OFFICE OF INFORMATION TECHNOLOGY TRIAL 12-HOUR SHIFT ROTATION

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP90G00993R000300230010-8
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 22
• Document Creation Date: December 23, 2016
• Document Release Date: May 1, 2012
• Sequence Number: 10
• Publication Date: February 26, 1987
• Content Type: MEMO

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STAT
STAT
STAT
ROUTING AND RECORD SHEET
SUBJECT: (Optional)
Office of Information Technology Trial 12-Hour Shift Rotation
FROM: Arvel D. Tharp,
D/Medical Services
1D4061 Headquarters
EXTENSION NO.
25 February 1987
TO: (Officer designation, room number, and
building)
DATE
OFFICER'S
COMMENTS (Number each comment to show from whom
RECEIVED
FORWARDED
INITIALS
to whom. Draw a line Octets Column Cher each comment.)
'? D/OIT
2D00 Headquarters
No. 1 - for your info and
comments before forwardin
2.
r
to D/Pers.
3.
4. D/OMS
1D4061 Hqs
5.
6.
Please call Pat
for handcarry.
7.
s.
9.
10.
11.
12.
13.
14.
15.
FORM
1.79
USE MVIOW mno"s
610
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T
STA
ROUTING AND RECORD SHEET
SUBJECT: (optional)
Office of Information Technology Trial 12 Hour Shift Rotation o
~1 EXTENSION NO
fArvel D. Tharp, M.D.
D/Medical Services DATE ""
1D4061 Headquarters 10 March 1987
TO: (Officer designation, room number, and
building) -
DATE
OFFICER'S
COMMENTS (Numbs each comment to show from whom
INITIALS
to whom. Draw a line across column aft., each comment.)
EECEIVED
FORWAWED
1. Deputy Director for
Administration\E`(Qt
H
ad
uarters
)
(Z
e
q
2.
3.
OC~P~ 12M
R1.987,
4.
5.
6.
7.
8.
9.
%A 0, VA:r *Wm
10.
11.
12.
%VAA- lot
8M
13.
S.
%A ja
14.
15.
tlSEapEOOSUS
610
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i~_oruary 1~~7
F RO,"l :
S:J3JECT:
REFERENCE:
Arvel D. Tharp, M.D.
Director of Medical Services
Office of Information Technology Trial
12-Hour Shift Rotation
Memo frm D/OIT to D/Pers, dtd 12 Jun uo, Subj:
Conversion of Communications Operations :enter
(COC) to 12-Hour Rotating Shift Schedule
1. In the Fall of 1986 the Office of Information Technology
(OIT) began a trial 12-hour shift rotation in the Communcations
Operations Center with approval of the Director of Personnel
(D/OP). D/OP asked D/O^1S to monitor the trial period, which has
been done. A voluntary survey of all personnel in the affected
components was conducted (see attachment). The survey had an
unusually high response rate and with clearly 50% of the
respondents opposing the 12-hour shift despite heavy lobbying oy
the supervisors to have personnel endorse the 12-hour shift.
2. From a medical and managerial viewpoint the trial period
rotation appeared poorly designed from the beginning but OiT
insisted that a trial period should be tried because of their
difficulty in assigning people to :7;idnigit I,
therefore, did not endorse the trial but neither did I oppose
it. The rotation was the worst possible choice for shift work
because of constant aisruption of family, social and personal
routines. Some of the jobs clearly cannot be performed
efficiently for a 12-hour period. A number of people sougnt .ae
,,at during the trial period to express their dissatisfaction out
refused to go on record fearing reprisal from their immediate
supervisors. Several people ootained exemptions prescribed oy
their physicians and several more will obtain such exemptions if
the ii-hour rotation oecomea per:nanent.
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3. Several employees believe the driving force behind the
12-hour snift was from individuals who commute long distances.
From a managerial viewpoint certain inefficiencies were injected
into the system by having full shift coverages during periods
when the work volume is low but no increase in coverage when
work volume is high.
4. #84 nee ktfiere-zdoes ~ not aPPear r tr t -
anti-nua th*-.12-hour shift rotation, and since the decision
is basically managerial, !-would aags+ ou and/or the Inspector
General stlsndeAt~ of the proposal. My
recommendation would be to disapprove the 12-hour shift rotation
for all and accommodate those few who might choose a 12-hour
rotation without imposing`+.it on everyone.
STAT
rve a , .
Cc: DD/A
D/OIT
D/IG
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o1T-10296-86
12 JUN 1986
MEMORANDUM FOR: Director of Personnel
VIA: Deputy Director for Administration
Director of Medical Services
FROM: Edward J. Maloney
Director of Information Technology
J
SUBJECT: Conversion of Communications Operations Center
(COC) to 12-Hour Rotating Shift Schedule
I. Action Requested: The purpose of this memorandum is to
seek approval of the Director of Personnel for the adoption of a
12-hour rotating shift schedule for operations personnel working
duty shifts in the Communications Operations Center (COC), 1B-43
Headquarters, as recommended in paragraph 3.
2. Background:
a. Severe staffing shortages within the COC (which
operates around the clock, seven days a week) have forced us
to consider changing the normal 8-hour shift rotation to a
12-hour rotation. Current statistics show approximately SO
vacancies among the shift-working positions. Although we
are taking steps to resolve the vacancy problem, the lag
between recruiting, training, and assignpent to production
prevents us from anticipating any substantial relief from
the situation for several months. We have concluded that a
three-section, 12-hour shift schedule is a partial solution
to alleviating the present situation, as it allows optimum
use of the available personnel and offers other advantages.
b. The proposed schedule calls for three teams to work
12-hour shifts, allowing for one team to be in an off-duty
status for a minimum of 48 hours. The built-in overtime of
four hours each pay period for each person is not unreason-
able and, in fact, should permit us to reduce overtime
requirements overall. Additionally, when the permanent
mid-watch was first implemented several years ago, it
ADMINISTRATIVE INTERNAL USE ONLY
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STAT
STAT
STAT
SUEJECT: Conversion of Cotrr,ur,ichtions Operations Center (COC) to
12-Hour Rotating Shift Schedule
was not a difficult task to find volunteers to staff
that shift; however, we are now forced to direct people to
work the midnight shift, a measure we prefer to avoid.
The new 12-hour schedule would affect approximately
=7posjtions in the Message and Data Communications
Activity (MDCA) and the U.S. Network Activity (USNA) within
the General Operations Group (GOG) of OIT. It does provide
for those employees who are unable to work such a 12-hour
rotating shift; they are identified as "special category
employees." Included in this category are persons having
documented serious medical problems, single parents unable
to obtain adequate child care, part-time students,
annuitants, and contractors. There are advantages to having
people in this category as we look to them to help provide
operational continuity between shifts through the knowledge
gained from working with more than one watch team.
d. We believe our proposed schedule is one that will
satisfy production and employee development requirements,
without sacrificing humanitarian considerations.
Twelve-hour work schedules are not unique and enjoy
popularity where they are in u (the Data Base Control
Center (DATEX), NPIC, nd several
overseas OC facilities).
e. The schedule would be implemented on a trial basis
for approximately 120 days, beginning shortly after
approval. Prior to the end of that period we would assess
the results and determine whether to seek ratification for
continuing the schedule.
3. Recommendation: In view of the foregoing, it is recom-
mended approval be granted for a 120-day trial period for a
12-hour rotating schedule.
Edwafd J. Ma lo e
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Arvcl I). 1r,arpp, N.D.
Director of Meuical Scrviccs
SUBJECT: Conversion of Cor,nunicationr Operations
Ccnt?r (C:0;.) to 12-Hour Lotatir Snif t
Schedule
3. The subject proposal has been reviewed in the Office of
Medical Services (OMS) at some length. TnE- reasons F-t6tEc i!,
the r.er~o for ,T,- king the ct,ange do not see;, to be supp:,r1o,i t
the proposal, however, th it is an administrative detcrnir:
and 0::s interest is that the impact on tnE- health of the C&;;
personnel be justified for good and sufficient reasc~ns.
Tr,erefore, I neither endorse the proposal nor recur:;-?_-n6
disapproval.
2. A quotation in the hinter 1986 Medical Newsletter
is a good review of the subject) states "shift work and
overtime ........ place unusual strain on human pnysiology and can
result in decreased productivity and health."
3. The proposed schedule does appear to stay within certain
guidelines namely no more than four on-days in a row and a
minimum of two off-days between blocks of on-days. Tne scnedule
does provide further for those who are unable to work 12-hour
shifts by identifying "special category employees." There is
some concern that it is the intention of OIT to apply this
exemption only to the trial period.
4. We are very concerned regarding the work/rest cycle in
the Kin,.:. of joss and tasks involved in CO: esp_cialJv 1.,~ersc
CRT viewing or equipment monitoring. The variety and ability to
take breaks are essential in minimizing fatigue and errors and
physical symptoms that may otherwise occur in tasks performe'
over Extended periods of time. Manacers and employees should
adhere to the proviso to take breaks even to the point of
directing breaks for.reticent workers.
5. If the proposal is approved OMS would be happy to
provide a written survey and assist OIT in tabulating data
either before or during the trial period. Also, if the proposal
is approved we would encourage COC to create four teams instead
of the current three to provide greater flexibility in
accommodating employees and reduce overtime needs.
STAT
.
Arvel Tharp,
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SI)FJECT: Conversion of Communications Operations Center (COC) to
12-Hour Rotating Shift Schedule
See attached memorandum dated 8 July 1986
STAT
STAT
Director of Medical Services bate
Deputy Director for Administration
kt rL4 c7'-1s V/; L2i PA-A S 'Cl 0;1S
* Subject to review of (]1S evaluation prior to extension
beyond 120-day trial.
Date
11 2-I )R
Date
ADMINISTRATIVE INTERNAL USE ONLY
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.~~ irector o erso nel
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OIT CO""UNICATIO?.S OPERATIONS CENTER
12-HOUR SHIFT EMPLOYEE SURVEY
STAT
To discern the employees' satisfaction with the trial 12-
hour shift rota, OIT/COC managers surveyed the shift workers in
September and October 1986. OMS received, processed, and analyzed
the cuestionnaires, and herein reports the results.
were returned, a return rate of about 75%. This is very high
among Agency voluntary surveys. The comments volunteered by
respondents are repeated verbatim with identifying data removed
in a separate report, which is currently being completed.
Overall, most people see the 12-hour rota as neutral in its
effect on performance, attendance, errors, and morale compared to
the prior 8-hour rota. However, if the neutral responses (i.e.,
those that report no difference between rotas) are eliminated,
the extreme responses note a greater frequency of illness, more
tardiness, a worse mood, and having more often to fill in during
a shift for absent workers since changing to the 12-hour format.
Interestingly, although the extreme respondents note that they
had to fill in for absent coworkers more, they had to work fewer
double shifts or overtime, and they themselves had been absent
less often. (Perhaps those who caused the staffing shortages were
not available to return questionnaires. Alternatively, this may
reflect a simple fact of life on 12s: one may have to fill in
more during a longer shift, perhaps because people take longer or
more frequent breaks.)
Regardless of how people felt about the effects of the 12-
hour rota, there was overwhelming agreement that the trial had
lasted long enough and people felt a final commitment to a rota
was appropriate. The vote was evenly split on the 12- vs. 8-hour
structure. However, this split vote compared only two formats,
the old 8-hour rota and the current trial of 12s. Other options
were not listed and may warrant a specific vote by the shift
workers.
of the reportedly distributed questionnaires
The questionnaire and results follow. Each item shows
percent of respondents answering each option; the total may not
equal 100% due to rounding. An overall average score on the item
is given in the right margin. The average score is on a scale of
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_:a _. : c p: `1\'E at.it Gt?ut the trial 12s. Fox
staEtiC_ Faris, the'n' aer,ctcE r.~: .~.CI Of eT lcyees respondinc
to the e tc-., thE' aveI doe score , and
the "ED" indicates the standard deviation or the range by which
the scores of the middle two-thirds (68k) of the respondents
varied from, the mean. For examt,le, in iter, #1, a mean score of 2
and SD of .47 means that 68%, of the respondents answered between
1.53 and 2.47 (or 2 t .47). The mean score is a handy and concise
way to summarize overall sentiment on any single item.
SURVEY RESPONSES
STAT 1.
STAT 2.
I have been less punctual 12%
as punctual 78%
more punctual 10%
arriving at work on the 12-hour
schedule as on the 8-hour schedule.
I have missed fewer days 23%
same number of days 641
more days 13%
of work on the 12-hour schedule
as on the 8-hour schedule.
STAT 3. I have made fewer errors 21%
as many errors 60%
more errors 19%
in my job on the 12-hour schedule
as on the 8-hour schedule.
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STAT
4. My overall productivity (the ar~ou;.t
of work I get done during any one
period of time) has
increased 28%
stayed the same 50%
decreased 22?
2.07 .71
during the 12-hour schedule compared
to the 8-hour schedule.
STAT
5. I have noticed that I have been ill
less often 21%
as often 50%
more often 29%
1.9 .71
during the 12-hour schedule compared
to the 8-hour schedule.
STAT
6. In general, I think my mood
at work has been
1.7 .73
better 16%
the same 40%
worse 44%
since changing to the 12-hour schedule.
7. I have had to fill in during my shift
for other people who weren't here or
had to take breaks
STAT less often 11% L 1 1.67 .66
as often 46%
more often 44%
since we changed to the 12-hour schedule.
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STAT
STAT
STAT
STAT
STAT
rI?;
&. I have had to wor}: overtime or double shift
less often 32k
as often 44
more often 24%
since we changed to the 12-hour schedule.
9. My coworkers seem to be doing
more work 18% ^
as much work 63%
less work 18%
in a given period of time on the
12-hour schedule compared to the 8-hour schedule.
10. My coworkers seem to be
more accurate 00%
as accurate 70%
less accurate 30%
in their work on the 12-hour
compared to the 8-hour schedule.
2.0 .61
1.7 .46
11. I feel we've given the 12-hour shift a sufficient trial and
should make a permanent decision at this time (one way or
the other). YES NO n
68l 321
12. If we were to make a permanent decision at this time, we
should choose the following rota:
8-hour 12-hour n
50% 50%
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N-y reasons for this choice are ranked as follows
(Fleasc rank order ALL the following choices, from
IMPORTANT to - LEAST Ir:PORTANT. )
STAT
Rank n= 3Q
13. More time with my family/friends.
1
14. Better time of day to commute.
9
15. More time off in solid chunks.
5
16. More time off over a two-month's period.
10
17. Better able to do my job during the shift.
2
18. Better coverage on the unit.
3
19. Feel better physically.
4
20. Family member is more agreeable, or fits
better with family member's commitments.
6
21. Allows time for another commitment of mine.
8
22. I work less overtime this way
.
12
23.
I work more overtime this way (which
I li
ke. )
11
24.
I feel better emotionally.
25.
If the 12-hour schedule becomes perma
nent.
..
I will
R
ank
$
stay in my current assignment
pleasure.
with
5
44%
I don't care; the schedule doesn't mak
significant difference in my life or w
e an
ork.
y
4
7%
I will stay in my current assignment b
won't like it.
ut
3
26$
I will seek reassignment within OIT.
2
19%
It won't matter to me. I was planning to
leave in any case within the next year
regardless of the schedule.
Mean score = 3.7 SD = 1.3 n =
1 4%
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 HI
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2 IjE ; c?r'~er ] C ('
STAT
C /COC/UIT
Ph.D.
. ?/0!?;s
COL Or, th( I2-hour Shift
Li T
STAT
Attac;:c,; arc- a1) of the comments written on the 12-hour
St,ift Questionnaire, except for self-identifying passages that
}iL1E rF~:: U:leteu'. No atterpt has been made to analyze or
sur.,r..ari~( tnes? renarks. They are relayed for your review, as
pror;.lse:.. ar,ri rliccPrs,nst;
shift -- .
on
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 ~LL1I IIII'111 III11_hIIIII IIIII II AI 1 IIII 1 I 1-_1
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111"cc( r.,.(I J=i,
Cct:,?r.;
]. basically, the only thing I really disli}.t at,out tht 1) hour
rota, is haling to worh all night. I Sor.etir. ezpCTienct.
Problems sleeping during tic day. AT,d tht rcst irr.ortar.t is rr.y
family really does not li).c r. wt?r1.1nc during t},( i,ight.
=? (~ue~tior,naire ar?rcar5 tc tc tc, rcr:c?j' a:. .' r. ~rticu)arly
rtlated to this facility.
7Lt c?r;c ;u. it: ,,.:~ wi,;.t s:t:t~ult
i5 that all personnel sL
are eq Jcll 7r. try 5 :1 .1?f F. T: Ic
a CAL( o the SC11cZu.I'. }'. ! lr~lt
rcct rc:Sc.rI r ~ to wC- Ie. r it r.,.4't , tC
though they were unwilling to work tt El I,, t i
5. ] tru1~- enjoy wor;.inc Ii I,c;:r
s :: ; ti
in the past I was working twc.ivt davs : t:a.c : f .
period. Cl. cr,G twc cff in a p 2a y
per (1 hope it's here to stay.)
4 . I t ' s just too long to work and bE aa-ay f rcr your f ar.i l l-;
these hours are causing problers in ry household.
5. The 12-hour schedule allows roe to plan trips around my
10-day break with ainicuc, use of anrua) lcavf. Alsc, it allows
me to plan overtime around long breaks.
6. The 12-hour rota has been physically and emotional
exhausting for myself as well as my family. If the 12-hour rota
continues, I intend to seek other err-lo,. ?r..e r.t .
7. 1 have a slight preference for 12-hour over b-hour days with
10 days break every 12 weeks.
8. Actually very difficult to judge. kct2tion would cause
viewpoint. Less daylight. Eva1u.~ t l c } : , r.f ; : c.,~r, ccr._ c-;.;
9. Even though there are many difficulties with 1s-hour rota
mainly fatigue, less productivity, less accuracy. It is better
or me persona ly.
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 I~ I 111' l l I III IIlI~I IfI~III III I LIIIIII'1i111 Ill l IIIL
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STAT
STAT
l ~:t it tc. the j:c Sent s-..tC1,:1. a; cr,:. ic1.!. e~t;y 4 or e.
11;( slid rctCtiOn i iCJ'0Ssit'le for the hc'~~ c]c.cl, tc,-
r:~~~ :c~tlu~ f]ec; r.;cssit)
i.' t if ; lu$ tr. cor.rutil,F. 73rir,f a%c-i6 it,( T-cai rust.
itsU)tir,f 21. 1C