OTE'S FIVE-YEAR ADP AND COMMUNICATION PLAN

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP90M01364R000800190002-8
• Release Decision: RIPPUB
• Original Classification: C
• Document Page Count: 13
• Document Creation Date: December 23, 2016
• Document Release Date: January 28, 2013
• Sequence Number: 2
• Publication Date: December 16, 1988
• Content Type: MEMO

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CONFIDENTIAL
25X1
25X1
Memorandum For:
From
Subject
16 December 1988
: OTE's Five-Year ADP and Communication Plan
Attached is a copy of ourlatest OTE ADP Plan for your information.
Hope this will be of interest to you.
Chief, Information Center
OTE
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,P,O111.4.1,L/Iii/AL
9 November 1988
FIVE-YEAR OTE ADP AND COMMUNICATION PLAN
This paper describes the current state of information handling and secure
communication in the Office of Training and Education (OTE) as of
1 October 1988, identifies near-term OTE goals and requirements, and presents
a strategy for achieving those goals. It is intended as a general discussion
of where OTE should be heading in information handling and secure
communication. Detailed requirements relating to specific systems and
programs are developed within the context of this overall plan and are
consistent with Agency policies regarding information handling and secure
communication. This plan will be reviewed and updated annually.
Four central issues play a major part in the OTE ADP plan. First, there
is a significant shortfall of ADP equipment available for OTE use. (This will
change in FY89.) Second, with the exception of those in Information Systems
Training Division (ISTD), OTE personnel have lacked the opportunity to work
with ADP technology. Third, OTE currently resides in an outbuilding and will
do so for the foreseeable future. In the past, these three issues have
lessened OTE's opportunities to take advantage of ADP technology. Fourth,
secure ADP and voice communication 'are becoming more closely related.
Background
OTE uses ADP for both administrative and classroom purposes. However,
with the exception of information systems training, we have not made
significant use of data processing technology to accomplish our work. Five
years ago, there were scarcely 20 VM terminals for administrative use in all
25X1 of OTE. Currently, there are Delta Data terminals, outside of
classrooms, for OTE in CofC. 0 ags significantly behind the rest of the
Agency in its use of ADP equipment and technology. In most of the Agency, the
ratio of people to terminals (Delta Data, Wang, or PC) is approximately
25X1 1. If we exclude classroom terminals, the ratio in OTE is approximately
to 1. Appendix A lists all current AD!) equipment.
The shortage of ADP equipment, especially devices connected to VM, means
that OTE cannot make full use of the software available in the Agency. Very
few employees have a terminal on their desk. This means, for example, that
they make much less use of AIM to send messages than they otherwise would.
Various administrative support personnel such as Security, Personnel,
Logistics, and Finance--have to go to another room in order to access Agency
database systems. Instructors and training assistants must leave their own
work area in order to access the mainframe system to create class rosters,
training materials, and other documents. Finally, OTE management finds it
awkward at best to gain physical access to equipment.
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SUBJECT: FIVE YEAR OTE ADP AND COMMUNICATION PLAN
To accomplish this goal, OTE must significantly increase the amount of
time its personnel spend on thinking versus time spent performing mechanical
tasks. This change will enhance both the productivity of OTE and the quality
of our product. Specifically, OTE needs to provide the following for its
employees:
(1) universal access to distributed and mainframe computer services from
a single workstation.
Today in OTE, there is significant interest in optimizing the use of
computer and word processing technology, both for administrative purposes and
for classroom training. Technological advances in ADP--including optical
storage, enhanced graphics devices, and commercial software--considerably
increase the potential for use of ADP by OTE. OTE employees would like to
look to automation to aid them in conducting training of many different
types. During the five-year timeframe addressed by this report, data
processing support used by this office will at least triple. Tools to plan,
schedule, develop training materials, and present training to students will be
made available to all OTE instructors.
Secure voice communication is less of a problem at CofC. Most OTE staff
25X1 employees have a green line phone on their desk. Currently, is having
secure voice communications upgraded to a level equivalent ti;;;. In the
future, however, we anticipate increasing use of secure communications for
facsimile and video transmission.
The growing disparity between what ADP resources OTE has access to and how
much of the Agency works with has a direct impact on the relevance and
applicability of our courses. We cannot continue to expect intelligence
officers to perform effectively back in their offices or in the field where
they must work on state-of-the-art equipment when they have been trained on
yesterday's tools.
What Are Our Goals?
OTE's information handling goal is to provide state-of-the-art tools for
our staff and students that show that we are leading the way in training that
counts.
(2) Twenty-four-hour availability of word processing and computer systems
and 991 reliability for computer-based training systems.
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SUBJECT: FIVE YEAR OTE ADP AND COMMUNICATION PLAN
(3) Commercial-grade word processing capability.
(4) Fast, reliable electronic mail.
(5) Automated support for administrative tasks.
(6) Management information and decision support systems for OTE managers.
(7) Improved storage, distribution, and retrieval of hardcopy materials.
(8) Convenient integration of graphic and textual materials into a single
training product.
(9) Access to a local area network (LAN) from individual workstations
within the primary OTE building, including a gateway into VM.
(10) Access to a high-resolution computer graphics system.
(11) A system to deliver computer-based training on both mainframe
terminals and personal computers.
(12) Ability to transmit secure facsimile and video to any OTE training
facility. (This includes video conferencing, using microwave to
connect the HQs grid system to OTE facilities, and up and down
linking video programs.)
We will have three new classrooms in the new Headquarters building in FY89
and will install 12 non-tempest IBM PC AT 3270s in two of them and tempest
Wang PCs in the third. Two of the classrooms are scheduled for use by ISTD;
the third is to be used for SACTD's Secretarial Simulated Office Environment
class. Additional tempest and non-tempest Agency-approved terminals have been
25X1 purchased for administrative use by personnel at CofC, HQs,
In FY89, we also plan to install a third and fourth Wang Alliance system in
the South and East buildings to support WOTD's and SACTD's administrative
functions. We will also install nine non-tempest PCs and eight tempest Delta
25X1 Data terminals in a classroom
For FY90 through FY93, we plan to upgrade at least one classroom per year
with the Agency standard terminal. In addition to the classroom upgrades, we
plan to add at least two new PC classrooms using the Agency standard
workstations when we move to Reston. These classrooms will be used for
secretarial, intelligence, and management training. By FY92, or the move to
Reston, all Delta Data terminals now used by OTE administrative personnel will
be upgraded to the Agency standard workstation. Since the majority of OTE
workstations will be located in remote buildings, we will need IBM 3174 series
controllers to link to the mainframe computer. These devices may need to meet
tempest standards. See Appendix B for a summary and costs.
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SUBJECT: FIVE YEAR OTE ADP AND COMMUNICATION PLAN
By 1991, each person in the Office of Training who needs a workstation
should have one. Nearly all administrative and training material development
tasks should be accomplished on individual workstations. A single workstation
should support desktop publishing, delivery of training materials, scheduling
of training and travel, access to all internal and external databases, and
ordering of supplies.
Where Do We Stand
More than OTE personnel still do not have convenient access
to a workstation. Only two types of workstations--Delta Data and Wang
Alliance terminals--are generally available in the office. A very limited
number of PC and graphics terminals are available. The Agency's workstations
are mutually incompatible. It is not uncommon for a user to access two
different workstations to enter data and run needed software. In many OTE
divisions, training materials and administrative papers are still typed and
retyped during the production process either because of lack of access to an
automated system or because of incompatibility between systems.
Today, OTE users depend upon the central VM systems and local Wang
Alliance systems for most of their automated information handling. OTE
production is adversely affected when any component of the central or office
system is down or response is slow.
Many of the automated systems used by OTE contain redundant information
and few have the same organizational structure or capabilities. Maintaining
two separate methods of information handling--paper and electronic--is costly
and cumbersome. Many of the automated databases are not currently available
at the user's workstation. For example, a commercial database containing
external training resources can be accessed only by personnel in Central
Registration. Some important documents that need to be searched are available
only in hardcopy, making it difficult to retrieve information.
OTE has now developed an automated registration processing system
(TEAMS). This system permits users to view a description of any regularly
scheduled OTE course, view the schedule for that course, and complete a form
73 on AIM, sending it through their supervisor and training officer to OTE
Central Registration. The system then automatically constructs class lists
and transfers data about students completing courses to a permanent training
database. This system is still undergoing change.
Few administrative tasks are automated today. Individuals can notify the
Office of Security of future visitors, order publications from the Technical
Library, and procure books, maps, or journals electronically. Still they are
a long way from having completely automated administrative procedures
available to them. OTE personnel still spend time in paperwork, telephone
calls, and coordination to accomplish such simple tasks as purchasing supplies
and creating logistics requests. Scheduling classrooms for ad hoc classes can
be time consuming.
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SUBJECT: FIVE YEAR OTE ADP AND COMMUNICATION PLAN
An OTE-wide Management Information System (MIS) should be developed within
the next five years to provide rapid response to requests for information on
OTE courses and resources. Such information should include but not be limited
to classroom scheduling and utilization, student registration, instructor
utilization and capabilities, enrollment projections, and test scores. The
system should interface with TEAMS.
The MIS will provide timely information upon which OTE management can base
decisions as well as improve the query response capability for Agency Training
Officers. Parts of the OTE MIS system already are being undertaken: an
automated Form 136 and an automated Flight Schedule are being developed, as
are other programs to schedule conference rooms, aircraft, operations
instructors, etc. OTE also needs an administrative system to maintain
personnel data, including PAR ratings, travel and training data, and a limited
access subset for Career Board use--for ranking, categorizing, identifying
those eligible for promotion or other actions.
We expect computer systems to play an increasing role in non-ADP training
as well. Use of computers in Intelligence training will certainly increase.
ADP can enhance secretarial and management training by simulating the actual
work environment. Computer-Based Training (CBT) will be used to deliver many
types of courses. Computerized testing of students in foreign languages and
in other areas will increase.
In FY88, OTE ordered and received seven facsimile devices. OTE ordered
but has not yet received 50 tempest Wang PCs and 20 IBM 3174 controllers.
Each Wang PC is able to act as a stand-alone Wang PC, a stand-alone IBM
PC, a Wang Alliance workstation, and a VM workstation. This gives OTE staff
access to a single device that serves a multitude of purposes. These 50
devices have been equitably distributed among all of the OTE components.
Each 3174 controller can support from one to eight 3270-type PCs. We have
purchased more controllers than we actually need at this point in order to
guarantee port access on the VM system. Initially, we will place only two or
three PCs on each controller. In FY89 and out years, we plan to place
additional PCs on every controller until each is maximally loaded.
We have placed two facsimile devices in the OTE Crypto Equipment Room
(CER) and one in the DAC. Each facsimile is connected to a matching
25X1 device--one at Headquarters, one and one at another remote training
facility. All of this equipment witi considerably enhance OTE's data
processing and communication capabilities.
25X1
By January 1989, OTE will move out of This will
free up 28 classroom terminals. These devices will be equitably distributed
to the various OTE divisions. This will provide several additional VM
connections to each division.
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SUBJECT: FIVE YEAR OTE ADP AND COMMUNICATION PLAN
Where Do We Want To Be By The Early 1990s?
The top priority for OTE must be universal access to automated tools that
provide users with more efficient means to do their jobs. Access to
machines--mainframes, Wangs, and PCs--and to software systems--VM, AIM, Wang,
and so forth--must be provided to all who require it. The primary problem is
an insufficient number of VM ports in OTE for administrative purposes.
The central systems upon which users depend--VM, AIM, and Wang--must be
available and responsive at all times. Each OTE workstation must be capable
of connecting to a prescribed set of basic services.
OTE contractors should have access to an unclassified Agency VM system.
This would enable them to more rapidly provide the costly training products
for which they are contracted. Currently, VMU is restricted to contractors
working on SAFE.
The trend toward distributed processing and storage (departmental and
desktop as well as mainframe) permits users to exercise greater control over
the use of their data and to benefit from local applications and system
capabilities. By putting a workstation on everyone's desk, OTE is embracing
that trend. This computer architecture offers a potential for integrating a
trainer's entire working environment.
When improving user access to systems, we must consider the man/machine
interface. Already we must learn too many systems. Adding a workstation with
all its intended applications and a departmental system will only increase
training frustration unless OTE adopts a common man machine interface for all
OTE systems. It must be easy to learn, easy to use, flexible, and robust.
Office of Information Technology (OIT) standards should be applied to all
software, hardware, and computer architecture. Development guidelines for
software applications must be established and followed. All databases, and
where possible all software programs, should use the same interface. The OTE
Information Center (IC) provides the software coordinating group to assist
users in finding software tools that fill their requirements and exercises
some control over the new applications that users develop. Also, increased
emphasis must be placed on publicizing information tools and systems that
already exist.
Integrated tools for creating training documents--forms, text, and
graphics--should be available at the workstation and must look and behave the
same to all users. Today, we use a plethora of word processing systems (Wang,
Script, Microsoft Word, and HBWP). There is little standardization, nor is
there a way to easily transfer text between this multiplicity of systems.
By the early 1990s, the distinction between paper and electronically
available information will begin to blur. Although paper files will never
entirely disappear, most files will be automated. Standardization and
rationalization of all OTE files, whether paper or digital, and a
comprehensive records management program will optimize information retrieval.
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25X1
SUBJECT: FIVE YEAR OTE ADP AND COMMUNICATION PLAN
Local communications traffic within OTE is dependent on central system
availability. We need a local area network/decentralized electronic mail
system that is integrated with the central system. This is very important as
we consider requirements for a new OTE building. We need telephone system
support at least as comprehensive as that provided by the PBX system at
headquarters.
With the increased reliance on ADP systems, we must emphasize the need to
train our own people to use these systems. Further, OTE management must work
with OTE personnel to help them to see how this new hardware and software can
be used to produce better quality training more efficiently.
OTE will also want to significantly increase our capability for secure
video transmission. We want to be able to transmit videotape, satellite
downlink material, and video teleconference material from the primary OTE
25X1 building to Headquarters, at a minimum.
Initially, this will be one-way transmission. By the mid-1990s, we would like
to have two-way video transmission between these sites. We need to replace
current crypto equipment with high-band width equipment in order to transmit
secure video and voice.
As we make greater use of secure transmission facilities and they become
more important in our everyday work, we will have increasing concern about
backup capability in the event of a primary system failure. On the other
hand, cost will provide a significant limitation on what we are able to do.
Video transmission is likely to be a lower priority than data or voice
transmission. Therefore, in cases where we have two parallel high-capacity
25X1 lines, for example, one carrying voice and data and the other
carrying video, we may have the video line act as backup to the voice and data
line and have no backup for the video transmission capability.
How Do We Get There?
Over the next few years, the primary role of the OTE IC will be to provide
OTE end users with the appropriate software and hardware tools to develop
their applications and to provide the support that end users need to use these
tools. The IC assists users in selecting the correct hardware and software
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SUBJECT: FIVE YEAR OTE ADP AND COMMUNICATION PLAN
products for their application and provides support or direct assistance in
designing and maintaining the application. The IC is responsible for
arranging hardware maintenance of PCs, Wangs, and Delta Data terminals.
The IC is responsible for providing the tools and techniques for more
effective data analysis and retrieval by OTE management. The IC orders and
tests new products on the market and then provides end users with instructions
on the products' use.
Currently, the IC is staffed with eight people. We foresee the need for
additional personnel in FY90. OTE management must commit itself to three
additional slots--GS 14, GS 13, and GS 11--to develop systems, purchase and
install equipment, and generally manage the implementation of this plan. The
people we add should have good analytical abilities and good communication
skills. They should also possess some data processing knowledge along with
certain product knowledge such as PC software or database design. These
individuals will act as facilitators for OTE end users by guiding them in the
use of various interactive tools and techniques to design and maintain the
users' applications. Additionally, contractors may be needed to work on
specialized projects. Two rotationals from OIT will be available as a
Dispersed Operating Support (DOS) element. New personnel can be expected to
come from within the Agency structure via vacancy notices. One of the slots
would be good for developing OTE personnel.
Most of the immediate needs of OTE computer users can be provided within
the existing data processing framework provided by OIT. Programs should
concentrate on improving the man/machine interface and performance. Increased
functionality should play a secondary role until availability, interface, and
performance issues are resolved. OTE will continue to work with the OIT
Customer Standards Group to make OTE access and availability requirements
known and to work out solutions. OTE needs to work directly with OIT to
develop a plan for improving central computer reliability, availability, and
performance.
OTE needs a well-coordinated communications systems plan. We need
high-speed wideband communication capabilities to transmit text, graphics,
voice, and video both internally and from the training building to
25X1 Headquarters, and other locations.
OTE will work with OIT to identify a range of workstations for OTE
personnel that will be compatible with the applications and interface chosen
and will adhere to all of the Agency's technical standards. OTE has
determined which users need which new workstations first and has prepared a
budget plan that will upgrade workstations. OTE needs to identify those
divisions and branches that would benefit most from a d artmental distributed
25X1 system and local communications network. For example, is a prime
candidate for departmental computing. OTE will work withIT's Customers
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SUBJECT: FIVE YEAR OTE ADP AND COMMUNICATION PLAN
Standards Group to develop local and departmental computing standards
compatible with OTE workstations and systems. We will follow with interest
the testbeds developed in other Agency components to determine which approach
would be most beneficial in our environment.
Working with other offices, OTE will use ADP tools to perform routine
administrative tasks. Electronic menus that simulate existing paper forms
should be built and their data routed electronically. Signature verification
systems need to be developed so that electronically produced forms can be
electronically validated. In these areas, OTE will follow the lead of other
DA components.
OTE must begin now to plan and budget for advanced information handling
tools. Implementation of this ADP plan will require considerable financial
resources and a strong commitment by OTE management. It will also require
technical support and increased access to VM provided by OIT.We need to work
with OIT to develop integrated and seamless applications on both the central
and desktop systems. It will also require technical support and increased
access to VM provided by OIT.
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COMPUTER BASED ACTIVITIES
TRAINING
Information Systems Training
CIA Unique Software
General Mainframe Computer Skills
Word Processing
Personal Computers
Computer Based Training
Present New Material
Drill and Practice
Measuring Performance
Computer Support of Training
Intelligence
Secretarial
Operational
Foreign Language Reading
ADMINISTRATIVE
OTE Management Information System
Personnel
Applicant Processing
PARs
Panel Ranking
Security
Clearances
Applicant Processing
Security Records
Logistics
Equipment Accountability, Costs, Ordering
Flight Scheduling
Contracts
Inventory Control
Budget and Finance
ELECTAS
Component Budget
Contracts
Internal Training
Room Scheduling
Course Queues
External Training
Course Dates
Course Costs
Word Processing
Electronic Mail
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Mission/Functions
Processor
Peripherals
Mission
Software
General Additional
Software Support
Administration
VM
MVS
Tektronix
TRAIN
ELECTAS
VM Ports & $
IBM PC
Wang Alliance
Training
VM
Tektronix
CAMS
GIMS VM Ports & $
SAFE
204
DESIST
BARS
IDMS
CLAS
IDMS
ELECTAS
TRAIN
IDMS
IBM PC
Apple PC
CBT
Wang Alliance
Wang VS
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