10. Provide the capability to retrieve management information from
off-line historical records, as may be required by OL and OF.
* Mandatory.
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11. Present those malrihement information reports whiC111)in the
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interests of clarity and brevity, can best be viewed in a graphic format,
as created in a graphics CON device, graphics terminal and/or business
graphics generator. Provide the capability to fulfill ad hoc requests for
graphics which will serve to illustrate a multitude of OL production
accomplishments. For example; provide periodic graphic inputs and updates
to the OL Briefing Book.
* Mandatory.
12. Provide a flexible and expandable management information system
that will accommodate both near term change and future enhancements.
* Mandatory.
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GENERAL OBJECTIVES
1. Employ a broad scope of state-of-the-art methodologies, especially
within disciplines of electronic automation and integration so as to
modernize the OL functions of materiel and services acquisition, depot
activities, vendor payments, relevant budgetary processes, and property
accountability. This applies to existing OF functions that are applicable
within the CLAS concept.
* Nice to have.
2. Identify key action points within all critical path options of the
requisitioning sequence (receipt of customer requisition for materiels or
services through customer delivery and vendor payment). Provide controls
and edit features which will minimize errors within the tracking sequence;
provide requisition tracking information that will highlight requisition
flow aberations and their causes; devise and incorporate a requisition
progress query system that is responsive to customer inquiry.
* Mandatory.
3. Collect, store, and retrieve information about every request for
material and/or services placed upon the Office of Logistics.
* Mandatory.
4. Capture multi-user data at the earliest possible point of origin;
eliminate duplication of identical input and the necessity to rekey
existing information.
* Nice to have.
5. Be responsive to statutory and regulatory requirements relative to
the retention of authorizing signatures and transaction documentation.
Where possible, however, the system must employ the use of approved
electronic signatures in replacing the hardcopy approvals used today.
* Nice to have.
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6. Develop a systemof priorities that organizes wolow and
subsequent reaction to customer requirements throughout the entire
acquisition/delivery sequence. The priority designators are to form a key
to work loading, as well as organization of certain management information
status reports.
* Mandatory.
7. Develop a simplified tracking or control number that reduces
today's variety of control numbers. The configuration of this number
should; be of minimum digit length; impart a maximum of "at-a-glance"
information; exclusively identify a single transaction or request; readily
identify relationships to other retained control numbers; retain' and
cross-reference requisition control numbers for those customers not having
direct access to the system; facilitate the tracking or recall of any
specific request.
* Mandatory.
8. Incorporate, modify, redesign, replace and/or interface with
existing data base systems such as FRS, GAS, CONIF, ICS, FARS, DIDS, AWCS,
ACMS, and SECOND. In exploiting the content of these systems, care must be
exercised to retain those features that are consistent with today's
requirements and that are in concert with specific module objectives. This
applies to operational as well as management information output.
* Mandatory.
9. Integrate remote depot logistical activities in the system so that
they can input to and query CLAS electronically. The remote depot must be
able to record and report transactions involving acquisitions, receiving,
issue, movement and distribution of stock items, and inventory management.
This objective applies to all other depots and decentralized receiving
points as may be determined.
* Nice to have.
10. Incorporate audit standards and requirements, within automated and
manual processes, as promulgated by authoritative audit and management
offices of the Federal Government, and with guidelines set forth by the
Director of Central Intelligence. The Audit Staff (Office of the Inspector
General) shall participate in each stage of system development, from
requirements definition through system design, testing, acceptance, and
implementation.
* Nice to have.
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11. Unify, wherever )sible, data input techniques. -gRenu formats are
to be user friendly and are not to require more than one menu for a single
type input. Menus containing both mandatory and optional data elements
must clearly distinguish between the two types.
* Mandatory.
12. Automate the generation of repetitive documentation and/or
narrative throughout CLAS, wherever applicable and feasible. For example,
the CLAS system should be capable of generating mailing labels if
repetition and frequency factors create a demand for this service.
Standard Government clauses, procurement instruments, form letters, etc.,
are additional examples.
* Mandatory.
13. Promote reduction of present day hardcopy, manual records and logs
to the maximum extent possible through the use of readily available data
base information at terminal sites and the use of computer-generated
printouts; retain the capability to produce hardcopy wherever and whenever
data must be presented in this media.
* Nice to have.
14. Use off-line data storage media (microforms, magnetic tape,
hardcopy, etc.) that will contain inactive or historical information, as
defined by users. Audit Staff and Records Management Officers and that are
subject to retention and recall. Retained records must conform to Agency
records management guidelines and/or Federal regulations, in terms of
longevity and content. Archival data must be retrievable in a format
readily usable by the requestor.
* Mandatory.
15. Be fully documented prior to implementation in a manner that
serves to inform and teach system users, operators, and key managers
relative to the system's purpose, capabilities, input, output, and
operational procedures. The Users Manual, in particular, should achieve a
self-teaching, easily understood, readily updated functionality that
complements formal structured training. System documentation and
operational procedures must be reviewed and approved by OL and OF and
conform to Audit Staff requirements where and when appropriate.
* Nice to have.
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16. Provide a formaf?c:iaining program for indoctrinailirg system users
and operators, prior to module implementation. System operators and users
should be easily trained in system use; the operational procedures to be
used must obviate the necessity of employing experienced and highly trained
personnel.
* Mandatory.
17. Be implemented in a logical phased sequence, in contrast to an
abrupt total conversion from the existing system. Consideration must be
given to sequentially bringing CLAS' component parts on-line so as to
minimize impact, be compatible with those manual processes still in use,
retain continuity of operations, and reflect adequate preparation and
training. Management information and reporting, as devised for each
module, must accompany each module's implementation.
* Nice to have.
18. Include OL and OF and Audit personnel in all levels of system
acceptance testing, subsequent approvals and modifications of the system.
* Nice to have.
19. Be configured as a classified system, in terms of data base /
content and access to information contained therein. System users and
operators may be limited to information access, using the password method,
on a need-to-know basis, depending upon the responsibilities vested in
those authorized to use the system. Where applicable, consideration is to
be given to the use of controlled terminals, i.e., the capability to
conduct limited transactions. All aspects of CLAS system security and
accountability must be cleared and approved by OL/SS, OIG, and OS/ISSG.
* Nice to have.
20. Provide the capability to interface with those new communication
systems that can link remote users with the Headquarters complex when they
become available.
* Nice to have.
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21. Employ the use oc.--electronic mail and word proce -ing to transmit
and record narrative information, messages, memoranda, free text, and
utility information for and between users and operational components.
Existing Agency electronic mail and word processing systems should be used
as applicable, i.e., Project AIM or SAFE's Pilot Mail Operation.
* Nice to have.
22. Employ, as feasible, commercially available software packages that
can be readily modified to perform CLAS functions or processes.
* Mandatory.
23. Employ the use of a data dictionary. The content of this data
base is to be retained and maintained by the CLAS data base administrator
and/or support personnel throughout the system life cycle.
* Mandatory.
24. Include the capability of being available as a full-time system,
i.e., a 24-hour, seven-day-a-week activity. This approach will accommodate
the use of flex-time, multi-shift work, the possibility of reorganizing OL
functions, and permit access to other data bases and electronic data
links. CLAS will require redundancy and/or backup alternatives so as to
maintain operational capabilities under adverse circumstances.
* Mandatory.
25. Achieve the lowest possible time for all activities, in proportion
to the transaction's priority, concurrent users (using same function), size
of data being manipulated and complexity of task. In like manner,
scheduled and ad hoc reports must be completed as promptly as possible,
based upon urgency of need, complexity of data being compiled and length of
report.
* Nice to have.
26. Assure that no data element be inaccessible due to software or
hardware maintenance or failure for more than one hour.
* Nice to have.
27. Use split screen capabilities at terminal locations to facilitate
data recall, comparison, and analysis where possible and practical.
* Nice to have.
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28. Incorporate a m1V4 1matics package that will proviae and assure
correctness of computations. Examples; add columns of numbers, extend unit
prices (times quantity), compile statistics from subtotals or units,
accomplish averaging, construct invoices from equipment rental schedules,
etc.
* Mandatory.
29. Provide a system clock that will designate date and time for any
system transaction. Provide a work day calendar that can accurately
measure response time.
* Nice to have.
30. Provide for the compilation of a record that will specifically
identify each individual that enters or performs a transaction in the
system.
* Nice to have.
31. Employ diagnostic capabilities that inform users and operators of
system status at any given time. Malfunction indicators should be provided
that convey operational problems and that suggest alternatives, options,
corrective action or temporary constraints.
* Nice to have.
32. Provide a physical environment that stimulates productivity,
minimizes fatigue, encourages participation and, in sum, incorporates those
human engineering factors that will facilitate use of and interest in the
system.
* Nice to have.
33. Provide/accommodate the quantity of terminals necessary to
effectively and efficiently provide data input, query and output
information. Hardcopy printers must be distributed and supported in like
manner.
* REFERENCE MEMO FROM CHIEF, PROCUREMENT DIVISION, DATED 09 JULY 1985.
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