CHIEF, INFORMATION AND MANAGEMENT SUPPORT STAFF

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP91-00280R000200320003-4
• Release Decision: RIPPUB
• Original Classification: S
• Document Page Count: 10
• Document Creation Date: December 27, 2016
• Document Release Date: December 27, 2011
• Sequence Number: 3
• Content Type: MISC

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Information and Management Support Staff
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The OL Information and Management Support Staff (IMSS) acts
as an advisory body for and is directly responsive to the
Director of Logistics (D/L). Its interaction with other OL
staffs and divisions affords IMSS a broad overview of logistics
activities and requires IMSS members to keep abreast of OL's
many and varied support projects. Included in its wide range of
responsibilities are to --
o Support OL projects and programs through reviews, surveys,
evaluations, analyses, studies, reports, monitoring,
maintenance of records and statistics, and liaison with
other components and with other Federal agencies.
o Ensure that applicable policies, procedures, regulations,
and statutes are established, published, and disseminated.
o Manage a facility that centralizes control of automated
data processing applications within OL.
o Oversee the overall development of the Commercial
Logistical Applications System (CLAS).
o Afford records management support to OL components.
o Review and process to adjudication all claims submitted by
Agency employees for loss of or damage to their personal
property; and review and adjudicate Reports of Survey on
the loss, damage, or destruction of government-owned and/or
government-controlled property.
In addition to managing his Staff's day-to-day activities,
the Chief, IMSS serves as --
o Chairman, Headquarters Claims Review Board.
o Chairman, Headquarters Survey Review Board.
o Chairman, MLD Panel.
o Agency representative on the Interagency Committee on
Metric Policy.
o OL coordinator for the Suggestion and Achievement Awards
Committee.
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Detailed responsibilities of IMSS are listed in LI 1-14-7
and LI 1-14-17. They are described briefly in the functional
sections that follow.
Plans and Special Projects
As a part of its role as the D/L's advisory and management
staff, IMSS oversees a variety of formal planning activities
encompassing all OL staffs and divisions. These enable OL to
project not only its major projects but also its resources for
achieving them. Through presentations and reports, IMSS also
helps to communicate some of the numerous and complex Agency-
wide services OL provides.
The IMSS Planning Officer serves as the primary planning
officer for OL and is actively involved in developing,
reviewing, coordinating, or reporting on --
o Staff and Division objectives, at both Directorate (DA)
level and Office (OL) level, for each fiscal year (tracked
quarterly).
o OL Five-Year Plan (based on DA and OL Assumptions and Goals
for the next five fiscal years).
o OL Significant Accomplishments (for the DDA's Annual Report
to the DCI).
o "Excellence" efforts by OL employees, both individually and
collectively (reported to the DDA).
o OL's Emergency Plan for the continuation of logistics
operations and services in emergency situations.
o Responses to audit or IG reports involving OL components.
o Quarterly OL Presentations to the DDA on general OL
activities as well as on specific topics of interest.
o Annual Planning Conferences with the D/L and staff and
division chiefs.
o Memoranda of Understanding or Agreement with other CIA
components or Government agencies.
o Administrative Plans for operational activities.
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A major project which IMSS undertook in FY-85 is the overall
coordination of a multitude of actions for enhancing OL's
service image. These efforts, involving all OL components and
employees, offer far-reaching and challenging opportunities and
reflect the importance OL's top management places on its support
mission.
The Field Guide for Logistics Personnel, published by IMSS
in April 1985, provides a concise, easy-to-read, but
comprehensive aid to help logistics officers and others who
perform logistics tasks overseas.
Commercial Logistical Applications System
IMSS has continued to serve as the focal point in the
development of a major OL initiative--the creation of the
Commercial Logistical Applications System (CLAS), formerly the
Logistics Integrated Management System (LIMS). CLAS is an
automated system that will efficiently serve OL's support
mission of acquiring materiel and services for the entire Agency.
A decision was made to explore the feasibility of using
commercial packaged software to meet CLAS requirements. IMSS,
working with Office of Information Technology (OIT) personnel,
performed functional and technical evaluations of products. A
proposal on software acquisition was made and is being evaluated
by OIT.
Regulatory Policy
As one of its many functions, IMSS has the responsibility
within OL for originating and/or reviewing regulatory
issuances. Activities during FY 1985 included the following:
o Originated published revisions of --
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o Originated revisions (still in the coordination process)
of --
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o Reviewed, coordinated within OL, and forwarded for OIS
publication the following OL-originated regulatory
issuances --
20 Headquarters Notices
14 Employee Bulletins
o Published for distribution to all OL careerists in the
Headquarters area --
13 Logistics Instructions
9 Logistics Notices
2 Logistics Advisory Notices
The dynamic nature of OL's regulatory program is evidenced
by the large numbers of Logistics issuances noted in the above
categories.
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In addition, IMSS reviewed, on behalf of the D/L, 41
proposed revisions to Agency regulatory issuances originated by
other Agency components. (This figure does not include the
numerous proposed revisions and new issuances that IMSS reviewed
without submitting formal comments/concurrence.)
Data Administration Service
The Data Administration Service (DAS), now in its second
year of serving OL word and data processing needs, continued in
its focal point role of improving automated information
management throughout the office. The Chief, DAS, who also
serves as a Deputy Chief of IMSS, is supported by a centralized
staff of 17 and a decentralized staff of 30.
Highlights of FY 1985 included the following:
o Inventoried and documented approximately 581 word and data
processing equipment items.
o Continued expansion of Wang word processing equipment
facilities to provide improved communication links and a
broader range of capabilities.
o Rebuilt the Agency Standard Automated Property System
(ASAPS), which was accepted by 35 Agencywide users. Now
that its enhanced features are known, new users are in queue
to acquire the system.
o Implemented the new management information system in the
Printing and Photography Division. Additional features and
enhancements will continue to be added.
o Installed logistics-oriented personal computers at two major
bases of the Office of Communications on a test basis.
o Modified the operating software within the Contract
Information System (CONIF) to permit electronic funds
transfer (EFT) for vendor payment via the Office of Finance
and the Treasury Department.
o Filled most DAS vacancies by placing special emphasis on
acquiring qualified part-time computer assistants who could
support data input requirements resulting especially from
CONIF's increasingly heavier workload and end-of-year
closeout activities.
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Subsequent to a desk audit by the Position Management and
Compensation Division, Office of Personnel, five DAS positions
were upgraded. These higher entry-level positions considerably
improve the ADP career ladder within OL.
Headquarters Claims Review Board
An IMSS activity having Agency-wide impact is the review and
adjudication of personal property claims submitted by Agency
employees.
The Chief, IMSS chairs the Headquarters Claims Review Board
(HCRB), whose members include the Administrative Officer, DCI;
Special Support Assistant to the DDA; legal advisor from OGC;
and representatives of the DDI, DDO, and DDS&T. Each HCRB
member reflects the interest of his office both in resolving
areas of concern in the claims review process and in identifying
policy or regulatory modifications needed.
The Headquarters Claims Review Officer (CRO), located in
IMSS, reviews and adjudicates personal property claims in
accordance with the enabling legislation and Agency regulations,
and guided by precedent, guidelines, past experiences, and the
procedures of other Government entities.
Most of these claims result from losses or damages --
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o Incurred during PCS movements of household effects and
airfreight, or to property in long-term storage, or to
property in government-assigned quarters (caused by fire or
flood, etc.).
o Suffered due to theft of personal property while on TDY as
well as theft of property from government-assigned quarters.
o Sustained by privately owned vehicles occurring in transit,
as authorized under Agency travel regulations.
The CRO briefs PCS and TDY overseas and domestic departees
attending the following:
o Office of Training and Education (OTE) Overseas Orientation
Course.
o Office of Communications Overseas Orientation Program at the
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o DS&T Career Trainee Course presented by OTE at the Chamber
of Commerce Building.
The unclassified pamphlet, "Government Liability for
Personal Property Claims," was updated during FY 1985 and
distributed Agencywide. It can be obtained through area support
offices, the Travel Processing Branch (TPB) and the Family and
Employee Liaison Office, Office of Personnel (OP), and the HCRB;
and it is used as a handout at the above-mentioned training
courses.
The pamphlet offers valuable information on claims
processing procedures the maximum amount payable for
a valid claim, and category limits on certain kinds of
property. OP/TPB encourages individuals anticipating TDY or PCS
assignments to seek guidance from the HCRB regarding protection
of their personal property during transit or assignments.
Personal Property Claims Statistics for FY 1985 are as
follows:
o Claims Received -
Of the Claims Adjudicated:
Amount paid (after depreciation
and disallowances)
Disallowed/Category Limits
o Claims Adjudicated
Amount claimed
Disallowed/Other (loss not
covered under Claims Act)
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o Claims paid by third parties/no further reimbursement
o Claims returned to originating office for settlement by
Operating Official ($300 or less)
o Claims denied (negligence, not incident to service, etc.) -
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o Claims appealed - 2. Adjudication upheld/appeal denied by
DDA
Headquarters Survey Review Board
The Headquarters Survey Review Board (HSRB) reviews and
adjudicates Reports of Survey on the loss, damage or destruction
of government-owned and -controlled property in accordance with
the principles and policies
Membership on the HSRB is the same as the HCRB.
The CRO serves as the HSRB Survey Officer and is responsible
for initially reviewing and evaluating Reports of Survey and for
developing a recommendation for the Board's concurrence.
Most Reports of Survey involve damage to
government-owned or -controlled (rented) vehicles that are
involved in automobile accidents. Others involve the loss of
government property in the possession of Agency employees for
the purpose of executing work functions.
A total of five Reports of Survey were adjudicated in
FY 1985.
Records Management
IMSS is responsible for providing advice and guidance to OL
managers and designated records custodians of various staffs and
divisions within OL on all phases of records management from the
creation of records, through their use and maintenance, to their
final disposition.
The OL Records Management Officer --
o Conducts and/or coordinates on annual inventories of OL
record holdings, safes, and forms.
o Approves and/or provides guidance on the acquisition of
filing equipment and supplies, microfilm systems,
applications, and copier equipment.
o Develops and maintains control schedules for the disposition
of OL machine readable and paper records, including vital
records.
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o Approves the restocking of all OL forms.
o Makes recommendations regarding filing systems used in OL.
o Reviews and coordinates on changes to the National Security
Classification Guide as it impacts on OL requirements.
0 Processes requests received under the Freedom of Information
and Privacy Acts as well as from the Justice Department.
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