REQUEST FOR THOUGHTS ON REDUCING BUREAUCRACY

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP91-00058R000200400010-4
• Release Decision: RIPPUB
• Original Classification: U
• Document Page Count: 9
• Document Creation Date: December 23, 2016
• Document Release Date: August 22, 2012
• Sequence Number: 10
• Publication Date: May 28, 1987
• Content Type: MEMO

Declassified in Part - Sanitized Copy Approved for Release 2012/08/22 : CIA-RDP91-00058R000200400010-4
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STAT
STAT
ROUTING AND RECORD SHEET
SUBJECT: (Optional)
Request for Thoughts on Reducing Bureaucracy
FROM
EXTENSION
. OL 4089 87
nir..^4-^r esc
Logistics
DATE 22 May 1987
TO: (Officer designation, room number, and
building)
DATE
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FORM 61 n uSt mEvtOuS
1-79 V EDITIONS
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* U.S.Government Panties office: ltas-4t4a34me1se
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2 8 MAY 1987
MEMORANDUM FOR: Deputy Director for Administration
VIA: Executive Assistant to the DDA
STAT FROM:
STAT
SUBJECT:
REFERENCE:
Director of Logistics
Request for Thoughts on Reducing Bureaucracy
Memo from DDA to Agency Office/Division
Directors dtd 1 April 1987
1. Attached, at your request, are examples of troublesome
bureaucratic stumbling blocks and our suggestions for solving
them. As you directed, ideas were solicited from our key
managers in OL.
2. In the process of identifying bureaucratic deterrents,
some that surfaced were discussed and quickly solved. The
remaining ones identified here require more coordination for
resolution. But already, this exercise has reaped dividends
us and we appreciate the opportunity to surface and solve
problems with you.
for
ADMINISTRATIVE - INTERNAL USE ONLY
41711
OL 4089 87
Declassified in Part - Sanitized Copy Approved for Release 2012/08/22 : CIA-RDP91-00058R000200400010-4
Declassified in Part - Sanitized Copy Approved for Release 2012/08/22 : CIA-RDP91-00058R000200400010-4
PROBLEM #1
Excessive numbers of
STAT requisitions
OVERVIEW #1
STAT Any requisition must contain
seven (7) approval signatures prior to processing by Supply
Division. It takes at least two (2) days for an experienced
officer to walk this type of requisition through the
system. If left to normal routing, the signatures are often
not obtained for fourteen (14) days - and the Office of
Logistics takes the "hit" for not meeting requirements in a
timely fashion.
approving
officers delay processing of
SOLUTION #1
Reduce the number of approving officials without
compromising considerations that must be reviewed. The
seven currently required signatures all come from only two
directorates, the DO and the DA. It appears feasible that
some consolidation of approvals can be instituted.
ADKINISTRATIVE - INTERNAL USE ONLY
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PROBLEM #2
Excessive processing time to obtain security clearances for
retired annuitants employed as technical site monitors for
the New Headquarters Building (NHB) construction causes
understaffing of the New Building Project Office (NBPO)
Security Monitor Staff.
OVERVIEW #2
Although the New Headquarters Building (NHB) is an
unclassified facility at this time, security considerations
dictate that Agency personnel closely monitor all
construction activity to ensure that when occupancy occurs,
we can guarantee that all plans have been completed as
designed and that no "bugs" have been planted. Successful
completion of this activity will provide the Agency with a
secure building. Additionally, because of the immense size
of the building, the technical site monitors can expedite the
movement of approximately five hundred specific tradesmen to
their job sites daily. These tasks have been handled by a
cadre of experienced, mature, retired, former CIA officers
who have been rehired as individual contractors. Although
some of these annuitants could be employed as site monitors
immediately upon retirement, it has taken more than six
months to complete their background investigations, polygraph
evaluations, and contract administration procedures. Even
though NBPO was granted an exemption from the first year
rehire rule for retirees, this has been relatively nullified
because of this time consuming process. The result is that
the NBPO has not been able to fully staff their security
monitor requirements.
SOLUTION #2
Allow recent Agency retirees to be used as monitors based on
their security clearances in effect at the time of retire-
ment. Since the Agency requires background investigations
and polygraphs on contract employees, they could be scheduled
to be conducted as soon as possible after rehiring. This
would allow use of the recent retirees without great delays
and yet allows for contract termination if necessary.
2
ADMINISTRATIVE - INTERNAL USE ONLY
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Declassified in Part - Sanitized Copy Approved for Release 2012/08/22 : CIA-RDP91-00058R000200400010-4
PROBLEM #3
Lengthy period of time to obtain approvals for procurement
of Automated Data Processing (ADP) equipment results in
delays for operating components actually requiring the
equipment.
OVERVIEW #3
Requests for ADP equipment are forwarded through multiple
areas of the Office of Information Technology (OIT) and the
Office of Security (OS). These approvals are required for
new requirements and for any replacements or additions to
current systems. Some of these requests have taken up to
two months to complete the approval process.
SOLUTION #3
Reduce the number of approvals and/or delegate this
responsibility and/or submit the requests simultaneously to
OIT and OS.
3
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PROBLEM #4
Requests for installation of telephones and terminals
historically have taken unacceptably long times to process,
with requestors left unsure of their request status,
scheduled installation dates, or information about who is
handling the requests.
OVERVIEW #4
Multiple offices are involved in processing the requests
which leaves each office without clear control or
responsibilities. Logistics Officers in the components
continue to receive criticism without control or
responsibility.
SOLUTION #4
The Office of Logistics (OL) should be responsible for all
facilities management and renovation activities which should
include telephone and terminal installations.
4
ADMINISTRATIVE - INTERNAL USE ONLY
Declassified in Part - Sanitized Copy Approved for Release 2012/08/22 : CIA-RDP91-00058R000200400010-4
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SUBJECT: Request for Thoughts on Reducing Bureaucracy
Distribution:
Orig & 1 - Addressee
1 - OL Files
1 - IMSS Official
1 - IMS
STAT OL/IMSS/RB:d (22May87)
ADMINISTRATIVE - INTERNAL USE ONLY
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Declassified in Part- Sanitized Copy Approved forRelease2012/08/22 : CIA-RDP91-00058R000200400010-4
ADMINISTRATIVE - INTERNAL USE ONLY /
DDA 87-0700
1 April 1987
MEMORANDUM FOR: Agency Office/Division Directors
FROM: William F. Donnelly
Deputy Director for Administration
SUBJECT: Request for Your Thoughts on Reducing Bureaucracy
1. I know that there is nothing more frustrating than seeing one's
day-to-day work impeded by bureaucratic hold-ups. As an Office Director, I
had little tolerance for layers of bureaucracy and, in my current position,
I would like to do something about it whenever possible.
2. I would like you to give this topic some thought and to send me a
specific example of the most troublesome bureaucratic stumbling block you
face and your best suggestion for solving it. I cannot promise to handle
them all, but each one will receive serious consideration if it is something
the Directorate of Administration can contribute toward solving. I want our
support to you to be the finest and fastest possible within resources.
STAT to:
STAT
3. Please inv-,,lve your key managers in this effort. Send your thoughts
OXA/:0A, 7013 Headquarzers.
cc: ODI
DDO
DDS&T
William F. Donnelly
ADMINISTRATIVE - INTERNAL USE ONLY
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STAT
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R
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