REVISED YEAREND CLOSEOUT PROCEDURE

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP91-00058R000100090014-6
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 7
• Document Creation Date: December 23, 2016
• Document Release Date: August 27, 2012
• Sequence Number: 14
• Publication Date: October 27, 1987
• Content Type: MEMO

Declassified in Part - Sanitized Copy Approved for Release 2012/08/27: CIA-RDP91-00058R000100090014-6
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MEMORANDUM FOR: Comptroller
VIA: Deputy Director for Administration
FROM: John M. Ray
Director of Logistics
SUBJECT: Revised Yearend Closeout Procedure
REFERENCE: Memo for ExDir fm Comptroller, dtd 20 Oct 87,
Subject: FY 1987 Yearend Closing
1. The purpose of this memorandum is to provide information
concerning the fiscal year (FY) 1987 yearend procurement process,
actions the Office of Logistics (OL) will take to enhance the
management of the procurement process in FY 1988, and a
recommendation concerning closure of the 1988 fiscal year in
paragraph 5.
25X1 2. Background: During the month of se tember 1987, t' Acinr
procurement system obligated encompassed in
25X1 contract actions (Attachment A). This represents a ?percent
2bAl increase in contract actions and percent Increase in dollars
over September 1986. The attachment compares the flow of
procurement activity in September of FY 1986 and FY 1987.
3. Action Plan: Discussions have been held with the Offices
of Finance (OF) and Information Technology (OIT) concerning the
difficulties entailed in processing such a dramatic increase in
procurement activity, and we have initiated the following action
plan to eliminate perceived uncertainties relative to the yearend
procurement process and the actual obligation of Agency funds.
While we are acting in concert with OF and OIT, these two offices
are responding separately on actions assigned to them in the
referenced document.
25X1
a. We have prepared a Headquarters Notice (HN)
(Attachment B), which clarifies and restructures the yearend
ALL PORTIONS SECRET
OL 5147-87
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Declassified in Part - Sanitized Copy Approved for Release 2012/08/27: CIA-RDP91-00058R000100090014-6
SUBJECT: Revised Yearend Closeout Procedure
activity into a more manageable process. We have streamlined
the Agency's approach by consolidating all 14 classes of
activity into 3 major groupings. We have also reduced the
number of deadline dates applicable to this process from 11
to 4. A major change in the HN is the establishment of
15 September 1988 as the operational end date of the Agency's
fiscal year. The early closing date will provide sufficient
time to analyze all accounts for assignment of any uncommitted
funds to actions which can be obligated by 30 September 1988.
I believe this action will result in an effective closeout of
the fiscal year.
b. Attachment C, Procurement Request Receipt, has been
revised to include distribution of a copy to the cognizant
budget officer. This process is applicable to all requisitions
for goods and services and will help to identify the actual
procuring element responsible for their completion.
c. We have also established quarterly meetings with OF and
OIT. These meetings are an extension of the yearend closeout
meetings which will identify early in the fiscal year potential
process problems requiring action on an ongoing basis. The
frequency and scope of these meetings will be adjusted as
circumstances dictate.
d. OIT will provide OF and OL with a Commitment/
Encumbrance Exception Report, which will enable OL to quickly
identify discrepancies between the Inventory Control System
(ICS) encumbrances and the General Accounting System (GAS)
commitments.
e. OL will also receive a Work-in-Progress Report from
each Agency procurement element on a monthly basis which should
give us new insight into aged commitments in procurement
elements.
f. The issue of difference between the ICS and GAS system
clocks has been resolved. OF and OL have agreed to a common
monthly cutoff of each system.
4. Staff Portion: This memorandum has been coordinated with
appropriate officers in OF and OIT.
2
SECRET
Declassified in Part - Sanitized Copy Approved for Release 2012/08/27: CIA-RDP91-00058R000100090014-6
Declassified in Part - Sanitized Copy Approved for Release 2012/08/27: CIA-RDP91-00058R000100090014-6
SUBJECT:
-
' Yearenl Olnseout Procedure
5. Recommendation: Based upon the foregoing, OL recommends
25X1 issuance of the revised which includes new deadline
dates and the 15 September cutoff for fiscal year activity. Upon
your approval, we will take immediate action to publish this HN.
With the implementation of this recommendation, along with other
improvements stated above, significant enhancement to the yearend
closeout will be achieved.
25X1
Attachments A through C
CONCUR:
Deputy Director of Administration Date
APPROVED:
Comptroller Date
3
SECRET
Declassified in Part - Sanitized Copy Approved for Release 2012/08/27: CIA-RDP91-00058R000100090014-6
Declassified in Part - Sanitized Copy Approved for Release 2012/08/27: CIA-RDP91-00058R000100090014-6
25X1
SUBJECT: 1i Yearend Closeout Procedure
Distribution:
Orig - Addressee, w/atts
1 - Comptroller, w/atts
2 - DDA, w/atts
1 - D/OF, w/atts
1 - D/OIT, w/atts
OL/PMS Official, Watts
1 - OL Files, w/atts
1 - OL/B&FB, Watts
1 - OL/PMS Chrono, w/o atts
OL/PMS,
Rewritten OL/EO:fp (27 Oct
87)
(26 Oct 87)
4
SECRET
Declassified in Part - Sanitized Copy Approved for Release 2012/08/27: CIA-RDP91-00058R000100090014-6
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